HomeMy Public PortalAbout2004-03 - AMENDING PURCHASING PROCEDUREORDINANCE 2004 -3
® AN ORDINANCE AMENDING THE CITY OF GREENCASTLE CODE BY
AMENDING SECTION 2 -197 PURCHASING PROCEDURE
BE IT ORDAINED by the Common Council of the City of Greencastle that Section 2 -197 of
the Greencastle City Code regarding purchasing procedures is hereby repealed and replaced with the
following:
This Ordinance applies to all purchases made under I.C. 5 -22.
2. The Greencastle Common Council is hereby designated as the Purchasing Agency for
the City of Greencastle, Indiana.
The Purchasing Agency shall have all powers and duties authorized under Indiana
Code 5 -22, as may be amended from time to time by law, or supplemented from time
to time by Ordinances and policies adopted by Council.
4. The Purchasing Agency shall act as the Purchasing Agency for every agency, board,
office, branch, bureau, commission, council, department or other establislunent of the
City of Greencastle.
5. The following shall be Purchasing Agents for the City of Greencastle Purchasing
Agency and may designate, in writing, any employee in their department as a Deputy
Purchasing Agent, and are responsible for purchases made in each department:
Mayor, Clerk- Treasurer, Fire Chief, Police Chief, Street Commissioner, Park
Director, Cemetery Superintendent, Water Superintendent, Wastewater
Superintendent, City Engineer, City Planner, City Attorney, Board of Public Works
and Safety, and Park Board.
6. The following shall apply to purchases made under the Invitation to Bid method:
a. Purchasing Agents shall retain all offers received for purchases they make 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. In the
alternative, the Purchasing Agent may request that the Clerk- Treasurer perform
this function.
b. After bids have been opened, the Purchasing Agent shall be responsible for
maintaining the bids in such a manner as to permit evaluation of the bids by the
persons responsible for evaluating the offers.
c. Bids submitted shall be made available for public inspections and copying as
required by law, after the time of the bid opening, unless the bid opening is
delayed.
® 7. In the case of Requests for Proposals under I.C. 5 -22 -9, the Clerk- Treasurer shall
prepare a register of proposals available for public inspection and copying. Contents
of proposals may not be disclosed. Proposals received in response to a Request for
® Proposals must be opened as to avoid disclosure of the contents to competing
offerors during the process of negotiation. The Purchasing Agent may conduct
discussions with, and best and final offers may be obtained from, responsible offerors
who submit proposals determined to be reasonably susceptible of being selected for a
contract award.
8. When the Purchasing Agent makes a written determination that it 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
originally scheduled opening.
9. 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 United 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 manufacture
elsewhere;
c. The quality of the supplies manufactured in the United States is substantially less
than the quality of comparably priced available supplies manufactured elsewhere;
or
d. d. "The purchase of supplies manufactured in the United States is not in the public
interest.
10. The Greencastle Clerk - Treasurer shall be responsible for any required publication of
notice and shall provide a reasonable amount of time for preparation and submission
of bids and proposals.
11. Whenever a notice or other material, including specifications, invitations for bids,
requests for proposals, or requests for specifications, is sent by mail, the Purchasing
Agent may also send the notice or other material by electronic means, provided that
the transmission of the information is at least as efficient as mailing the information.
12. An offeror may correct inadvertent errors in a response to a solicitation up to the time
at which the response will be opened by withdrawing the erroneous response and
submitting a revised response. An offeror may withdraw a response containing
inadvertent errors up to the time at which responses will be opened and for a period
of not more than 24 hours after the time at which the responses were opened.
13. The City reserves the right to accept responses to solicitations which contain
immaterial errors as long as such errors do not affect the scope of the response.
14. A vendor may withdraw its response to a solicitation at any time and for any reason
prior to the deadline for response submission.
15. The Purchasing Agent may purchase supplies with an estimated cost of less than
$25,000 on the open market without inviting or receiving quotes.
16. The City reserves the right to cancel any solicitation under I.C. 5 -22, upon the
determination of the Purchasing Agent.
This Ordinance shall have full force and effect upon passage of the Greencastle Common
Council and its approval by the Mayor.
q PASSE D ADO ' �ED by the Common Council of the City of Greencastle, Indiana this
day of 2004.
Thomas W. Roach
Mark N. Hammer
Rob rt
Approved and signed by me this
o'clock ,'1 .1n.
ATTEST:
�&� -1-1
"feresa Glenn, Clerk- Treasurer
Greencastle/Ordinanccs/Ord Amend Section 2 -197
X ��Gr/ �v„ • �i
Russell W. Evans
J Lanie
1 day of Mm (.Y 1 2004,at
Nancy A. Mic iael, Mayor