ORDINANCE   3   , 2003

AN ORDINANCE ESTABLISHING THE PURCHASING AGENCY AND PURCHASING AGENTS FOR THE TOWN OF BUNKER HILL, MIAMI COUNTY, INDIANA.

WHEREAS, THE TOWN COUNCIL OF THE TOWN OF BUNKER HILL IN AN EFFORT TO PRACTICE FISCAL RESPONSIBILITY IN THE USE OF TAXPAYERS DOLLARS: AND

WHEREAS, THE TOWN COUNCIL OF THE TOWN OF BUNKER HILL HAS DETERMINED A NEED TO ESTABLISH A PURCHASING AGENCY AND PURCHASING AGENT(S) TO FULFILL THAT RESPONSIBILITY; AND

THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF BUNKER HILL, MIAMI COUNTY, INDIANA THAT THE FOLLOWING APPOINTMENTS AND PROCEDURES FOR THE PURCHASING AGENCY AND PURCHASING AGENT(S) BE ESTABLISHED.

ARTICLE I   PURCHASING AGENCY

The Town Council of the Town of Bunker Hill is designated as the Purchasing Agency for the Town of Bunker Hill, with all the powers and duties authorized under IC 5-22. The Purchasing Agency shall designate in writing, the Purchasing Agent(s).

ARTICLE II   PURCHASING AGENT(S)

  1. The Clerk/Treasurer is hereby appointed the Purchasing Agent.
     
  2. In an emergency situation should the Purchasing Agent be indisposed, by reason of vacation, sickness or otherwise unreachable, the Town Council President may authorize the purchase and is required to notify the Purchasing Agent immediately upon his return.

ARTICLE III   PROCUREMENT PROCEDURES

Supplies manufactured in the United States shall be specified for all purchases and shall be purchased unless the Agent determines:

  1. The supplies are not manufactured in the United States in reasonably available quanities; or
     
  2. The price of the supplies manufactured in the United States exceeds by an unreasonable amount, the price of available and comparable supplies manufactured elsewhere; or
     
  3. The quality of the supplies manufactured in the United States is substantially less than the quality of comparably priced available supplies manufactured elsewhere; or
     
  4. The purchase of supplies manufactured in the United States is not in the public interest.

Whenever possible, procurement will be by competitive sealed bid. If not possible due to quanity requirements or time restrictions, the following procedure will be implemented.

  1. Items ordered on a one-time basis will require a minimum of two (2) price quotes. Items ordered on a reoccurring basis shall require a minimum of two (2) price quotes plus a price verification at least annually.
     
  2. Individual requiring the part will report the need to their immediate supervisor, the supervisor will in turn request the part from the responsible Council Person, if there is not an immediate supervisor, they will go directly to the Council Person responsible for that department. If that Council Person cannot be located within a reasonable time period, depending on the priority of the part needed, the Council President may be contacted.
     
  3. The responsible Council Person will contact the Purchasing Agent to justify the requirement for the item and get it on order.
No person shall sign for any supplies of any kind without first contacting the Purchasing Agent to verify that the item was properly procured. Improperly procured items will be refused, if possible, payment for items unable to be returned will be the responsibility of the person that placed the order. Any elected or appointed official or town employee may sign for any supplies once the procurement has been verified.

ARTICLE IV   AUTHORITY OF ORDINANCE

When adopted this ordinance shall supersede all previous ordinances, resolutions, policies, directives, rules and regulations prevoiusly adopted by the Town of Bunker Hill, Indiana.

ARTICLE V   APPROVAL

THIS ORDINANCE WAS DULY ADVERTISED AND APPROVED BY THE TOWN COUNCIL OF THE TOWN OF BUNKER HILL, MIAMI COUNTY, INDIANA AFTER A PUBLIC HEARING ON THE   18   DAY OF   November   , 2003.

 
ATTEST:
 
 
  Norman A. McBride    
Norman McBride, Clerk/Treasurer 		                               
 
  Leslie H. Briggs        
      Leslie H. Briggs, President

  Doris Gingerich       
      Doris Gingerich, Member

   

 
  Byron Kosanke         
      Byron Kosanke, Member

  Daryl Mosley            
      Daryl Mosley, Member

  Donald Jaberg          
      Donald Jaberg, Member