(A) Purchases less than $2,500. All heads of departments, agencies or other designated spending units of city government shall have the authority to purchase any and all supplies, materials, equipment or services needed for the orderly and efficient operation of their areas of responsibility, provided such purchase does not exceed the sum of $300 and that prior to such purchase the department head has, after first consulting with the city, determined that there are sufficient funds on hand to the credit of such department as provided for in the city budget to pay for such purchase, and in any event the department head shall note on the requisition form or purchase order the costs of the supplies, materials, equipment or services quoted by the proposed supplier; or in the event no quotes were secured then to set forth the reasons why the same were not so obtained; provided, that on and after July 1, 2010, and subsequent to consulting with the City Treasurer that there are sufficient funds available, all heads of departments, agencies or other designated spending units of city government shall have the authority to purchase any and all supplies, materials, equipment or services needed for the orderly and efficient operation of their areas of responsibility provided such purchase does not exceed the sum of $1,000; provided, however, that on and after August 1, 2013, and subsequent to consulting with the City Treasurer that there are sufficient funds available, all heads of departments, agencies or other designated spending units of city government shall have the authority to purchase any and all supplies, materials, equipment or services needed for the orderly and efficient operation of their areas of responsibility, provided such purchase does not exceed the sum of $2,500.
(B) Purchases in excess of $2,500 and less than $5,000.
(1) On and after July 1, 2010, no head of any department, agency or other designated spending unit shall make a purchase in excess of $1,000 and less than $5,000 without first completing a requisition form setting forth a brief description of the proposed purchase, together with not less than three competitive price quotations or bids, oral or written, received from proposed suppliers; provided, that on and after August 1, 2013, no head of any department, agency or other designated spending unit shall make a purchase in excess of $2,500 and less than $5,000 without first completing a requisition form setting forth a brief description of the proposed purchase, together with not less than three competitive price quotations or bids, oral or written, received from proposed suppliers.
(2) Such requisition form shall be filed by the department head and submitted to the City Purchasing Director, who, after first determining that there are sufficient funds on hand to the credit of such department as provided for in the city budget to pay for such purchase, shall approve the purchase and designate the supplier or shall reject the proposed purchase. The Purchasing Director shall specify the supplier from one of the bids received and set forth in the requisition form.
(3) In the event the City Purchasing Director shall designate a purchase from a bidding supplier, not the lowest bidder, he or she shall, on the rear of the requisition form, set out his or her reasons for so doing.
(4) It shall be the policy of the Purchasing Director at all times, unless otherwise necessary, to select the lowest responsible bid.
(C) State contracts. The City Purchasing Director is authorized to purchase, without utilizing the bidding procedure required by this subchapter and for use by the city, supplies, materials, goods, commodities, equipment and services available under and through use of the state-wide contracts maintained by the Purchasing Division of the state’s Department of Administration.
(D) Federal contracts. The City Purchasing Director is authorized to purchase, without utilizing the bidding procedure required by this subchapter and for use by the city, supplies, materials, goods, commodities, equipment and services available under and through use of purchasing programs administered by the Federal General Services Administration.
(E) Kanawha County contracts. The City Purchasing Director is authorized to purchase, without utilizing the bidding procedure required by this subchapter and for use by the city, supplies, materials, goods, commodities, equipment and services available under and through use of purchasing programs administered by the Kanawha County Commission.
(Prior Code, § 111.02) (Ord. passed 3-19-2013; Ord. 13-4, passed 7-16-2013; Ord. passed 6-21-2022)