Purchasing, Bidding, and Contract Procedures-
Alton, Illinois
ARTICLE 4
PURCHASING AND CONTRACTS
1-13-20: PURCHASING AGENT: The Mayor or his authorized designee shall make all purchases and contracts for purchases for all the departments, commissions and agencies of the City, except as otherwise provided, of contractual services, supplies, materials and equipment in accordance with procedures to be promulgated by the Mayor. The purchasing agent may solicit bids and award term contracts for contractual services, supplies, materials or equipment which are required by more than one office, department, agency or other unit of the City government. (Ord. 3171, 4-10-1963)
1-13-21: PURCHASES COSTING LESS THAN ONE THOUSAND DOLLARS
(A) The department head is hereby authorized to purchase, on a previously approved purchase order, on the open market, contractual services, supplies, materials, and equipment costing not more than one thousand dollars ($1,000.00). (Ord. 5299, 10-26-1988)
(B) Notwithstanding subsection (A) of this Section, Public Works Department purchases of and contracts for supplies, materials and equipment directly related to the construction, maintenance, improvement or repair of City roadways, sewers, and adjacent improvements, the estimated amount of which does not exceed seven thousand five hundred dollars ($7,500.00), may be awarded on written purchase orders or contracts, based upon not less than three (3) competitive informal bids. Such bids may be obtained verbally by the Comptroller and shall be memorialized in writing on forms approved by the Comptroller. Solicitation for such informal bids shall be posted in a conspicuous public place at City Hall not less than five (5) days prior to awarding such bids. (Ord. 6310, 7-22-1998)
1-13-22: PURCHASES EXCEEDING TWO THOUSAND DOLLARS: All purchases of and contracts for contractual services, supplies, materials and equipment, the estimated amount of which is in excess of two thousand dollars ($2,000.00), shall be awarded on written purchase orders or contracts, based on competitive bids, subject to the provisions of this Section.
Sealed bids shall be requested for all purchases of two thousand dollars ($2,000.00) or more. For all purchases in excess of two thousand dollars ($2,000.00), the purchasing agent shall post in the City Hall notice of such bid requests at least five (5) days prior to the opening of such bids and shall publish notice of bid requests in a newspaper published or generally circulated within the City; provided, however, that where an emergency exists, such purchases may be made or contracts awarded without competition, posting or published notice.
Contracts which by their nature are not adapted to award by competitive bidding, such as contracts for utility services, contracts for the services of individuals possessing a high degree of professional skill where the ability and fitness of the individual plays an important part, contracts for printing bonds and evidences of indebtedness, contracts for purchase of magazines, books, periodicals, films and records of an educational or instructional nature, and the binding of such magazines, books, periodicals, reports and similar articles, and contracts for publication of ordinances and financial reports, shall not be subject to the competitive bidding requirements of this Chapter. (Ord. 5888, 6-22-1994)
1-13-22A: EMERGENCY PURCHASES -- USED MATERIALS OR EQUIPMENT NOT ADAPTED TO COMPETITIVE BIDDING: Notwithstanding any other provision of this Article 4, in the event a department head deems it advantageous to purchase used materials or equipment, which used materials or equipment are of a nature or uniqueness that is not adapted to the competitive bid procedure provided in this Article 4, because of a time element or other circumstances, the department head, acting in conjunction with and advice of the purchasing agent, and with the approval of the Mayor, may make a binding deposit with seller to purchase said materials or equipment, which deposit shall not exceed five one-hundredths percent (0.05%) of purchase price. At the next regular Council meeting following the deposit procedure, the department head and purchasing agent shall make a full report to the Council and request approval of said purchase. (Ord. 4626, 7-8-1981)
