The following purchasing policies shall be applicable:
(A) Local vendors. If all bids received are for the same total amount or unit price, quality and service being equal, the contract shall be awarded to the local bidder.
(B) Performance bonds. The Town Administrator shall have the authority to require a performance bond before entering into a contract in such form and amount as the Town Administrator shall find reasonably necessary to protect the best interest of the town.
(C) Payment, labor and/or material bonds. The Town Administrator may require a payment bond and/or a labor and material bond before entering into a contract in such form and amount as the Town Administrator shall deem necessary to protect the best interest of the town.
(D) Financial interest of town officials and employees prohibited. No member of the Town Council or any employee of the town shall have a personal financial interest in a procurement without giving prior notice to the Town Administrator and Town Council. A majority of the Town Council may determine that the involvement will not be harmful to the best interest of the town and thereby waive this limitation. No Town Council member who has a financial interest in a procurement shall vote on that purchase.
(E) Gifts and rebates. No elected official or town employee shall accept, directly or indirectly any gift, rebate, money or anything of value whatsoever from a person or entity providing goods or services to the town.
(F) Post procurement documentation review. The Town Administrator shall provide to the members of the Town Council, on a monthly basis, the documentation in support of all procurement actions taken in the prior month. This documentation shall include: a register of all checks written; a copy of the bank statement, to include all check images returned to the town by the bank; a copy of all procurement determinations made by the Town Administrator; and a copy of all contracts/purchase orders entered into by the town. This file shall be reviewed by all Town Council members, so that the actions of the Town Administrator shall be ratified by Town Council members.
(G) Procurement actions in the absence of a Town Administrator. In the absence of the Town Administrator for more than 5 consecutive days, the Mayor shall be authorized to act in place of the Town Administrator as contract/purchasing officer as described in this chapter.
(Ord. passed 5-15-2001)