Legal Documents of Rutledge

Code of Rutledge

Table of Contents » Title 5 Municipal Finance and Taxation » Chapter 3 Purchasing » § 5-301 Procedures.
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Title 5
5-1
Title 5, Chapter 1
5-101
§ 5-101
Rutledge
Title 5 : Municipal Finance and Taxation
Chapter 3 : Purchasing

5-301 : Procedures.[2]

  1. As designated in this chapter , the mayor shall act as purchasing agent for the city, with power, except as set out in these procedures, to purchase materials, supplies, equipment, and services; secure leases and lease-purchases; and dispose of and transfer surplus property for the proper conduct of the city's business. All contracts, leases, and lease-purchase agreements extended beyond the end of any fiscal year must have prior approval of the governing body.
  2. The purchasing agent shall have the authority to make purchases, leases, and lease-purchases of more than five hundred dollars ($500.00) and less than five thousand dollars ($5,000.00) singly or in the aggregate during any fiscal year and, except as otherwise provided herein, shall require three (3) competitive bids or quotations, either verbal or written whenever possible prior to each purchase. Competitive bids or quotations for the purchase of item which costs less than five hundred dollars ($500.00) are desirable but not mandatory. All competitive bids or quotations received shall be recorded and maintained in the office of the city recorder for a minimum of two (2) years after audit. Awards shall be made to the lowest and best bidder.
  3. A description of all projects or purchases, except as herein provided, which require the expenditure of city funds of five thousand dollars ($5,000.00) or more singly or in the aggregate during any fiscal year shall be prepared by the purchasing agent and submitted to the governing body for authorization to call for bids or proposals. After the determination that adequate funds are budgeted and available for a purchase, the governing body may authorize the purchasing agent to advertise for bids or proposals. The award of purchases, leases, or lease-purchases of five thousand dollars ($5,000.00) or more shall be made by the governing body to the lowest and best bidder.
  4. Purchases amounting to five thousand dollars ($5,000.00) or more, which do not require public advertising and sealed bids or proposals, may be allowed only under the following circumstances and, except as otherwise provided herein, when such purchases are approved by the governing body:

    1. Sole source of supply or proprietary products as determined after a complete search by the purchasing agent, with governing body approval.
    2. Emergency expenditures with subsequent approval of the governing body.
    3. Purchases from instrumentalities created by two (2) or more cooperating governments.
    4. Purchases from non-profit corporations whose purpose or one (1) of whose purposes is to provide goods or services specifically to municipalities.
    5. Purchases, leases, or lease-purchases of real property.
    6. Purchases, leases, or lease-purchases from any federal, state, or local governmental unit or agency of second-hand articles or equipment or other materials, supplies, commodities, and equipment.
    7. Purchases through other units of governments as authorized by the Municipal Purchasing Law of 1983.2
    8. Purchases directed through or in conjunction with the state Department of General Services.
    9. Purchases from Tennessee state industries.
    10. Professional service contracts as provided in Tennessee Code Annotated, § 29-20-407.
    11. Tort Liability Insurance as provided in Tennessee Code Annotated, § 12-4-407.
    12. Purchases of fuels, fuel products, or perishable commodities.
    13. Professional services shall not be bid.
  5. The purchasing agent shall be responsible for following these procedures and the Municipal Purchasing Law of 1983, as amended, including keeping and filing required records and reports, as if they were set out herein and made a part hereof and within definitions of words and phrases from the law as herein defined.
  6. The purchasing agent may use a city purchase order to outline the terms and conditions for a purchase. A sample purchase order is attached.
  7. If the purchase is over the dollar limit, under no circumstances may multiple forms be used in an effort to avoid competitive bidding. Any variations in the purchase order and invoiced amount for purchases exceeding five thousand dollars ($5,000.00) shall be approved by the board of mayor and aldermen.
  8. Any violation of this purchasing policy is subject to disciplinary action which could include termination of employment.
  9. This limit may be lowered or increased to a maximum ten thousand dollars ($10,000.00) by the governing body. (Ord. # 128, March 2014)
Footnotes:
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This document may be viewed in the office of the recorder.
Date Last Updated: 09/08/2022
Codification Date: 09/08/2022

Officials at Date of Last Codification:

Mayor - Fred Sykes
Vice Mayor - Benny Atkins
Alderman - Ed Boling, Jr.
Alderman - Martha Ann Cameron
Alderman - Jason Day
Recorder - Stacy Harbin
City Attorney - Evan Newman

Date Last Updated: 09/08/2022
Codification Date: 09/08/2022

Officials at Date of Last Codification:

Mayor - Fred Sykes
Vice Mayor - Benny Atkins
Alderman - Ed Boling, Jr.
Alderman - Martha Ann Cameron
Alderman - Jason Day
Recorder - Stacy Harbin
City Attorney - Evan Newman