Purchase Policy

 

History: I requested an agenda item titled “bid vs. quote” for the June 27, 2005 meeting. After discussion the item was tabled

 

It is now on the agenda for the August 22, 2005 meeting.

 

Why? We currently do not have a purchase policy instructing department heads on the method they are to use when purchasing equipment.

 

My thoughts: We as a Board have failed to provide a policy for equipment purchases that is unimpeachable and also equitable to vendors and the Village.

I believe that the way Bob Bartelt purchases equipment is utterly sensible and we should implement his methods to purchase equipment over $15,000.00.

I have boiled down the essentials of Bob’s procedure and I believe they are as follows:

  1. All qualified suppliers will be invited, in writing, to submit quotations. 

 

  1. All quotation requests will include a “specification” sheet detailing requirements of equipment desired.  Any specification revisions, after initial contact and prior to any quotation being received or deadline (which ever comes first), will be submitted to all suppliers at the same time. 

 

 

c.    All quotations will be sealed and opened at the same time with vendors invited to attend.

      All quotations will be evaluated at the same time to determine the successful supplier.

 

  1. No supplier will be advised of any other supplier’s quotation and/or conditions therein prior to the bid opening.

 

Result: On August 22, 2005 per my motion A-B-C-&D above was passed as the new Village purchasing policy.

 

Vote: Was 8 For / 1 against (Tom Hansen)

 

 

Your input: Please E-mail me at Wards11and12@yahoo.com with your comments.