HomeMy Public PortalAbout1998-19 Purchasing Procedures" O R D I N A N C E 1 9 9 8 - ��
A N O R D I N A N C E C R E A T I N G � 2 - 1 9 7 O F T H E G R E E N C A S T L E C I T Y C O D E
C R E A T I N G T H E P U R C H A S I N G P R O C E D U R E S O F T H E C I T Y O F
G R E E N C A S T L E , I N D I A N A , A N D D E S I G N A T I N G T H E C O M M O N C O U N C I L
O F T H E C I T Y O F G R E E N C A S T L E A S P U R C H A S I N G A G E N T
W H E R E A S , t h e I n d i a n a G e n e r a l A s s e m b l y p a s s e d n e w l a w s a n d r e q u i r e m e n t s
f o r C i t i e s a n d T o w n s t h r o u g h o u t I n d i a n a d u r i n g t h e 1 9 9 8 s e s s i o n ; a n d
W H E R E A S , T h e C i t y o f G r e e n c a s t l e , I n d i a n a m u s t m o v e t o c o m p l y w i t h s u c h
n e w l a w s a n d r e q u i r e m e n t s a s a g o v e r n m e n t a l b o d y u n d e r t h e a c t ; a n d
W H E R E A S , T h e I n d i a n a G e n e r a l A s s e m b l y m a n d a t e d t h a t a l l c i t i e s a n d t o w n s
a d o p t n e w p u r c h a s i n g r e q u i r e m e n t s a n d O r d i n a n c e s a s t o c o m p l y w i t h t h e c h a n g e i n t h e
p u r c h a s i n g l a w s ; a n d
W H E R E A S , T h e C i t y o f G r e e n c a s t l e , I n d i a n a d e s i r e s t o c o m p l y w i t h s a i d
c h a n g e s i n t h e l a w a n d e s t a b l i s h a p u r c h a s i n g a g e n c y f o r t h e C i t y o f G r e e n c a s t l e , a n d
W H E R E A S , I n d i a n a C o d e 5 - 2 2 a p p l i e s t o e v e r y e x p e n d i t u r e o f p u b l i c f u n d s b y a
g o v e r n m e n t a l b o d y ; a n d
" W H E R E A S , t h e I n d i a n a C o d e 5 - 2 2 r e q u i r e s t h e C i t y t o e s t a b l i s h c e r t a i n
p u r c h a s i n g r u l e s a n d p o l i c i e s f o r t h e C i t y o f G r e e n c a s t l e .
B E I T O R D A I N E D A N D A D O P T E D b y t h e C o m m o n C o u n c i l o f t h e C i t y o f
G r e e n c a s t l e , I n d i a n a , t h a t � 2 - 1 9 7 o f t h e G r e e n c a s t l e C i t y C o d e i s c r e a t e d t o r e a d a s
f o l l o w s :
S e c . 2 - 1 9 7 P U R C H A S I N G P R O C E D U R E
1 . T h e G r e e n c a s t l e C o m m o n C o u n c i l i s h e r e b y d e s i g n a t e d a s t h e P u r c h a s i n g
A g e n c y f o r t h e C i t y o f G r e e n c a s t l e , I n d i a n a .
2 . T h e P u r c h a s i n g A g e n c y s h a l l h a v e a l l p o w e r s a n d d u t i e s a u t h o r i z e d u n d e r
I n d i a n a C o d e 5 - 2 2 , a s m a y b e a m e n d e d f r o m t i m e t o t i m e b y l a w , o r s u p p l e m e n t e d f r o m
t i m e t o t i m e b y O r d i n a n c e s a n d p o l i c e s a d o p t e d b y t h e C o u n c i l .
3 . T h e P u r c h a s i n g A g e n c y s h a l l a c t a s t h e P u r c h a s i n g A g e n c y f o r e v e r y
a g e n c y , b o a r d , o f f i c e , b r a n c h , b u r e a u , c o m m i s s i o n , c o u n c i l , d e p a r t m e n t o r o t h e r
e s t a b l i s h m e n t o f t h e C i t y o f G r e e n c a s t l e .
4 . T h e C l e r k - T r e a s u r e r s h a l l b e t h e P u r c h a s i n g A g e n t o f t h e C i t y o f
G r e e n c a s t l e P u r c h a s i n g A g e n c y a n d m a y d e s i g n a t e i n w r i t i n g a n y e m p l o y e e o f t h e C i t y
" o f G r e e n c a s t l e a s a D e p u t y P u r c h a s i n g A g e n t .
