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§ 34.44 PURCHASE NEGOTIATIONS.
   (A)   Generally. When lack of price or product competition renders the purposes of competitive bidding ineffective, the Purchasing Director may purchase supplies, materials, equipment, or contractual services through negotiation with a vendor up to $5,000 on his or her authority, and for amounts in excess of that, the Purchasing Director shall consult with and obtain the approval of the County Administrator or his or her designee, provided, however, for sole source purchased to be purchased with special source funds, the elected official in charge of the expenditure of those funds shall be authorized to approve the purchases by the Purchasing Director.
   (B)   When permissible. Purchase by negotiation may be made when 1 of the following types of conditions exist:
      (1)   Items are obtained from only 1 source, and there are no acceptable equivalents;
      (2)   Bids are received, but prices are unreasonable;
      (3)   Emergencies exist;
      (4)   A contract already exists on a family of items that must be compatible;
      (5)   Repair and replacement parts or accessories peculiar to specialized equipment are needed;
      (6)   Identical bidding is a persistent pattern;
      (7)   Resale price maintenance is practiced by manufacturers, such as exclusive dealerships or other methods which result in only pre-established, published prices being offered;
      (8)   There are reasonable indications of collusive bidding; or
      (9)   Contracts are renewed if provided for in the original bid invitation.
   (C)   Negotiated purchases. Written records shall be maintained for a period of 3 years of all negotiated bids. The records shall include the name of the vendor, the amount of purchase, the equipment or supplies purchased, and a justification for the negotiated bid.
(Ord. 01-02-04, passed 1-7-2004; Am. Ord. 10-41-05, passed 10-19-2005; Am. Ord. 10-42-06, passed 11-15-2006)
§ 34.45 AFFIRMATIVE ACTION.
   Newberry County will take affirmative steps to assure that disadvantaged business enterprises, small business enterprises, minority business enterprises, and women’s business enterprises are utilized when possible as sources of supplies, equipment, construction and services.
(Ord. 08-16-16, passed 9-21-2016)
§ 34.46 PURCHASE ORDER OR DIRECT PAYMENT NUMBER REQUIRED.
   Any purchase made pursuant to this chapter with funds under the control of the County Treasurer, whether from tax revenues, special source revenues, bond proceeds, or other sources, shall be recorded in the county financial records by purchase order number, or direct payment number, with reference to the quantity and description of each item to be purchased, and the budget account to which the purchase is to be charged, except those items purchased by contract or individually by an employee who seeks reimbursement from the Petty Cash Fund. For contracts involving construction or other improvements to real property, the purchase order may be combined with, or in the form of, a notice to proceed.
(Ord. 01-02-04, passed 1-7-2004)
§ 34.47 SALE OR TRANSFER OF SURPLUS COUNTY PROPERTY.
   (A)   Any items of personal or real property belonging to the county, which are declared by the County Administrator to be obsolete or surplus, may be sold to the highest responsible bidder by advertising for sealed bids or by public auction. Surplus property, in the discretion of the Administrator, may be transferred to other county agencies or transferred to or loaned to entities supported by county funds; in addition, at the discretion of the County Administrator, surplus property may also be traded in or exchanged for other property needed by the county. In connection with the sale of surplus property, the Purchasing Director shall ensure that the procedures described in this section are followed, according to the estimated dollar salvage value of the goods to be sold. Vehicle or heavy equipment trade-ins must be approved by County Council, or its designee.
(Ord. 01-02-04, passed 1-7-2004)
   (B)   The county has determined that the value of used computer equipment after 3 or more years of use is generally less than $100, and there is a risk that confidential county data will be released to the public if computers are sold in the same manner as other surplus county property. If the County Administrator determines that a computer, and its peripherals has reached the end of its useful life to the county and is surplus property, and he or she determines that it has an anticipated surplus sale value of $100 or less, then the County Administrator may authorize the department heads or elected officials to let their employees who used that computer equipment to purchase it, for personal use only, for the value determined, provided that the employee assumes the responsibility for removing all county data from the computer before removing from the county and signs an agreement that the computer equipment will not be resold as all or further transferred outside of his or her immediate family.
   (C)   The County Administrator is authorized to investigate the advantages to the county of selling any of its surplus equipment and property (personal and real) via an appropriately competitive internet sales mechanism, and he or she is authorized to enter into preliminary contracts for the sale of select surplus property, so that he or she can investigate the efficacy of such methods of selling surplus property, including surplus heavy equipment, and report on same to Council. If such methods prove to be advantageous to the county, then further sales via the internet may be authorized by Council.
(Am. Ord. 10-41-05, passed 10-19-2005; Am. Ord. 10-42-06, passed 11-15-2006; Am. Ord. 5-14-2022, passed 7-6-2022)
§ 34.48 PURCHASING FILES.
   (A)   Generally. The Purchasing Director shall develop and maintain a list of vendors who offer supplies, materials, equipment, or contractual services normally required by county agencies. The Purchasing Director shall record on the bidders list any significant history of trade with a vendor, whether favorable or unfavorable, for the purpose of determining whether a given vendor is a responsible bidder. The status of a given vendor may be reviewed from time to time by the Purchasing Director.