1-13-23: PURCHASES EXCEEDING TWO THOUSAND DOLLARS REPORT TO CITY COUNCIL: Notwithstanding the provisions contained in Sections 1-13-20 through 1-13-22 of this Article 4 on all purchases of contractual services, supplies, materials and equipment wherein it is anticipated that the cost thereof will exceed two thousand dollars ($2,000.00), the specifications therefor shall be submitted for competitive bids. (Ord. 5765, 5-12-1993)
After said bids are received, they shall be tabulated by the City Comptroller who shall report the results thereof to the appropriate committee of the City Council and they shall thereafter make their recommendations to the City Council who shall approve a bid or reject all bids. (Ord. 5796, 7-28-1993)
1-13-24: QUALIFICATIONS OF BIDDERS: All contracts or open market orders made by the City shall be awarded to the bidder whose bid is determined by the purchasing agent to serve the best interest of the City, taking into consideration the quality of the articles or services to be supplied, their conformity with the specifications, the price, delivery terms, and the service reputation of the vendor. (1961 Code, Sec.11-24)
1-13-25: REJECTION OF BIDS: The purchasing agent may reject all bids for any contract or purchase or for any one or more commodities included in such a bid when the public interest will be served thereby. If all the bids so rejected are for the same unit price or total amount, or if the public interest will not permit the delay of soliciting or readvertising for bids, the purchasing agent shall have the authority to purchase the required contractual services, supplies, materials and equipment in the open market, provided that the price paid on the open market shall not exceed the lowest bid price. (1961 Code, Sec. 11-24)
1-13-26: FAILURE OF VENDORS TO DELIVER MATERIAL: Any vendor who fails to live up to the terms of his contract for the delivery of materials, supplies or equipment or provision of contractual services, may be declared an irresponsible vendor by the purchasing agent and shall not for a period of up to one year thereafter be awarded any further orders for furnishing such services, supplies, material or equipment to any department of the City, unless the Council shall by majority vote remove such disqualification. (1961 Code, Sec. 11-25)
1-13-27: EMERGENCY PURCHASES; REPORT REQUIRED WHEN MORE THAN FIVE HUNDRED DOLLARS: In the case of the occurrence of any breakage or loss of equipment, or in other circumstances which could not reasonably be anticipated, whereby any necessary regular service of the City is, or is
about to be interrupted, or whereby the City will suffer any great or continuing loss, the purchasing agent, upon the approval by the Mayor, the chairman of the Finance Committee of the City Council and the chairman of the appropriate committee of the City Council may negotiate an emergency purchase to restore or maintain such service or to terminate such toss, without advertising for bids and in such amount as may be necessary in the circumstances. In case of such emergency purchases involving amounts of more than five hundred dollars ($500.00), the Mayor shall, at the next regular meeting of the Council thereafter, render a full report on the case. (Ord. 4807, 10-26-83)
1-13-28: PURCHASES FROM UNITED STATES: The purchasing agent may contract with the United States or any agency thereof for the purchases of supplies, materials, equipment or surplus goods without conforming to the competitive bidding requirements of this Chapter, when such goods cannot be purchased at such time from any other vendor at equal or lower prices. (1961 Code, Sec. 11-27)
1-13-29: TERM SUPPLY CONTRACTS: The purchasing agent at such time as he may deem most advantageous for the City may advertise for bids for term supply contracts covering all or any part Qf the requirements of the City of such contractual services, supplies, materials or equipment as the City may need during the term therein specified, and such term supply contracts may be for the best interests of the City.
