There are a variety of special purchasing methods that can be used in given situations. Here is a brief description of each one. For more information on these please contact the Purchasing Office.
Exempt Purchases
This area covers an array of goods and services under section 5-5-20 of the Public Purchase Ordinance that are exempt from the other procurement methods. Many of these are covered under the previous section for cash disbursements. For more information regarding exempt purchases please contact the Central Purchasing Office.
Sole Source Purchases
When the City requires goods or services which are produced by only one manufacturer and such manufacturer is the sole source of supply, the Central Purchasing Office is authorized to negotiate a contract with the manufacturer or its authorized representatives. Required documentation for sole source is an approved requisition from the department requesting, a letter of justification of need for the particular item from the requestor, and a letter of validation of sole source from the manufacturer or its authorized representative.
Emergency Purchases
In the event of an unforeseen and dangerous situation requiring immediate action to preserve the peace, health, or safety of people or property within the jurisdiction of the City or to prevent significant economic loss, the Central Purchasing Office or a user may purchase goods, services and construction by order without competitive sealed bids, proposals, or quotations. An Emergency Purchase Report Form must be filled out and turned in to the Purchasing Division complete with all supporting documentation of all proposed prices submitted by offerors, if any, within 48 hours after purchase, with Department Director approval. Requisition for purchase must be completed and attached.
Emergency purchases required during the course of the normal work day will be submitted to the Purchasing Division for procurement action.
Emergency purchases required after normal working hours will be made at the discretion of the Department Director.
The Purchasing Officer will make the determination as to whether the incident or issue warranted an emergency purchase.
Government Contracts
Goods, services or construction may be purchased through contracts with other public governmental agencies which are equal to or less than the prices of goods, services or construction meeting the same specification or standards of those purchases, under certain conditions. This is a vehicle for acquisition where a competitive solicitation has already occurred resulting in optimal pricing, terms and conditions.
It is to be determined by the City Purchasing Officer if these contracts meet the City needs, conditions and concerns and can be utilized for the particular acquisition.
Rapid Procurement
This is a method of acquisition where the urgency determines there is not sufficient time for the required advertising as prescribed in the ordinance and the solicitation of offers would entail unnecessary and detrimental delay and loss to the City, however does not qualify as an emergency and there is time for a rapid public solicitation. These situations require approval of the Purchasing Officer and for acquisitions in excess of $55,000.00, require Mayor/CAO approval.