5. The Clerk- Treasurer, as Purchasing Agent shall retain all offers received in
a secure location prior to the date and time at which offers will be opened in order to
prevent disclosure of the contents prior to the opening of the offers.
6. After offers have been opened, the Clerk- Treasurer as Purchasing Agent,
shall be responsible for maintaining the offers in such a manner as to permit evaluation
of the offers by the persons responsible for evaluating the offers.
7. Bids submitted in response to an invitation for bids must be made available
for public inspection and copying after the time of the bid opening, unless the bid
opening is delayed.
8. The Clerk- Treasurer, as Purchasing Agent, shall prepare a register of
proposals for each request for proposals (RFP) issued which shall contain information
concerning the proposals available for public inspection and copying. Proposals may not
be disclosed. The Clerk- Treasurer, as Purchasing Agent, may conduct discussions
with, and best and final offers may be obtained from responsible offerors who submit
proposals determined to be reasonable susceptible of being selected for a contract
award.
9. When the Greencastle Common Council, as Purchasing Agency, makes a
written determination that is in the City's best interest, offers may be opened after the
time stated in the solicitation. The date, time and place of the rescheduled opening
must be announced at the time and place of the rescheduled- opening must -be—
announced at the time and place of -the originally scheduled opening.
10. Supplies manufactured in the United States shall be specified for all City of
Greencastle purchases and shall be purchased unless the Greencastle Common
Council, as Purchasing Agency determines that:
(A) the supplies are not manufactured in the Untied States in reasonably
available quantities;
(B) the prices of the supplies manufactured in the United States exceeds by an
unreasonable amount the price of available and comparable supplies manufactured
elsewhere;
(C) the quality of the supplies manufactured in the Untied States is
substantially less than the quality of comparably prices available supplies manufactured
elsewhere; or
(D) the purchase of supplies manufactured in the United States is not in the
public interest.
11. All notices of invitation for bids shall be published in accordance with
Indiana Code 5 -3 -1 in the Banner - Graphic and posted at Greencastle City Hall and the
Putnam County Courthouse.
12. All notices of request for proposals (RFP) shall be published in accordance
with Indiana Code 5 -3 -1 in the Banner - Graphic and posted at Greencastle City Hall and
the Putnam County Courthouse.
" 1 3 . A l l n o t i c e s o f r e q u e s t f o r s p e c i f i c a t i o n s s h a l l b e p u b l i s h e d i n a c c o r d a n c e
w i t h I n d i a n a C o d e 5 - 3 - 1 i n t h e B a n n e r G r a p h i c a n d p o s t e d a t G r e e n c a s t l e C i t y H a l l a n d
t h e P u t n a m C o u n t y C o u r t h o u s e .
1 4 . T h e G r e e n c a s t l e C l e r k - T r e a s u r e r , a s P u r c h a s i n g A g e n t , s h a l l s c h e d u l e t h e
p u b l i c a t i o n o f n o t i c e t o p r o v i d e a r e a s o n a b l e a m o u n t o f t i m e f o r p r e p a r a t i o n a n d
s u b m i s s i o n o f p r o p o s a l s . T h e n o t i c e w i l l b e p u b l i s h e d t w o t i m e s , a t l e a s t o n e w e e k
a p a r t . T h e s e c o n d p u b l i c a t i o n m u s t o c c u r a t l e a s t t e n ( 1 0 ) d a y s p r i o r t o t h e d a t e t h e b i d s
w i l l b e o p e n e d .
1 5 . W h e n e v e r a n o t i c e o r o t h e r m a t e r i a l , i n c l u d i n g s p e c i f i c a t i o n s , a n i n v i t a t i o n
f o r b i d s , r e q u e s t f o r p r o p o s a l s o r r e q u e s t f o r s p e c i f i c a t i o n s , i s s e n t b y m a i l , t h e
p u r c h a s i n g a g e n t m a y a l s o s e n d t h e n o t i c e o r o t h e r m a t e r i a l b y e l e c t r o n i c m e a n s ,
p r o v i d e d t h a t t h e t r a n s m i s s i o n o f t h e i n f o r m a t i o n i s a t l e a s t a s e f f i c i e n t a s m a i l i n g t h e
i n f o r m a t i o n .
