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A purchasing agent (other than the Utility General Foreman) may purchase supplies within a specific budget line item with an estimated cost of less than $1,000 on the open market without inviting or receiving quotes, proposals or bids. The Utility General Foreman may purchase supplies within a specific budget line item with an estimated cost of $2,500 or less on the open market without inviting or receiving quotes, proposals or bids. However, the elected Fiscal Officer of the town can authorize emergency operational expenses for the town up to $5,000. If there is a vacancy in any department that has a designated purchasing agent, the elected Fiscal Officer of the town can make those purchases so that operations do not cease.
(Ord. 2023-09, passed 11-8-23)
(A) Purchases between $25,000 and $150,000 require prior approval of the purchasing agency (i.e., the Town Council) and a solicitation of three written price quotations, if available. The purchase shall be made from the vendor submitting the lowest quote unless justifiable circumstances exist to accept a higher quote. A contract is required for purchases between $50,000 and $150,000.
(B) Any purchase having the potential of obligating the town for more than one payment must have prior approval of the purchasing agency (i.e., telephone lines, machine leases, maintenance contracts, and the like).
(C) All purchases are subject to approved appropriations and availability of funds.
(Ord. 2018-06, passed 12-27-18; Am. Ord. 2022-03, passed 3-1-22; Am. Ord. 2022-05, passed 4-19-22; Am. Ord. 2022-08, passed 7-19-22; Am. Ord. 2023-04, passed 4-4-23; Am. Ord. 2023-09, passed 11-8-23)
The purchasing agency shall issue an invitation for bids for purchases over $150,000 and shall give notice of invitation for bids in the manner required by I.C. 5-3-1.
(Ord. 2018-06, passed 12-27-18; Am. Ord. 2022-03, passed 3-1-22; Am. Ord. 2022-05, passed 4-19-22; Am. Ord. 2022-08, passed 7-19-22; Am. Ord. 2023-04, passed 4-4-23; Am. Ord. 2023-09, passed 11-8-23)
Supplies manufactured in the United States shall be specified for all purchases and shall be purchased unless the town determines that:
(A) The supplies are not manufactured in the United States in reasonably quantities;
(B) The prices of the supplies manufactured in the United States exceeds by an unreasonable amount the price of available and comparable supplies manufactured elsewhere;
(C) The quality of the supplies manufactured in the United States is substantially less than the quality of comparably priced available supplies manufactured elsewhere; or
(D) The purchase of supplies manufactured in the United States is not in the public interest.
(Ord. 2018-06, passed 12-27-18; Am. Ord. 2022-03, passed 3-1-22; Am. Ord. 2022-05, passed 4-19-22; Am. Ord. 2022-08, passed 7-19-22; Am. Ord. 2023-04, passed 4-4-23; Am. Ord. 2023-09, passed 11-8-23)
(A) The Town Council determines that the purchasing agency may purchase services in whatever manner it determines to be reasonable. The purchasing agency may purchase services on the open market without inviting or receiving quotes, proposals or bids, although it may use those methods if desired. Individual purchasing agents are subject to this same policy, except no services over $1,000 may be purchased without prior approval of the purchasing agency (i.e., the Town Council) (other than the Utility General Foreman). The Utility General Foreman may purchase services with an estimated cost of $2,500 or less on the open market without inviting or receiving quotes, proposals or bids. However, the elected Fiscal Officer can authorize emergency operational expenses for the town up to $5,000. If there is a vacancy in any department that has a designated purchasing agent, the elected Fiscal Officer can make those purchases so that operations do not cease.
(B) Any purchase having the potential of obligating the town for more than one payment must have prior approval of the purchasing agency (i.e., telephone lines, machine leases, maintenance contracts, and the like).
(Ord. 2018-06, passed 12-27-18; Am. Ord. 2022-03, passed 3-1-22; Am. Ord. 2022-05, passed 4-19-22; Am. Ord. 2022-08, passed 7-19-22; Am. Ord. 2023-04, passed 4-4-23; Am. Ord. 2023-09, passed 11-8-23)
The following specific provisions are applicable under the purchasing policy and procedure of the town for determining suspension and/or debarment status of any vendor doing business with the Town Council for which federal funds and/or federal assistance are being utilized by the town, namely:
(A) SAM search, verification by contracted vendor, or contractual provision. Prior to any purchase for which federal funds and/or federal assistance is being utilized by the town, the purchasing agency, or its designee, shall:
(1) Examine and verify the status of any vendor participating in or to be contracted for business with the town utilizing federal funds and/or federal assistance for debarment and suspension status to determine whether such vendor is qualified to participate. The check or verification for debarment and suspension shall be performed using the System for Award Management (“SAM”), or any similar such system as then currently approved for such purposes. The town department responsible for facilitating, coordinating, and utilizing federal funds and/or federal assistance will be required to conduct and complete the SAM search, or its approved equivalent, as such procedures and methods are amended, on all vendors with whom the town intends to conduct business utilizing such federal funds. Further, the town or entity responsible shall provide a hard copy proof and verification of each SAM search, or its approved equivalent search, which will be required to be provided to the Clerk-Treasurer for maintenance and record keeping in the Office of the Clerk-Treasurer;
(2) Require each contracted vendor that is utilizing federal funds and/or federal assistance to certify that the contracted vendor was not suspended or debarred; or
(3) Add a clause to appropriate contract to ensure that the contracted vendors were not suspended or debarred.
(B) No business with debarred or suspended entity. It is specifically directed and required that the town will not conduct any business with any firm, individual, or entity which has been identified and verified as having been debarred or suspended for such purposes, in conformance with applicable law, as the same may be amended from time to time. Further, these policy requirements for determination of suspension and/or debarment status of any vendor doing business with the town in which federal funds and/or federal assistance is utilized shall pertain to “Covered Transactions” under 2 C.F.R. pt. 180 subpt. B, which include those government contracts for goods and services awarded under a non-procurement transaction (e.g., grant or cooperative agreement) that are expected to equal or exceed $25,000, or meet certain other specified criteria.
(Ord. 2018-06, passed 12-27-18; Am. Ord. 2022-03, passed 3-1-22; Am. Ord. 2022-05, passed 4-19-22; Am. Ord. 2022-08, passed 7-19-22; Am. Ord. 2023-04, passed 4-4-23; Am. Ord. 2023-09, passed 11-8-23)
Pursuant to the town public purchasing and procurement policy, the following individuals, in addition to the Town Council, are hereby designated as purchasing agents for the various departments to serve until replaced by the Town Council.
Departments Designated Purchasing Agents
Clerk Clerk-Treasurer
Police Police Chief or Assistant Police Chief
Fire Fire Chief or Assistant Fire Chief
Parks Park Director
Street Utility General Foreman or Department head
Electric Utility General Foreman or Department head
Water/Sewer Utility General Foreman or Department head
Buildings and Grounds Utility General Foreman or Department head
(Ord. 2018-06, passed 12-27-18; Am. Ord. 2022-03, passed 3-1-22; Am. Ord. 2022-05, passed 4-19-22; Am. Ord. 2022-08, passed 7-19-22; Am. Ord. 2023-04, passed 4-4-23; Am. Ord. 2023-09, passed 11-8-23)