For the purpose of this subchapter the following definitions shall apply unless the context clearly indicates or requires a different meaning.
ABSOLUTE PREFERENCE. A requirement that the city must purchase supplies regardless of price.
ADJUSTED OFFER. The offer price of an offeror for preferred supplies.
COST REIMBURSEMENT CONTRACT. A contract that entitles a contractor to receive reimbursements for costs that are allowable and allocable in accordance with the contract terms and a fee, if any.
DESIGNATED PURCHASING AGENT The Mayor is presently the designated purchasing agent and purchasing coordinator. The Mayor reserves the right to designate an additional employee via a written authority to be a purchasing agent.
EMERGENCY CONDITIONS. A situation when there exists a threat to public health, welfare, or safety. Special purchases are allowable during emergency conditions in accordance with I.C. 5-22-10-4.
INVITATION FOR BID. All documents, whether attached or incorporated by reference, used for soliciting bids.
PREFERRED SUPPLIES. Supplies that are given a preference.
PRICE PREFERENCE PERCENTAGE. The percentage preference provided for a specified kind or item of supplies.
PUBLIC WORKS PROJECT. The construction, reconstruction, alteration, or renovation of a public building, airport facility, or other structure that is paid for out of a special assessment; it includes such works performed on a highway, street, alley, bridge, sewer, drain, or other improvement, and also includes any public work leased by the city under a lease containing an option to purchase.
PURCHASE. Includes buy, procure, rent, lease, or otherwise acquire; and, includes description of requirements, solicitation or selection of sources, preparation and award of contract, all phases of contract administration and all functions that pertain to purchasing. The buying, procuring, renting, leasing or otherwise acquiring supplies on behalf of the city.
PURCHASE ORDER. Purchase order forms will only be used in the event that a department requires the encumbrance of funds into the next fiscal year.
PURCHASING AGENCY. The Mayor's office will serve as the purchasing agency.
PURCHASING AGENT. A city designee that is authorized by the Mayor to enter into contracts by rules adopted or by another law.
PURCHASING COORDINATOR. The Mayor presently serves as the purchasing coordinator. If the Mayor so chooses someone other then himself/herself the position will be formally authorized in writing by the Mayor. The purchasing agent is responsible for the execution and compliance of the purchasing policy. The position will be located in the Mayor's Department under the supervision of the Mayor (if not being performed by the Mayor).
PURCHASING DESCRIPTION. The words used in a solicitation to describe the supplies to be purchased. The term includes specifications attached to, or made a part of, the solicitation.
REQUEST FOR PROPOSAL (RFP). All documents, whether attached or incorporated by reference, used for soliciting proposals.
REQUISITION FORM. A standardized form that communicates a desire to purchase an item, service, or contract. The requisition form does not encumber funds. It is a written record that demonstrates that designated authority levels have reviewed and consented to the purchase.
REVERSE AUCTION. A method of purchasing in which offerors submit offers in an open and interactive environment through the internet.
TOTAL ADJUSTED OFFER. The sum of the offers and adjusted offers of an offeror for each item of supplies.
SERVICE(S). The furnishing of labor, time or effort by a person not involved in the delivery of specific supplies other than printed documents or other items that are merely incidental to the service to be performed.
SPECIFICATIONS. A description of the physical or functional characteristics of a supply or the nature of the supply. They include a description of any requirement for inspecting, testing, or preparing a supply for delivery. Specifications may take the form of an applicable written specification, or an established catalog price, price list, or schedule.
SOLICITATION. The procedure by which the city invites persons to submit an offer to enter into a contract with the city for the purchase or sale of supplies by the city. The term includes an invitation for bids, a request for proposals, and a request for quotes.
SUPPLIES. Any property, including, but not limited to, equipment, goods and materials, but excluding an interest in real property.
(Ord. 2020-4A, passed 3-3-2020)
Statutory reference:
Definition of absolute preference, see I.C. 5-22-15-2
Definition of adjusted offer, see I.C. 5-22-15-3
Definition of preferred supplies, see I.C. 5-22-15-4
Definition of price preference percentage, see I.C. 5-22-15-5
Definition of total adjusted offer, see I.C. 5-22-15-6
Definition of public work, see I.C. 36-1-12-2