Ordinance 3262-12 - Laserfiche WebLink

PURCHASING GUIDELINES capable of supplying the subject matter in a timely fashion or (b) there are special facilities or market conditions that result in only one source. In the event the equipment, materials, supplies, or services are available from only one supplier, a complete Request for Sole Source Form should be submitted to Purchasing, providing written documentation demonstrating the appropriateness of sole source procurement. For proposed purchases up to five thousand dollars ($5,000), the Mayor/designee or department director may make the determination that there is only one source available. Every justification for sole source procurement over five thousand dollars ($5,000), must be approved by the Purchasing Manager. When a proposed sole source purchase exceeds one hundred thousand dollars ($100,000), the Purchasing Manager must seek the City Council's approval, by resolution, that there is only one source and authorizing the Purchasing Manager to conduct negotiations as appropriate as to price, delivery, and terms. The resolution will recite the factual basis for the exception from competitive procurement. To the extent possible, the contract and the basis for the exception from competitive procurement should be recorded and open to public inspection immediately after its award. SECTION 10.0 — PROCUREMENT RECORDS AND REPORTING Purchasing shall maintain all records necessary to adequately establish compliance with this Policy and state law. Purchasing shall make a regular report to the Finance Director detailing all instances where the City's public work project contracting, the procurement of professional and personal service, and the acquisition of supplies, equipment, and materials did not comply with this Policy or state law. SECTION 11.0 —VENDOR RELATIONS City employees should direct all vendors and suppliers to Purchasing for information concerning the possible sale of goods and services to the City. Purchasing may direct a vendor to call on an employee who has requested information about a particular product. Section 4.12 of the Everett City Charter provides: No elected official or appointed City officer or employee of the City shall have a financial interest, directly or indirectly, in any contract, sale, lease, or purchase with or for the use of the City; or accept, directly or indirectly, any compensation, gratuity, or reward from any other person who is financially interested therein. Provided, however, an officer or employee Page 22 of 25