§ 2-314. Purchasing procedures.

(a)

The purchasing procedures to be followed by the city based on the dollar amount of the purchase are as follows and are on a per item basis:

(1)

Up to $1,000.00 and budgeted —Direct purchase by the department head.

(2)

$1,000.01 up to $5,000.00 and budgeted —Minimum of three written quotations taken by department head and submitted to purchasing agent. Results of quotations and award shall be recorded and filed.

(3)

$5,000.01 up to $25,000.00 and budgeted —Minimum of three written quotations taken by department head and submitted to purchasing agent. The purchasing agent submits copies to the city manager. Results of quotations and award shall be recorded and filed.

(4)

Above $25,000.00 and budgeted —Requires solicitation of advertised formal sealed bids by the purchasing agent. The purchasing agent and city manager make recommendation to governing body and they award the bid. Results of bids and award shall be recorded and filed.

(5)

Public works construction projects $100,000.00 or more and budgeted —Requires public advertisement, sealed competitive bids by purchasing department. Purchasing agent and city manager make recommendation to governing body and they award bid. Results of bids and award to be recorded and filed.

(6)

Fayette County collaborative buying list or state contract (budgeted items including vehicles) —Direct purchase by department heads through purchasing agent with city manager and financial director approval.

(7)

Professional services —

a.

The governing body may appoint charter positions based upon qualifications and experience. These charter positions shall include, attorney, solicitor, judge, and judge pro tem.

b.

The city may contract with vendors for professional services based upon qualifications, experience and costs, if applicable, of the respective vendors. These professional services shall include, but not limited to, auditors, engineers, architects, banks, and psychologists. Professional services shall require solicitation of proposals or bids, as necessary, by the purchasing agent. The purchasing agent and city manager make recommendation to governing body and they award the bid. Results of bids and award shall be recorded and filed.

c.

All contracts shall comply with sections 2-350 through 2-356 of this chapter.

(8)

Compliance with federal requirements —Where a procurement involves the expenditure of federal assistance or contract funds, the purchasing agent shall comply with such federal laws and authorized regulations which are mandatorily applicable and which are not presently reflected in this chapter.

(9)

Sole source procurement —A contract may be awarded without competition when the purchasing agent determines in writing, after conducting a good faith review of available sources, that there is only one source for the required supply, service, or construction item. The purchasing agent shall conduct negotiations, as appropriate, as to price, delivery, and terms. A record of sole source procurements shall be maintained as a public record and shall list each contractor's name, the amount and type of each contract, a listing of the items(s) procured under each contract, and the identification number of each contract file.

(b)

Bond and insurance requirements.

(1)

Public road projects contracts over $5,000.00 require performance bond and payment bond as well as public liability and property damage insurance bonds or policies, and bonds to maintain in good condition; such completed construction for a period of not less than five years, pursuant to O.C.G.A. § 32-4-119. The amount of insurance depends on the size of the project.

(2)

Public works contracts over $40,000.00 must provide a bid bond, performance bond, and payment bond in accordance with O.C.G.A. tit. 36, ch. 91.

(3)

Any contractor entering a contract with the city must carry a worker's compensation policy at the minimum statutory limit, unless he is exempt under O.C.G.A. § 34-9-1 et seq.

(4)

Licensed professionals contracting with the city for services in the amount of $40,000.00 or more must provide professional liability coverage of $1,000,000.00.

(Ord. No. 0-10-01, § 2, 4-19-01; Ord. No. 0-2-08, art. I, 2-7-08; Ord. No. 0-1-10, art. I, 2-18-10)