A. The purchasing officer shall make purchases, leases, rentals and contracts for supplies and equipment not to exceed an amount established by resolution of the council 1 in the open market, after such inquiry as the purchasing officer deems necessary to ensure the price obtained is the most advantageous to the town.
B. For purchases, leases, rentals and contracts for supplies and equipment in excess of the amount established pursuant to subsection A of this section and a greater amount established by resolution, and for the acquisition of any used equipment, the purchasing officer shall solicit price quotations orally, by telephone, or in writing from at least three (3) suppliers, whenever practicable, and shall keep on file a tabulation of solicitations made or quotations received.
C. For purchases, leases, rentals and contracts for supplies and new equipment in excess of the limits set by resolution pursuant to subsection B of this section, the purchasing officer shall invite bids by: (1988 Code § 3-4-6)
1. Advertisement in at least one newspaper of general circulation in the town, at least ten (10) days before the bid opening date; and (1988 Code § 3-4-6; amd. 2004 Code)
2. Mailing of invitations to bid to at least three (3) suppliers, and the posting of a notice on the public bulletin board in the town hall.
D. The council may, by majority vote, waive the limits set by resolution adopted pursuant to this chapter upon finding that the items or services sought are available only from a single source or that an emergency exists of such import that the public health and safety will be jeopardized by delay resulting in adherence to limits or the procedures prescribed by the provisions of this chapter. (1988 Code § 3-4-6)
E. Normal purchasing procedures will be dispensed with only on the declaration of an emergency by the mayor, or in his absence the vice mayor, or a quorum of the council in regular or special session. All such actions, including documentation to the effect that the expenditures and emergency procedures were justified to save life or property, will be made a matter of public record at the next public council meeting excepting only those actions directly relating to police activities which are exempted from public disclosure by state statute. Such exempted actions will be brought instead to the council in executive session prior to the next public council meeting. (1988 Code § 3-4-10)
F. Purchases of used equipment or materials, including used vehicles, may be made without following the procedure set forth in section 1-11-6 of this chapter, upon written recommendation from the purchasing agent and approval by the town council. The purchasing agent's recommendation shall include:
1. A statement as to why such a purchase would be advantageous to the town versus purchasing the item new, including evaluation of the benefits to the town in price, quality, condition and fitness for purpose.
2. A statement as to the vendors solicited for the purchase, and the due diligence conducted by the purchasing agent as to the proposed item to be purchased. (Ord. 01-2010, 3-2-2010)
Notes
| 1 | 1. See also subsection 1-7A-3A7 of this title. |