(A) Designation of purchasing agencies. In accordance with I.C. 5-22-2-26, the Board hereby declares the city’s departments, as designated by the city’s executive, as purchasing agencies for the city.
(B) Powers of purchasing agencies. The purchasing agencies shall:
(1) Within its jurisdictional areas, assume the duties, powers and responsibilities assigned to purchasing agencies under the Act;
(2) Establish procedures, not inconsistent with the Act or this section, for obtaining materials, supplies, equipment or contractual services for his or her department as may be best suited to obtain the greatest economic value for the city department;
(3) Prepare specifications and notice to bidders and ascertain that required notices are published where bidding and publication of notices are required by law;
(4) Cooperate and consult with the City Clerk or his or her designee for the purpose of ensuring that adequate funds are available prior to making necessary purchases and acquisitions to assure that they are within the limits of the budget appropriations; and
(5) Designate, in writing, such additional purchasing agents as are necessary to carry out the purposes of the resolution.
(C) Small purchase procedures.
(1) The department directors are hereby declared purchasing agents (“purchasing agents”) and are authorized to purchase materials or supplies with an estimated cost of less than $50,000 on the open market without inviting or receiving quotes or bids.
(2) Department supervisors are hereby declared purchasing agents and are authorized to purchase materials or supplies with an estimated cost of less than $25,000 on the open market without inviting or receiving quotes or bids.
(3) Director designated personnel are hereby declared purchasing agents and are authorized to purchase materials or supplies with an estimated cost of less than $5,000 on the open market without inviting or receiving quotes or bids.
(4) The department directors must authorize the purchase of all materials and supplies with an estimated cost of $10,000 to $50,000.
(D) P-card purchases. All P-card purchases shall be in accordance with the policies and guidelines set forth by the purchase card policies and § 37.001.
(E) Preparation of specifications and spreadsheet of specifications.
(1) Specifications shall be prepared by the purchasing agents for all materials and supplies to be purchased. Such specifications shall describe the materials and supplies to be purchased with reasonable specificity and may describe such criteria as shall be used to evaluate materials and supplies offered for purchase. Such criteria may include provisions for inspection and testing of supplies; ascertaining the quality and workmanship of supplies; determining the delivery time for supplies; and, in the case of supplies provided by trusts, imposing the statutory requirements relevant to public purchases from trusts.
(2) Specifications shall be written to promote economy for the purposes intended.
(3) Specifications shall be written to encourage competition in satisfying the needs of the city departments.
(4) The purchasing agents shall maintain a file of specifications prepared by or under the authority of the purchasing agents.
(F) Purchase of services. The purchasing agencies may purchase all services, with an estimated cost less than $50,000 in whatever manner the purchasing agency determines to be reasonable.
(Res. 21-118, passed 5-26-2021)