Ordinance 3262-12 - Laserfiche WebLink

PURCHASING GUIDELINES 9.1 — Emergencies Competitive bidding is not required when an emergency exists; however, in making emergency purchases, an effort will be made to include the level of competition that is practical under the circumstances. An "emergency" means unforeseen circumstances beyond the control of the municipality that either: (a) present a real, immediate threat to the proper performance of essential functions; or (b) will likely result in material loss or damage to property, bodily injury, or loss of life if immediate action is not taken. 9.1.1 — Declaration of Emergency If an emergency exists, and time permits, the Mayor/designee or department director will seek a resolution from Council that will: (a) declare an emergency situation exists; (b) waive competitive requirements; and (c) authorize the award, on behalf of the City, of all contracts necessary to address the emergency situation, including, but not limited to, architectural and engineering services. If an emergency exists and time does not permit seeking the City Council's approval, the Mayor or his/her designee may declare an emergency situation to exist, waive competitive requirements, and award contracts on behalf of the City. If an emergency exists and both the Mayor/designee and the City Council are not available to declare an emergency a department director may declare an emergency situation to exist, waive competitive requirements, and award contracts on behalf of the City. 9.1.2 — Ratification of All Emergency Procurements The department director will submit a memo to Administration, reciting the facts that constituted the emergency, enumerating the purchases and their costs, and requesting that the waiver of competitive bid requirements be ratified. Acceptance of the ratification is subject to the approval of the Mayor/designee and the City Attorney. 9.1.3 — Ratification of Emergency Procurements of$100,000 or More Within fourteen (14) days of the award of an emergency procurement contract over $100,000, which has been approved by the Mayor/designee and the City Attorney, the department director will seek further City Council ratification. The department director will present City Council with a resolution reciting the facts constituting the emergency, enumerating the purchases and their costs, and ratifying the waiver of competitive requirements. 9.2 — SOLE SOURCE OR PROPRIETARY PROCUREMENTS Sole source procurements may be made directly from a sole source vendor without soliciting other bids or quotes where (a) there is clearly and legitimately only one source Page 21 of 25