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(1) General. This Section defines small purchases and the rules governing them. These purchases can only be made by Employees who have been authorized as stated in this Chapter.

(2) Applicability. This Section applies to the purchase of goods, supplies, materials, equipment or services, having a total value of not more than $30,000.00, when such purchase is approved in writing in advance by the Department Head and the City Manager. So long as funds being used are available under the approved budget, City Council approval of Small Purchases is not required.

(3) Who May Make Purchases. Only the Purchasing Agent, Department Heads and Employees designated by Department Heads shall make small purchases as defined in this Section. In making small purchases, the following procedures shall be used in lieu of a bid or proposal process:

a. Solicitation and Award. Purchases shall be made by soliciting bids from no fewer than three businesses. This solicitation may be completed in any reasonable manner including but not limited to telephone inquiry, internet or other price comparison. Award shall be made to the business offering the lowest acceptable quotation.

b. Records. Any Department making a small purchase shall retain a record of the names of the businesses contacted, those offering quotations, and the date and amount of each quotation, and shall document, either on the City’s electronic purchasing system or by paper copy provided to the Purchasing Agent, all quotes received.

c. Manipulation Prohibited. Purchases shall not be manipulated to fall within this Section. Without limitation, purchases shall not be artificially divided, such as by awarding numerous purchases to a single Person for substantially similar performances, or by dividing the work required for a single project solely for purposes of making use of this Section.

(4) Small Purchase Modifications and Renewals. Any Agreement solicited under this Chapter shall only be modified or renewed as follows:

a. Modifications. Contracts shall not be modified in excess of the maximum dollar amounts stated in this Chapter.

b. Renewals. Contracts shall not be renewed on a successive basis with the same party unless approved in writing by the Purchasing Agent.

(Ord. No. 03-07 Enacted 01/21/2003; Ord. No. 09-14 Amended 05/31/2009)