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HomeMy WebLinkAbout2005-2-6927350 ORDINANCE NO. 2005-2-6927 AN ORDINANCE AMENDING CHAPTER 2, ADMINISTRATION, OF THE CODE OF ORDINANCES OF THE CITY OF PADUCAH, KENTUCKY BE IT ORDAINED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. That Section 2-643, "Responsibility for Procurement; Authority of City Manager," of Chapter 2, "Administration," and Section 2-660, "Small Purchase Plan," of the Code of Ordinances of the City of Paducah, Kentucky, are hereby amended to read as follows: "SECTION 2-643 — Responsibility for Procurement; Authority of City Manaser (a) The City Manager is responsible to the Board of Commissioners for the administration of all procurement functions of the city. (b) The City Manager is hereby authorized and empowered to make in behalf of the city any contract for materials, supplies or equipment, or for services, professional or otherwise, provided that the aggregate amount of the contract does not exceed $10,800:-09 $20,000.00. However, in exercising this authority, the City Manager shall not make any contract for any expenditure for any department of the city where the expenditure, together with the sum total of other expenditures for the department, exceeds the appropriation made for the department for any fiscal year by the budget approved by the Board of Commissioners, unless prior consent is given by the Board of Commissioners. In exercising this authority, the City Manager shall comply with the following provisions: (1) All contracts made by the City Manager shall be evidenced by a writing which provides a description of the item or items purchased and the terms of sale, which writing shall be maintained as part of the records of the city. (2) A written summary of the procurement activities of the City Manager shall be provided to the Board of Commissioners on a monthly basis. (3) All contracts made by the City Manager shall be made in the best interests of the city, and shall be made for a price which is substantially similar to the market price of a like item or items purchased. Where possible, prior to the making of a contract, the City Manager shall contact at least three suppliers of the item or items to be purchased to obtain the best price for and quality of the item or items to be purchased. (c) The City Manager is hereby authorized to execute all contracts for procurement in accordance with this section for and in behalf of the city. (d) All other provisions of this article regarding procurement, such as provisions relating to competitive bidding, competitive negotiations, advertisement, and noncompetitive purchasing, shall not apply to any procurement made by the City Manager hereunder unless deemed advisable by the City Manager. (e) The city procurement officer, and any other employee designated by the City Manager, shall assist the City Manager in any procurement hereunder, and shall perform the duties assigned by the City Manager. j' SECTION 2-660 — Small Purchase Plan (a) The city may use small purchase procedures for any contract for which a determination is made that the aggregate amount of the contract does not exceed $40,000.09 $20,000.00. (b) The procurement of all items $5,000.00 or less may be delegated by the City Manager to each individual department head. All department heads shall keep such purchases within the constraints of the aggregated amount budgeted each fiscal year, for each particular procurement item. It will be the responsibility of every department head to compare quality and price on all items and purchase items according to which goods or services will be most advantageous to the city. Any ,. , . ,-. •-,� .....�».«, ..».� _uol�ec�unrsWil�,�em id�me ilWhtis„�.ek, L tJLwk,�a:L�ius�dee�xludimhatlMtu�w�ilma,Y4flddllkn�meuuusu w�.vbW.m�.�.�ud., ,..,�..,-�...�.„,..,w ...... ?�y,o-�wmenvu �.....- .�ua�eo.�u�e.�.�1�e�umu�w,: 351 procurement which is delegated by the City Manager shall be subject to any policies and procedures as directed by the City Manager. (c) The City Manager may delegate the responsibility for initiating purchases of items which exceed $5,000.00, but do not exceed $10,000.00 $20,000.00 to each individual department head. The department head or a designated person under his authority will obtain three price estimates for each item, using the same criteria and quality measurements for all three estimates. The estimates for items costing more than $10,000.00 shall be obtained in written form. The department head will then select the lowest estimate, or a higher estimate if the quality of the purchase in question would be greatly enhanced by accepting the higher estimate. All such purchases shall be made with the intention of serving the best interest of the city, and insuring the quality of the delivery of all public services. All procurement which is delegated by the City Manager shall be subject to any policies and procedures as directed by the City Manager. (d) A requisition will be prepared and sent to the City Manager for his final approval before a purchase is made. The requisition will include the following information. (1) Description of the item to be purchased; and (2) Name and estimate from each vendor obtained; and (3) Name of the vendor which is recommended by the department head for the award of the contract; and (4) A short statement of the reason for the selection of that particular vendor. (e) Procurement requirements shall not be parcelled, split, divided or purchased over a period of time in order to circumvent the dollar limitations for small purchases.” SECTION 2. If any section, paragraph or provision of this ordinance shall be found to be inoperative, ineffective or invalid for any cause, the deficiency or validity of such section, paragraph or provision shall not affect any other section, paragraph or provision hereof, it being the purpose and intent of this ordinance to make eich and every section, paragraph and provision hereof separable from all other sections, paragraph and provisions. SECTION 3. This ordinance shall be read on two separate days and will become effective upon summary publication ATTEST: p Tammara S. Brock, City Clerk Introduced by the Board of Commissioners, February 7, 2005 Adopted by the Board of Commissioners, February 22, 2005 Recorded by Tammara S. Brock, City Clerk, February 22, 2005 Published by the Paducah Sun, February 26, 2005 Ord\Procurement Code