(A) There is created the position of Purchasing Agent who shall be appointed by the Town Manager. The duties of the Purchasing Agent will be to approve and issue purchase orders; to assure, to the extent possible, that the prices for materials and supplies are the best that can be obtained; and those other duties as may be fixed by the Town Manager.
(B) The Purchasing Agent shall have the authority to make purchases of goods or materials according to the General Statutes.
(1) No officer or employee of the Town shall purchase for or on behalf of the Town any material or supplies, goods, wares, or merchandise of any kind or character except through the Purchasing Agent, and no voucher, check, or other method of payment shall be honored if this method is not followed. It shall be considered a breach of duty on the part of any officer or employee of the Town to make any purchase or to aid and abet the making of any purchase in any other manner than through the Purchasing Agent. However, this division shall not apply in emergency purchases as specifically provided in division (E) of this section.
(2) For purchases in excess of $30,000 for materials, supplies, or equipment, the Town Manager shall designate the person responsible for carrying out the legal requirements, including but not limited to advertising for bids, drawing up specifications, and reporting bids to the Town Council.
(C) Materials and supplies shall include items of a permanent or expendable nature that are normally used or consumed during a fiscal year and for which a general appropriation has been made.
(D) No officer or employee of the Town shall request any merchant, dealer, or other vendor to deliver goods to the Town except on a purchase order from the Purchasing Agent, except in the case of emergency purchases as provided in division (E) of this section.
(E) In all cases where there is an emergency need for any material or supplies, goods, wares, or merchandise by any department, the department head shall write on his or her requisition to the Purchasing Agent the words, “For Emergency Purposes,” and when a requisition so marked is received by the Purchasing Agent, it shall be the Purchasing Agent's duty to give it immediate attention. In the event that an emergency should arise after office hours which requires immediate action on the part of the department involved for the protection of the best interest of the Town, or should a like situation arise on a Sunday or holiday, any purchase necessary shall be authorized by the department head in charge of the emergency and the purchase shall be reported in detail to the Purchasing Agent as soon as possible on the next work day with written justification of the emergency purchase.
(F) In all purchases where quality as well as price and service is involved, the Purchasing Agent shall exercise discretion in making the purchase.
(G) In all cases where patented items are requisitioned by any department, the Purchasing Agent has the authority to decide whether similar products of equal quality for a lower price shall be ordered in lieu of the patented items.
(H) All bids for goods, materials, repair, or construction contracts of any kind or character purchased by the Town shall be kept on file in the Purchasing Department. After an award has been made, the bids shall be subject to inspection at any time.
(1989 Code, § 31.02) (Ord. passed 3-11-1980)