   (B)   Catalog file. The Purchasing Director shall develop and update from time to time a file of catalogues for supplies, materials, and equipment normally required by county agencies.
   (C)   Specifications file. The Purchasing Director shall develop and maintain a file reflecting specifications for all standard supplies, materials, and equipment normally used by county agencies. The specifications shall be the sole criteria of acceptability for all items of the types for which they are maintained. Using agencies should not specify additional characteristics on standard items unless the additional specifications (e.g., brand, specific color, unusual size, and the like) are justified to the satisfaction of the Purchasing Director, provided, however, that the Purchasing Director is not authorized to interfere with the performance of the duties of an elected official in the administration of these specifications in the purchasing of equipment, materials, services, and supplies. The Purchasing Director should develop standard nomenclature for the purpose of communication with using agencies concerning their requirements.
(Ord. 01-02-04, passed 1-7-2004; Am. Ord. 10-42-06, passed 11-15-2006)
§ 34.49 EXCEPTIONS.
   (A)   Prohibition against subdivision. No contract or purchase may be subdivided to avoid the requirements of this chapter, provided, however, that individual items may be purchased from different bidders if:
      (1)   The requirements of this chapter are followed with respect to the entire estimated cost of all items for which bids are invited; and
      (2)   The practice is consistent with the terms of the notice inviting bids.
   (B)   Award to other than low bidder. It is the policy of Newberry County to award all contracts or purchases to the lowest responsive, responsible bidder, unless a combination of the following factors outweighs the single factor of cost, in which event justification of the selection will be required to be made to, and approval received from, the County Administrator or his or her designee:
       (1)   The ability of the bidder to perform the contract or provide the goods or services promptly or within the time specified without delay or interference;
      (2)   The quality, availability, and adaptability of the goods or services for the use of the subject of the contract;
      (3)   The ability of the bidder to provide future maintenance and service for the use of the subject of the contract;
      (4)   The number and scope of conditions attached to the bid;
      (5)   The delivery and discount terms of the bids;
      (6)   The convenience of the location where the goods are to be delivered or picked up or the service is to be rendered; and
      (7)   The best interests of the citizens of the county.
   (C)   Price escalation clauses. The awarding authority may enter into contracts containing price escalation clauses, provided that the escalations may reasonably be expected not to raise the average price of goods or services higher than prices offered by other bidders, and further provided that the contracts contain a nonappropriation clause.
   (D)   Cancellation of contract. The awarding authority shall have the right to cancel any purchase or contract when the vendor is found to have violated or attempted to violate the provisions of this chapter or in any of the following instances:
      (1)   If the vendor fails to make delivery within the time specified in the contract;
      (2)   If the vendor fails to provide service when service is part of the contract;
      (3)   If any supplies, materials, or equipment delivered under the contract are rejected and are not promptly replaced by the vendor (if there are repeated rejections, the contract may be cancelled, even though the vendor agrees to replace the items promptly);
      (4)   If the vendor agrees to cancellation; or
      (5)   If the contract is obtained by fraud, collusion, conspiracy, or by any method which is in conflict with statutory or constitutional provisions of the state.
(Ord. 01-02-04, passed 1-7-2004)
§ 34.50 PERSONAL INTERESTS.
   (A)   Conflicts of interest. Any purchase or contract within the purview of this chapter in which the Purchasing Director or any officer or employee of the county is financially interested, directly or indirectly, or which is, in any other manner, in conflict with state or local ethics laws, as they may be amended from time to time, shall be void if the other party knew or should have known of the interest or conflict; provided, however, that, before the execution of a purchase or contract, the County Administrator shall have the authority to waive compliance with this section when he or she finds such interest to be so remote or indirect as to be inconsequential and not in violation of law.
      (1)   No employee or elected official of the county may bid on a county contract if that individual is authorized to exercise decision making authority or responsibility with regard to that contract for the county, and any such person is declared to have a conflict of interest;
      (2)   No County Council member may bid on, or be a subcontractor on, any county contract;
      (3)   It is further declared that any person, corporation or other legal entity which is involved in active or threatened litigation with the county, or any of its officials or agencies, over a contractual or other matter (other than the contesting of a tax assessment or contesting a minor traffic violation or minor code violation), has a conflict of interest for purposes of the Competitive Purchasing procedures set forth in Chapter 34 of the Newberry County Code of Ordinances; and
      (4)   That any such person, corporation or other legal entity with a conflict of interest is debarred from bidding on county proposals for the acquisition of goods or services until such litigation or threat of litigation is finally resolved.
   (B)   Gratuities.
      (1)   Acceptance prohibited. The acceptance of any gratuity in the form of cash, merchandise, or any other thing of value by an employee of the county from any person, firm, or corporation to which any purchase or contract is or might be awarded, in violation of state ethics laws, shall be deemed a violation of this chapter and may be cause for removal or other disciplinary action. State and local ethics laws govern fully in this regard.
      (2)   Other prohibited. The offer of any gratuity in violation of state ethics laws by any actual or prospective vendor or contractor shall be cause for canceling any contract involved, for declaring the vendor or contractor an irresponsible bidder or removal of the vendor from the vendor files and bidders list.
(Ord. 01-02-04, passed 1-7-2004; Am. Ord. 10-42-06, passed 11-15-2006)
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