(A) A purchasing agent, with the approval of the BOW for purchases of more than $35,000, may make special a purchase under IC 5-22-10 without soliciting bids or proposals, if the BOW determines that:
(1) Emergency conditions, or a threat to public health, welfare, or safety exists (see IC 5-22-10-4);
(2) There exists a unique opportunity to obtain supplies at a substantial savings to the county (see IC 5-22-10-5);
(3) The supplies may be purchased at auction (see IC 5-22-10-6);
(4) Only one source meets the city's reasonable requirements for data processing or license agreements pertaining to software programs (see IC 5-22-10-7);
(5) Only one source meets the city's reasonable requirements for a purchase when the compatibility of equipment, accessories, or replacement parts is a substantial consideration in the purchase (see IC 5-22-10-8);
(6) Other required purchasing methods would seriously impair the functioning of the city (see IC 5-22-l 0-9);
(7) The city has solicited the purchase under another required purchasing method and has not received a responsive offer (see IC 5-22-10-10);
(8) The conditions exist under IC 5-22-10-11 for the evaluation of supplies;
(9) A government discount is available under IC 5-22-10-12;
(10) There is only one source of supply, subject to the conditions in IC 5-22-10-13;
(11) Efficiency and economic advantages exist, under the conditions of IC 5-22-10-14;
(12) The purchase is made from the federal government, under IC 5-22-10-15 or 16;
(13) The supplies can be acquired by gift (see IC 5-22-10-17);
(14) The purchase is from a public utility under the conditions of IC 5-22-10-19; or
(15) Under any other circumstances pursuant to IC 5-22-10, as amended.
(B) The City Clerk-Treasurer shall maintain a separate contract record file for all special purchases, and maintain a written determination for the basis for the special purchase and the selection of the contractor. A record listing all contracts made for special purchases shall be maintained for a minimum of five years, and shall contain each contractor's name, the amount and type of each contract, and a description of the supplies purchased under each contract.
(Ord. 2023-08, passed 10-16-23)