Chapter 3.20
PURCHASING
Sections:
3.20.020 Designation of purchasing agencies.
3.20.030 Designation of purchasing agents.
3.20.040 Electronic transmission of offers.
3.20.050 Purchase of services.
3.20.060 Request for proposals.
3.20.070 Promotion of purchase of supplies manufactured in the United States.
3.20.080 Evidence of financial responsibility.
3.20.090 Small purchase policy.
3.20.010 Authorization.
For the purposes of this chapter, IC 5-22, Public Purchasing, is incorporated herein and a part hereof, the same as it had been set forth in full. [Ord. 1271-2007. Code 2000 § 33.050.]
3.20.020 Designation of purchasing agencies.
The following governmental bodies are designated as purchasing agencies for the city:
(A) Common Council;
(B) Board of Public Works and Safety; and
(C) Parks and Recreation Board. [Ord. 1271-2007. Code 2000 § 33.051.]
3.20.030 Designation of purchasing agents.
(A) The Common Council and the Board of Public Works and Safety designate the following as purchasing agents:
(1) Mayor for the office of the Mayor.
(2) Clerk-Treasurer for office of the Clerk- Treasurer.
(3) Clerk-Treasurer for the Common Council.
(4) Clerk-Treasurer for the Board of Public Works and Safety.
(5) Department head for the Department of Economic Development Planning.
(6) Department head for the Department of Information Technology.
(7) Clerk-Treasurer for the Department of Law.
(8) Department head for the Building Safety Department.
(9) Department head for the Fire Department.
(10) Department head for the Police Department.
(11) Department head for the Street Department.
(12) Department head for the Water Department.
(13) Department head for the Wastewater Department.
(B) The Parks and Recreation Board designates the department head as purchasing agent for the Department of Parks and Recreation. [Ord. 1394-2011; Ord. 1271-2007. Code 2000 § 33.052.]
3.20.040 Electronic transmission of offers.
(A) Purchasing agencies and agents may solicit offers (bids, proposals, and quotes) by electronic transmission. The solicitation transmission of offers shall be at least as efficient and secure as sending the material by mail.
(B) Purchasing agencies and agents may receive offers (bids, proposals, and quotes) by electronic transmission:
(1) If the solicitation indicates the procedure for transmitting the electronic offer to the purchasing agency; and
(2) The purchasing agency receives the offer on a fax machine, by electronic mail, or by means of another electronic system that has a security feature that protects the content of an electronic offer with the same degree of protection as the content of an offer that is not transmitted by electronic means. [Ord. 1271-2007. Code 2000 § 33.053.]
3.20.050 Purchase of services.
A written contract approved by the purchasing agency based on competence and qualifications for the type of services to be performed is required for the purchase of services over the amount of $10,000. [Ord. 1394-2011; Ord. 1271-2007. Code 2000 § 33.054.]
3.20.060 Request for proposals.
(A) When the purchasing agent makes a written determination that the use of competitive sealed bidding is either not practicable or not advantageous, the purchasing agent may award a contract using the request for proposals process.
(B) Receiving proposals is the preferred method for purchasing data processing resources, technology, and services. [Ord. 1271-2007. Code 2000 § 33.055.]
3.20.070 Promotion of purchase of supplies manufactured in the United States.
Supplies manufactured in the United States shall be specified and purchased unless the governmental body determines that any of the following apply:
(A) The supplies are not manufactured in the United States in reasonably available quantities.
(B) The price of the supplies manufactured in the United States exceeds by an unreasonable amount the price of available and comparable supplies manufactured outside of the United States.
(C) The quality of the supplies is substantially less than the quality of comparably priced available supplies manufactured outside the United States.
(D) The purchase of supplies manufactured in the United States is not in the public interest. [Ord. 1271-2007. Code 2000 § 33.056.]
3.20.080 Evidence of financial responsibility.
(A) The purchasing agent shall specify in a solicitation that an offeror must provide evidence of financial responsibility in order to be considered responsible. The evidence of financial responsibility may be a bid bond or certified check specified by the purchasing agent in the solicitation.
(B) An offeror must file evidence of financial responsibility in an amount of five percent of the contract price. The bid bond or certified check shall be made payable to the city at the time the offer is submitted.
(C) This section does not preclude the use of a performance bond in addition to the bid bond or certified check if the amount of the performance bond is stated in the solicitation.
(D) The check of an unsuccessful offeror shall be returned to the offeror by the purchasing agent upon selection of successful offerors. The check of a successful offeror shall be held until delivery or until completion of the contract. [Ord. 1394-2011; Ord. 1271-2007. Code 2000 § 33.057.]
3.20.090 Small purchase policy.
(A) Purchases Below $50,000. A purchasing agent may purchase supplies under $50,000 without soliciting offers.
(B) Purchases Between $50,000 and $150,000. A purchasing agent shall purchase supplies between $50,000 and $150,000 by inviting quotes from at least three persons known to deal in the lines or classes of supplies to be purchased. [Ord. 1449-2013; Ord. 1394-2011. Code 2000 § 33.058.]