CITY. West Haven City.
DEPARTMENT HEAD. The head of any city department or elected official.
INVITATION FOR BIDS. A process of soliciting sealed written bids for goods or services after ten days' notice posted in the City Hall and publicly distributed through one of the following methods: use of internet purchasing websites, state procurement website, and/or the city website. INVITATION FOR BIDS shall be opened by the purchasing agent at the time and place stated in the public notice.
LOCAL VENDOR.
(1) A business having:
(a) A commercial office, store, distribution center, or other place of business located within the boundaries of the city, with an intent to remain on a permanent basis;
(b) A current business license in the city; and
(c) At least one employee physically present at the local business outlet having published hours of business.
(2) The principal place of business of a local vendor may be elsewhere as long as a local branch meeting the above criteria is present. The domicile of one or more partners, owners, associates, directors, employees, or agents shall not qualify as constituting a local vendor in the absence of a physical local business outlet within the city.
OFFICIAL. Any city department head, agency head, or elected official making purchases on behalf of city.
OPEN MARKET. Purchasing goods or services on the open market from private vendors.
PURCHASE. The acquisition, by contract or otherwise, of goods or services, by an official on behalf of the city.
PURCHASE ORDER. A city generated document that authorizes a purchase transaction. A PURCHASE ORDER sets forth the descriptions, quantities, prices, discounts, payment terms, date of performance or shipment, other associated terms and conditions, and identifies a specific seller.
PURCHASE REQUISITION. A request by a department head (or his or her authorized agent) to the purchasing agent to purchase for the requesting department supplies, equipment, or services.
PURCHASING AGENCY. Any city department, other than the purchasing office, that is authorized by this chapter or its implementing regulations, or by way of delegation from the purchasing agent, to enter into contracts.
PURCHASING AGENT. The City Manager, or the individual duly appointed and qualified to act under the direction of the City Manager, that has the power to negotiate the purchase of or contract for supplies, equipment, or services required by the city. If no other individual has been appointed as PURCHASING AGENT, then all references to the purchasing agent in this chapter, by default, shall be the City Manager.
PURCHASING CARD. A city credit or debit card issued by a credit card company, bank, or other financial institution and provided to city employees for the purpose of making purchases on behalf of departments of the city.
REQUESTS FOR PROPOSALS. A process of soliciting goods or services through a formal process from known responsible suppliers utilizing a predetermined scoring system other than solely based on cost.
(Ord. 36-2022, passed 1-4-2023)