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Supplies manufactured in the United States shall be specified for all county purchases and shall be purchased unless the county determines that:
(A) The supplies are not manufactured in the United States in reasonable available quantities;
(B) The prices of the supplies manufactured in the United States exceeds by an unreasonable amount the price of available and comparable supplies manufactured elsewhere;
(C) The quality of the supplies manufactured in the United States is substantially less than the quality of comparably priced available supplies manufactured elsewhere; or
(D) The purchase of supplies manufactured in the United States is not in the public interest.
(2005 Code, Ch. 25, II, § 10) (Ord. 1998-7, passed 7-6-1998)
(A) The Town Council hereby approves of the continuing existence and use of the current credit card account, including the payment of any necessary annual fees. However, no purchases shall be made using any credit card for any item(s) that exceed a cost of $5,000 without the express prior approval of the Town Council.
(B) All credit cards issued in the name of the Town of Walkerton shall be kept, maintained and in the possession of the Town Clerk-Treasurer.
(C) The credit cards shall only be used when necessary, in the judgment of the Clerk-Treasurer, for the efficient and expedient purchase of supplies and materials for the ownership, use and benefit of the Town.
(D) (1) Any and all Town employees needing to use a credit card as described above shall present to their supervisor a request specifying the item(s) to be purchased, the identity of the merchant, the cost of the item(s) and the Town fund that should be charged.
(2) If approved by the supervisor, the request shall be presented to the Clerk-Treasurer for final approval. Once approved, the employee shall sign out a credit card for the approved purchase, writing down the date and time that the credit card was taken.
(3) After the purchase, the credit card shall be returned immediately to the Clerk-Treasurer, and the employee shall write down the date and time of the return of the credit card.
(4) Upon return, the employee shall also deliver to the Clerk-Treasurer a written or printed receipt for the item(s) purchased.
(5) The Clerk-Treasurer shall maintain a log or accounting of all approved written requests, dates and times of sign out and return, and will provide receipts for items purchased to the Accounts Payable Clerk.
(E) Any employee using a Town credit card in violation of the above policy shall be responsible for reimbursing the Town for any and all amounts charged on the credit cards, and shall further be subject to discipline pursuant to the Town of Walkerton Town Employee Rules, Regulations and Benefits.
(Ord. 2016-1, passed - -2016)
PURCHASING POLICIES
(A) Invitation for bids. All notices of invitation for bids shall be published in accordance with I.C. 5-3-1 in the South Bend Tribune. All notices of invitation for bids shall be published in accordance with I.C. 5-3-1 in the Town and posted at the Walkerton Municipal Building and the local bank. The purchasing agent shall schedule the publication of notice to provide a reasonable amount of time for preparation and submission of bids. The notice will be published two times, at least one week apart. The second publication must occur at least ten days prior to the date the bids will be opened.
(B) Request for proposals. All notices of request for proposals shall be published in accordance with I.C. 5-3-1 in the South Bend Tribune. All notices of invitation for bids shall be published in accordance with I.C. 5-3-1 in the Town and posted at the Walkerton Municipal Building. The purchasing agent shall schedule the publication of notice to provide a reasonable amount of time for preparation and submission of proposals. The notice will be published two times, at least one week apart. The second publication must occur at least seven days prior to the date the proposals will be opened.
(C) Request for specifications. All notices of request for specifications shall be published in accordance with I.C. 5-3-1 in the South Bend Tribune. All notices of invitation for bids shall be published in accordance with I.C. 5-3-1 in the Town and posted at the Walkerton Municipal Building and the local bank. The purchasing agent shall schedule the publication of notice to provide a reasonable amount of time for preparation and submission of proposals. The notice will be published two times, at least one week apart. The second publication must occur at least seven days prior to the date the proposals will be opened.
(D) Electronic notices. Whenever a notice or other material, including specifications, an invitation for bids, request for proposals or request for specifications, is sent by mail, the purchasing agent may also send the notice or other material by electronic means, provided that the transmission of the information is at least as efficient as mailing the information.
(2005 Code, Ch. 25, III, § 1) (Ord. passed 7-6-1998)
(A) Opening of offers. Bids received in response to an invitation for bids must be opened publicly in the presence of at least one or more witnesses at the time and place designated in the invitation for bids. Proposals received in response to a request for proposals must be opened so as to avoid disclosure of the contents to competing offerors during the process of negotiation. Proposals received in response to a request for specifications may be opened as specified in the request for specifications.
(B) Electronic receipt of offers. The Purchasing Agency may receive electronic offers in response to an invitation to bid, request for proposals or request for specifications. A Purchasing Agency may only receive an electronic offer if:
(1) The solicitation includes the procedure for the electronic transmission of the offer; and
(2) The Purchasing Agency receives the offer on a fax machine or other system with a security feature that protects the contents of an electronic offer with the same degree of protection as provided to an offer not transmitted electronically.
(C) Correction and withdrawal of bids. An offeror may correct inadvertent errors in a bid up to the time at which bids will be opened by supplementing the erroneous bid and submitting a revised bid. A bidder may not supplement an inadvertently erroneous bid after the time at which the bids were opened. A bidder may withdraw a bid containing inadvertent errors up to the time at which bids will be opened and for a period of not more than 24 hours after the time at which the bids were opened.
(D) Cancellation of solicitation. When the Purchasing Agency makes a written determination that it is in the Town’s best interest, the purchasing agent may cancel a solicitation or reject all offers; provided that, the solicitation included information concerning the procedure for cancellation.
(2005 Code, Ch. 25, III, § 2) (Ord. passed 7-6-1998)