No term supply contract amounting to two thousand five hundred dollars ($2,500.00) or more shall be awarded until advertisement for bids shall have been made as hereinbefore provided. (1961 Code, Sec. 11-28)
1-13-30: STOREROOMS: Whenever the interests of the City will be thus promoted, the purchasing agent may purchase goods, supplies, materials and equipment at wholesale and in bulk and the same shall be paid for out of funds appropriated for this purpose. Whenever any such goods, supplies, materials or equipment shall be required by any department or other agency of the City government, the same may be supplied, so far as possible, out of the general store thus created, and when so supplied they shall be charged to the department or agency using them and the appropriate stores account credited with the amounts so charged. (1961 Code, Sec. 11-29)
1-13-31: PURCHASING OR CONTRACTS CONTRARY TO CHAPTER: Whenever any official or employee of the City government shall purchase or contract for any supplies, materials, equipment or contractual services contrary to the provisions of this Chapter or the rules and regulations made thereunder, such order or contract shall be void and of no effect. (1961 Code, Sec. 11-30)
1-13-32: LOCAL BIDDERS: The City shall accept the lowest qualified bidder unless that bid is from a nonlocal bidder and a local qualified bidder submits a bid which is within two percent (2%) of the lowest bid, then in that event, the bid may be awarded to the lowest qualified local bidder. "Nonlocal" bidder shall be defined as a bidder who does not reside in Alton or have a legitimate business enterprise lawfully operating in Alton. In the event Federal or State statutes or regulations pertaining to the particular expenditures involved prohibit acceptance of any bid other than the lowest qualified bid, the foregoing provision shall not apply. (Ord. 5665, 6-10-92)
1-13-33: CITY OFFICERS NOT TO HAVE INTEREST: No officer or employee of the City shall be interested, directly or indirectly, in any contract made and entered into under the provisions of this Article for any work to be done or for any materials to be furnished, and all contracts so made in which such officer or employee shall be so interested shall at the option of the City Council be declared unlawful and void, and of no binding effect whatsoever, and such officer or employee interested in any contract shall thereby forfeit his office, and be removed therefrom on proof of such delinquency. (Ord. 3171, 4-10-63)
1-13-34: CONTRACTS; FEMALE AND MINORITY PARTICIPATION COMPLIANCE: The Mayor shall examine all contracts, except purchase orders to which the City may be a part and shall sign on behalf of the City any contract authorized by the City Council, except where the Council directs some other officer or officers to do so.
It shall be the duty of the Mayor to see that all terms of any contract to which the City is a party are faithfully performed by all parties thereto.
The City hereby determines that it is the policy of this City that in all construction projects funded in whole or in part by City funds or awarded or supervised by the City, its agents, or employees, all persons participating in any such construction projects shall be encouraged to strive toward a goal of integration of racial minorities and women as participants in the economic benefits derived by the private sector in connection with such public construction projects.
Specifically, it is hereby determined to be the policy of this City that, on any such construction projects, the City will encourage minority participation in accordance with duly established Federal guidelines. (Ord. 5511, 1-9-91)
1-13-35: RULES AND REGULATIONS: The Mayor may adopt, promulgate and from time to time amend rules and regulations not inconsistent with law for the following purposes:
(A) To prescribe the manner in which supplies, materials and equipment shall be delivered, stored and distributed.
(B) To prescribe the dates for submitting advance requisitions or estimates of future purchase requirements, the future period which they shall cover, the form in which they shall be submitted and their revision by the Mayor.
(C) To prescribe the manner of inspecting all deliveries of supplies, materials and equipment.
(D) To provide for the transfer between departments of surplus supplies, materials and equipment.
(E) To prescribe the amount of deposit or bond to be submitted with the bid on a contract and the amount of deposit or bond to be given for the faithful performance of a contract.
(F) To provide for emergency purchases on the open market for immediate delivery in emergencies, to define such emergencies and prescribe the manner in which such purchases shall be made.
(G) To provide for such other matters as may be necessary to give effect to the foregoing rules and provisions of this Article. (Ord. 3171, 4-10-63)
ARTICLE 5
PETTY CASH FUND
1-13-36: PETTY CASH FUND; ESTABLISHED: There is hereby established in the office of the City Comptroller a Petty Cash Fund In an amount not to exceed five hundred dollars ($500.00). (Ord. 5188, 11-25-87)
1-13-37: CUSTODY OF FUND: The City Comptroller shall be personally oharged with the custody of the Petty Cash Fund. The Mayor shall be alternate custodian for the Petty Cash Fund in the absence of the City Comptroller. (Ord. 3171, 4-10-63)
1-13-38: EXPENDITURES NOT TO EXCEED TWENTY FIVE DOLLARS: Expenditures of not more than twenty five dollars ($25.00) for any one Item may be made from the Petty Cash Fund. A petty cash voucher must be filled out to substantiate each expenditure from the Petty Cash Fund (Ord. 5177, 10-28-87)
1-13-39: AUDIT: Upon termination of employment or transfer of either custodian of the Petty Cash Fund, a check-out audit of such fund shall be made before a final pay check is issued to such custodian. (1961 Code, Sec. 11-38)
1-13-40: MAYOR TO PRESCRIBE REGULATIONS: The administrative details for the orderly handling of the Petty Cash Fund and reimbursement of expenditures made therefrom shall be as prescribed by the Mayor. (Ord. 3171, 4-10-63)