Legal Documents of Rockford

In accordance with Tennessee Code Annotated, § 6-19-104 the purchase of all material, supplies equipment and services purchased under the authority of this section shall, unless otherwise provided by law, be purchased in accordance with the following regulations:

1. Purchases not exceeding ten thousand dollars ($10,000.00). The city manager is authorized to make the following purchases, unless specifically instructed otherwise by a majority of the city commission, whose estimated costs do not exceed ten thousand dollars ($10,000.00) without formal sealed bids and written specifications: commonly used items of materials, supplies, equipment and services used in the ordinary course of maintaining and repairing the city's real or personal property; building or maintaining stocks of city material, supplies and equipment used in the ordinary course of the city operations; and minor construction, repair or maintenance services. However a record of all such purchases shall be maintained describing the material, supplies, equipment or services purchased, the person or business from whom it was purchased, the date it was purchased, the purchase cost, and any other information from which the general public can easily determine the full details of the purchase. Each purchase shall be supported by invoices and/or receipts and any other appropriate documentation signed by the person receiving payment.
2. Purchases in excess of ten thousand dollars ($10,000.00). The city manager is required to make purchases in excess of ten thousand dollars ($10,000.00) based on written specifications, awarded by written contract let to the lowest and best responsive and responsible bidder following advertisement for, and submission of, sealed bids.
3. Exceptions to bidding requirement. The city manager is authorized to make the following purchases whose estimated costs is in excess of ten thousand dollars ($10,000.00) without written specifications or bids:
   
   1. Emergency purchases of material, supplies, equipment or services. However, a report of the emergency purchase, including the nature of the emergency, the materials, supplies, equipment or services purchased, and the appropriate documentation similar to that required under the first subsection above shall be filed with the city commission at its next regular meeting.
   2. The purchase of unique, special, or proprietary material, supplies, equipment or services the city manager determines is in the best interest of the city to acquire. However, a report of the purchase, including a full description of the material, supplies. Equipment or services purchased; the reason the same is unique, special or proprietary; the interest of the city served by the purchase; and from whom the purchase will be made shall be filed with the city commission at its regular meeting prior to the purchase.
   3. Purchases of equipment which, by reason of training of city personnel or an inventory of replacement parts maintained by the city, are compatible with the existing equipment owned by the city. However, a full report of the purchase, including a full description of the equipment, an outline of the municipal training or parts inventory factors that made the purchase economically advantageous to the city, and from whom the purchase will be made shall be filed with the city commission at its regular meeting prior purchase.
   4. Purchases that can be made only from a sole source. The minimum geography for determining the "sole source" shall be the municipal limits. However, the city manager shall have the discretion to enlarge the geography of the sole source to whatever extent he/she determines is in the economic interest of the city. A full report of the purchase, including a full description of the purchase, evidence that the purchase was made legitimately a sole source purchase, and from whom the purchase will be made shall be filed with the city commission at its regular meeting prior to the purchase. (as added by Ord. #12142012, Jan. 2013)