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HomeMy WebLinkAboutPurchasing Policy City of Jeffersonville Purchasing Policy Procedure For Obtainina Purchase Orders 1. The Purchasing Agent of the City of Jeffersonville shall act as the sole agent in obtaining materials, supplies, equipment or contractual services for all City departments and divisions, any board, commission, officer or person otherwise empowered by law to make purchase of materials, equipment, goods, supplies and property of whatever description for the City. 2. Any such department or division shall requisition such materials, supplies, equipment or services from the Purchasing Agent, who shall, upon determining that appropriations are available for such purposes, acquire the items requisitioned in accordance with public purchase law. All contracts of purchase shall be made in the name of the City department or division and be subject to the approval of the department or division. 3. Request to Purchase forms may be obtained from the Clerk Treasurer. 4. The form must be completely filled out and include company name, full address, shipping address, date, department, appropriation number and appropriate signature. If any comparisons or quotes have been obtained, a copy of that information shall be provided as well. 5. Vendor numbers should be placed on the form, and any new vendor must have a W9 completed before payment can be completed. W9's may be obtained in the office of the Clerk Treasurer. 6. Any purchases in excess of $500 (five hundred dollars) shall be submitted with a Request to Purchase form to the Purchasing Agent and signed by the Department Head or person authorized by I.C. 5-22. No Purchase Request shall be considered without the appropriate signature. 7. Purchases not subject to quotes or bids and submitted on the proper form as prescribed by the State Board of Accounts shall be approved or denied within forty eight hours and Purchase Orders will be issued for all approved orders. Purchases or Contracts that require quotes or public bid will receive a hearing by the Purchase Agent within forty eight hours to review the specifications required. 8. Purchase Order numbers will be assigned and all invoices for purchases obtained with a Purchase Order must reflect the Purchase Order number for payment. 9. Purchase Order requests will be available for City Council and public review in the office of the Clerk Treasurer. 10. All Quotes or Bids obtained shall be in accordance with Indiana Purchasing Laws. 11. Any procedure listed in this policy is subject to the Indiana Purchasing Laws and may change accordingly. 12. Emergency purchases must meet the following criteria: Upon declaration of any emergency, the Purchasing Agent or designee as defined in I.C, 5-22, may purchase repairs and purchase or lease materials without giving notice, receiving bids or obtaining Council approval, so long as the procedures outlined in I.C. 5-22 are followed. The person responsible for the purchase may contact the purchasing agent on call, A telephone contact list will be provided by the Purchasing Agent. Small Purchases Subject to the limitations contained in I.C. 5-22, if the Purchasing Agent expects a purchase to be less than Twenty-five Thousand Dollars ($25,000), the Purchasing Agent may make the purchase as a small purchase. 1. Quotes or bids will be obtained for small purchases unless an emergency exists. 2. The Purchasing Agent may request quotes or bids for commonly ordered items and have those quotes or bids on file in order to expedite the purchasing process, Purchases Between $25,000 and $75,000 The following procedure must be followed for purchases between $25,000 and $75,000. 1. Invitation of a Quote, The purchasing agent: - may purchase supplies by inviting quotes from at least three (3) persons known to deal in the classes of supplies to be purchased; and - shall mail an invitation to quote at least seven (7) days before the time fixed for receiving quotes. If the purchasing agent receives a satisfactory quote, the award of the contract shall go to the lowest responsible and responsive bidder for each class of supplies awarded. A purchasing agent may reject all quotes. Larae Purchases The purchasing agent must follow the steps listed below for competitive sealed bidding when awarding a contract for supplies or services that exceeds $75,000. Invitation for Bids (Form A-1) The purchasina aaent shall issue an invitation for bids. which must include: . a purchase description; . all contractual terms and conditions that apply to the purchase; . a statement of evaluation criteria that will be used, including any of the . following: inspection; testing; quality; workmanship; delivery; suitability for a . particular purpose; the requirements imposed on offers made by a trust; . the time and place for opening the bids; . a statement concerning whether the bid must be accompanied by a certified check or other evidence of financial responsibility; . a statement concerning the conditions under which a bid may be canceled or rejected in whole or in part. Publication of Invitation for Bid The invitation for bids must be published in the Jeffersonville Evening News. The purchasing agent or designated deputy-purchasing agent shall schedule the publication of notice to provide 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 10 days prior to the date the bids will be opened. Bids must be unconditionally accepted without changes or corrections and evaluated based on the requirements provided in the invitation of bids Evaluation for bids The evaluation that will affect the bid price must be measured using only the criteria specified in the invitation of bids. A contract must be awarded with reasonable promptness and by written notice to the lowest responsible and responsive bidder. Within 30 days after accepting an offer, the purchasing agent shall deliver to the successful bidder: - either in person or by first class, the original of each purchase order or equipment lease; retain a copy for the City's records; Maintenance of Bid Information (Form A-2) The purchasing agent shall maintain in a separate file the following information for each invitation to bid. - the name of each bidder - the address of each bidder; and - the amount of each bid. (See Form A-2) Bids received in response to an invitation for bids must be opened publicly in the presence of at least one or more witnesses at he time and place designated in the invitation for bids. If the Purchasing Agent does not receive a quote from a responsible and responsive offeror, the Purchasing Agent may purchase the supplies under I.C. 5-22-1 0-10. SUMMARY FOR COMPETITIVE SEALED BIDS Forms A-1 and A-2 must be completed when negotiating for contract for supplies where the purchase price exceeds $75,000. There must be an invitation for bids listing the purchase description, all terms and conditions that apply to the purchase and a statement of the evaluation process for the award of a contract. The time and place for opening the bids and a statement of financial responsibility of the vendor must also be included. The invitation for bids must be advertised twice, and it is the responsibility of the purchasing agent to see that notice is advertised. The evaluation process for bidding must follow the criteria set out in the invitation of bids. Unless provided by policy, a written determination must be made regarding the correction or withdraw of a bid or the cancellation of an award or contract based on bid mistakes. Also, a statement concerning whether the bid may be canceled or rejected in whole or part as well as a statement conceming changes in the bidding must be used in the process of awarding competitive sealed bidding contracts. Finally, maintenance of the bid information must be kept on file which will be open to the public after each contract award. General Provisions Applicable to All Purchases General Requirement to Act in Good Faith: All persons involved in the negotiation, performance or administration of contracts for purchases of supplies or services shall act in good faith. Effective Date This policy shall be effective immediately upon adoption by the Common Council of the City of Jeffersonville this '2 (0 day of C\Q JrXl her 2007. / / ,,,/' /'(i -~..'" ~---. '--.. Kieth Fetz, Council Pres' D~w~ Peggy Wilder, Clerk Treasurer