Accounts Payable/Purchasing

Vendors shall not make sales to town without first obtaining a purchase order. Except as provided in Sections 4-4-7 through 4-4-13 of the Town Code, prior to purchases of goods or services, quotations or bids shall be sought according to the following schedule:
Dollar Range
                            Quotation or Bid Requirements
$0 - $4,999.99   
No quotation or bids are required
$5,000.00 - $24,999.99
A minimum of three (3) written quotations shall be solicited. Selection shall be approved by the Department Director.

$25,000.00 - $49,999.99

A minimum of three (3) written quotations shall be solicited. Selection shall be approved by the Town Manager.

$50,000.00 & Above

Sealed Bids shall be solicited through newspaper advertising, from the vendor’s lists maintained by the Town Clerk’s Office with a design towards obtaining the greatest number of bidders and bid responses. Upon receipt of the bids, the responsible Department Director shall prepare his/her written recommendation to the Common Council for award of the contract.

A purchase from a sole source supplier of goods and services may be made without receiving quotations or competitive bids, provided that a statement explaining the sole source request is placed in the purchase file. A sole source supplier is the only acceptable vendor who is able to furnish a certain item or service.

Purchasing From Other Bids
Notwithstanding any other provision of the Town Code, by and through its authorized personnel, the town may purchase any items, for which funds have been duly appropriated, regardless of the amount of purchase from, or off of, any other governmental entity's master or specific bidding list if the bidding procedure of the other governmental entity is equal to, or more stringent than, the Town's own procurement procedures as set forth in this Chapter.

Selection of Supplier
Purchase shall be from suppliers offering the lowest prices, except that the Town may purchase at other than a lowest offered price for reasons including quality, ability of a supplier to furnish the goods or services quoted or bid, or compatibility with existing equipment, structures, or ongoing service requirements.