1 6 . B i d s r e c e i v e d i n r e s p o n s e t o a n i n v i t a t i o n f o r b i d s m u s t b e o p e n e d p u b l i c l y
i n t h e p r e s e n c e o f a t l e a s t o n e o r m o r e w i t n e s s e s a t t h e t i m e a n d p l a c e d e s i g n a t e d i n
t h e i n v i t a t i o n f o r b i d s .
1 7 . P r o p o s a l s r e c e i v e d i n r e s p o n s e t o a r e q u e s t f o r p r o p o s a l s m u s t b e o p e n e d
a s t o a v o i d d i s c l o s u r e o f t h e c o n t e n t s t o c o m p e t i n g o f f e r o r s d u r i n g t h e p r o c e s s o f
" n e g o t i a t i o n .
1 8 . P r o p o s a l s r e c e i v e d i n r e s p o n s e t o a r e q u e s t f o r s p e c i f i c a t i o n s m a y a b e
o p e n e d a s s p e c i f i e d i n t h e r e q u e s t f o r s p e c i f i c a t i o n s .
1 9 . A n o f f e r o r m a y c o r r e c t i n a d v e r t e n t e r r o r s i n a b i d u p t o t h e t i m e a t w h i c h
b i d s w i l l b e o p e n e d b y s u p p l e m e n t i n g t h e e r r o n e o u s b i d a n d s u b m i t t i n g a r e v i s e d b i d . A
b i d d e r m a y n o t s u p p l e m e n t a n i n a d v e r t e n t l y e r r o n e o u s b i d a f t e r t h e t i m e a t w h i c h t h e
b i d s w e r e o p e n e d . A b i d d e r m a y w i t h d r a w a b i d c o n t a i n i n g i n a d v e r t e n t e r r o r s u p t o t h e
t i m e a t w h i c h b i d s w i l l b e o p e n e d a n d f o r a p e r i o d o f n o t m o r e t h a n 2 4 h o u r s a f t e r t h e
t i m e a t w h i c h t h e b i d s w e r e o p e n e d .
2 0 . W h e n t h e P u r c h a s i n g A g e n t m a k e s a w r i t t e n d e t e r m i n a t i o n t h a t i t i s i n t h e
C i t y o f G r e e n c a s t l e ' s b e s t i n t e r e s t s , t h e P u r c h a s i n g A g e n t m a y c a n c e l a s o l i c i t a t i o n o r
r e j e c t a l l o f f e r s , p r o v i d e d t h a t t h e s o l i c i t a t i o n i n c l u d e d i n f o r m a t i o n c o n c e r n i n g t h e
p r o c e d u r e f o r c a n c e l l a t i o n .
2 1 . T h e P u r c h a s i n g A g e n t m a y p u r c h a s e s u p p l i e s w i t h a n e s t i m a t e d c o s t o f
l e s s t h a n $ 2 5 , 0 0 0 o n t h e o p e n m a r k e t w i t h o u t i n v i t i n g o r r e c e i v i n g q u o t e s .
2 2 . T h i s O r d i n a n c e s h a l l b e i n f u l l f o r c e a n d e f f e c t a f t e r i t s p a s s a g e a n d
a p p r o v a l b y t h e M a y o r , a s p r o v i d e d b y l a w .
4 0 B E I T O R D A I N E D A N D A D O P T E D b y t h e C o m m o n C o u n c i l o f t h e C i t y o f G r e e n c a s t l e ,
I n d i a n a , t h a t � 2 - 1 9 7 o f t h e G r e e n c a s t l e C i t y C o d e i s h e r e b y e s t a b l i s h e d .
E
PASSED AND AD TED by the Common Council of the City of Greencastle, Indiana this
day of 1998.
ancy A. M hael, Mayor
Presiding Ctfficer
40
ATET:
Pamela S. Jones, Cler easurer
Presented,by me to the Mayor of Greencastle, Indiana this 1 1 1 ` day of 4i�—
1998, at 6 —r- - 0 clock -p—.M. /1 li n
S. Jones,
Approved and signed by me this �Aay of
ATT
Pamela S. Jones, Clerk -Tre s rer
Passed First Reading:
Passed Second Reading:
First
YNA
David Masten
Mark N. Hammer
Kieth N. Green
Thomas W. Roach
Barry Baynard
Second
YNA
Nancy A. Mi
, at_
Treasurer
_o'clock_. M.
Mayor
•