(a) Council hereby establishes the following guidelines regarding purchases:
(1) All purchases shall be approved by and made according to procedures determined by the Director of Public Service; further, all purchases shall be certified by the Director of Finance that funds are available or in the process of collection. Individuals responsible for purchasing should compare prices, quality, and local availability before making purchases.
(2) Purchases up to $500.00 for budgeted items and miscellaneous supplies shall be approved by Department Heads, and other Committees, Commissions, and Boards established and funded by Council.
(3) Purchases exceeding $500.00 for budgeted items and operating expenses shall be approved by Purchasing agent and/or the Mayor.
(4) Purchases exceeding $2,500.00 shall be approved by the appropriate Council committee.
(5) Purchases exceeding $2,500.00 shall be approved by the appropriate Council committee, unless an emergency as defined in this ordinance, and shall be authorized by ordinance or resolution of Council stating the source of funds. If the probable cost of supplies, materials, equipment or construction of public improvements may exceed $25,000.00, the authorizing ordinance or resolution shall state method of obtaining bids; namely, negotiated quotes, written quotes or sealed bids with public notice. The acquisition of professional services and various insurance coverage's shall be negotiated.
(6) Whenever Council orders sealed bidding, the Director of Public Service shall prepare or cause to be prepared specifications for the articles or services required and shall advertise the requirements of the Municipality, once each week for two consecutive weeks in a newspaper of general circulation inviting suppliers to tender bids in writing for the furnishing of such requirements. The bids shall be submitted to the Director of Finance. If the contemplated purchase was not included in the annual budget and appropriation, a supplementary appropriation ordinance shall be required.
(7) Where sealed bidding is employed, the bids shall be opened and tabulated publicly by the Director of Public Service at the time and place specified in the advertisement for bids. The tabulation and evaluation shall be referred to the Council for acceptance or rejection by Ordinance or Resolution. Council shall award the contract to the lowest and best responsible bidder, unless Council determines that the public interest would be better served by rejecting all bids and ordering a new advertisement.
(b) Village Council wishes to adopt this section to provide guidelines and procedures for purchases made by Municipal departments, elected officials, and appointed officials.
(c) No purchases of goods or services will be paid for by Village funds if this section has not been followed.
(d) When a purchase order is initiated for the purchase of capital assets out of the fiscal year budget, Council must first approve the purchase of all capital assets prior to purchase, even though there may be appropriations to cover the purchase. This allows Council to be aware of purchases made by the Village.
(e) When an emergency situation arises, that could be life threatening to the citizens of West Jefferson, the Mayor and the Council President at their discretion can enter into a contract or agreement to stabilize the situation. The head of such using agency that makes an emergency purchase, shall send to the Purchasing Agent a requisition and a copy of the delivery record together with a full written explanation of the circumstances of the emergency, which shall be files as a public record. (Ord. 10-052. Passed 6-21-10.)