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A. All purchases of supplies, materials, equipment and contractual services for the offices, departments and agencies of the Town government shall be made by the Town Board of Trustees or by other Town personnel in accordance with purchase authorizations issued by the Town Board of Trustees. (2008 Code § 7-104)
B. Every contract for, or purchase of, supplies, materials, equipment or contractual services for more than seven thousand five hundred dollars ($7,500.00) shall require the prior approval of the Town Board of Trustees. (2008 Code § 7-105; amd. 2019 Code)
A. Invitation To Bid: Before any purchase of, or contract for, supplies, materials, equipment or contractual services are made, as otherwise provided below, the Town purchasing authority shall submit to at least three (3) persons, firms or corporations dealing in and able to supply the same, or to a smaller number if there are not three (3) dealing in and able to supply the same, a request for quotation, or invitation to bid, and specifications, to give them opportunity to bid; and/or publish notice of the proposed purchase in a newspaper of general circulation within the Town.
B. Considerations By Purchasing Authority: The Town purchasing authority shall favor a person, firm or corporation in the Town when this can be done without additional cost to the Town; but he shall submit requests for quotation to those outside the Town when this may be necessary to secure bids or to create competitive conditions, or when he thinks that by so doing he can make a saving for the Town; and shall purchase from them when he can make a saving for the Town.
C. Opening Of Sealed Bids; Final Determination: All bids shall be sealed and shall be opened in public at a designated time and place. The purchasing authority may repeatedly reject all bids, and again may submit to the same or other persons, firms or corporations the request for quotation, or invitation to bid, and/or again publish notice of the proposed purchase. He may purchase from the bidder whose bid is most advantageous to the Town, considering price, quality, date of delivery and so on, and in case of a tie, may purchase from one of those tying, or may divide the purchase among those tying, always accepting the bid or bids most advantageous to the Town. (2008 Code § 7-106)
The following may be purchased without giving an opportunity for competitive bidding: (2008 Code § 7-107)
A. Supplies, materials, equipment or contractual services whose cost does not exceed seven thousand five hundred dollars ($7,500.00) in a single transaction; (2008 Code § 7-107; amd. 2019 Code)
B. Supplies, materials, equipment or contractual services which can be furnished only by a single dealer, or which have a uniform price wherever bought;
C. Supplies, materials, equipment or contractual services purchased from another unit of government at a price deemed below that obtainable from private dealers, including government surplus;
D. Equipment to replace existing equipment which has become inoperable when the Board of Trustees declares the purchase an emergency;
E. Contractual services, including, but not limited to, natural gas, electricity, telephone service, purchased from a public utility at a price or rate determined by the State Corporation Commission or other governmental authority;
F. Supplies, materials, equipment or contractual services when purchased at a price not exceeding a price set therefor by the State Purchasing Agency or any other State agency hereafter authorized to regulate prices for things purchased by the State, whether such price is determined by a contract negotiated with a vendor or otherwise; and
G. Contractual services of a professional nature, such as engineering, architectural, legal and medical services unless competitive bidding is required by applicable law or regulations, such as certain Federal grants programs. (2008 Code § 7-107)
A. Determination And Sales Procedure:
1. No surplus or obsolete supplies, materials or equipment of a value of more than seven thousand five hundred dollars ($7,500.00) may be sold until the Town Board of Trustees has declared them obsolete or surplus. (2008 Code § 7-108; amd. 2019 Code)
2. Before the Town Board of Trustees sells any surplus or obsolete supplies, materials or equipment, except as otherwise provided below, they shall be advertised for sale in a newspaper of general circulation in the Town or give notice in such other manner as the Board of Trustees deems necessary adequately to reach prospective buyers to give them opportunity to make bids.
3. All bids shall be sealed and shall be opened in public at a designated time and place, except when the sale is by auction. The Town Board of Trustees may repeatedly reject all bids and advertise or give notice again.
4. The Town Board of Trustees shall sell such supplies, materials or equipment to the highest responsible bidder for cash.
5. In case of a tie, the Board of Trustees may sell to either of the bidders tying, or may divide the sale among two (2) or more tying, always selling to the highest responsible bidder or bidders for cash. (2008 Code § 7-108)
B. Sales When Competitive Bidding Not Required: The Town Board of Trustees may sell the following without giving an opportunity for competitive bidding: (2008 Code § 7-109)
1. Surplus or obsolete supplies, materials or equipment whose total value does not exceed seven thousand five hundred dollars ($7,500.00) in a single transaction; and (2008 Code § 7-109; amd. 2019 Code)
2. Supplies, materials or equipment when sold at a price at least as great as that paid by the Town for the same. (2008 Code § 7-109)