Source: https://www.mtas.tennessee.edu/print/book/export/html/143318
Timestamp: 2020-07-05 07:21:55
Document Index: 641441196

Matched Legal Cases: ['§ 6', '§ 12', '§ 6', '§ 6', '§ 12', '§ 41', '§ 12', '§ 12', '§ 12', '§ 29', '§ 12', '§ 12', '§ 12', '§ 12', '§ 12', '§ 12']

MTAS-1627
MTAS-1628
T.C.A. §§ 6-1-101 et seq.
There are no clear-cut purchasing requirements in the mayor-aldermanic (general law) charter. Since there are no provisions in the charter regulating competitive bidding and public advertisement, the 1983 Municipal Purchasing Law applies. However, the governing body of the municipality is authorized to increase or decrease the amount specified in the law concerning public advertising and competitive bidding.
All acquisitions made under this law must be purchased within the limits of the approved budget and appropriations for the department, office or agency for which the purchase is made.
MTAS-1632
According to the 1983 Purchasing Law, municipal purchases, leases, and lease-purchases that cost between $1,000 and $2,500, must be based on at least three competitive bids (quotes). [1]
"Competitive sealed bids" generally include both sealed bids and sealed proposals. Sealed proposals should be used if the criteria for vendor selection can be clearly defined, the selection process will benefit the municipality, and the process is approved by the municipality. For more information see T.C.A. § 12-3-1207.
MTAS-1634
MTAS-1635
MTAS-1637
MTAS-1639
There are no vendor organizations exempt from competitive bidding requirements.
MTAS-1641
MTAS-1642
The general law city manager-commission charter does not set any rules about public advertisement for purchases and public improvements. Regulations governing public advertisement should be established by ordinance.
MTAS-1646
MTAS-1648
According to the general law modified city manager-council charter, there are no vendor organizations exempt from competitive bidding require­ments.
MTAS-1649
The charter does not exempt any purchasing or public improvements from competitive bidding.
MTAS-1651
The general law modified city manager-council charter contains no rules about public advertising for buying and public improvements. Regulations about public advertisement should be established by ordinance.
Refer to the requirements governing general law mayor-aldermanic charters [2]when the 1983 Municipal Purchasing Law is the controlling purchasing statute.
T.C.A. § 6-56-306(a) allows municipalities with a population of 40,000 to 42,500 and municipalities with a population over 150,000 to set the dollar amount required for public advertisement and competitive bidding up to $25,000 as long as purchases between $10,000 and $25,000, when possible, are based upon at least three competitive bids.
emergency purchases (complete documentation and a report to the municipality’s governing body and chief executive are required for each emergency purchase);
Purchases between $1,000 and the amount established for advertising and competitive bids may be made without advertising on the open market but "wherever possible" must be based on three competitive bids. This $1,000 limit may be increased by ordinance to 40 percent of the amount established for purchases requiring advertisement and competitive bidding. Purchases of less than $1,000 or the amount set by ordinance do not require advertising or competitive bidding. T.C.A. §§ 6-56-301, et seq. [3]
Section 3. This ordinance shall take effect from and after its final passage, the public welfare requiring it.
Municipalities subject to the Municipal Purchasing Law of 1983 that do not have a a full time purchasing agent and centralized purchasing authority are authorized to increase the dollar amount required for completive bidding and public advertisement from two thousand five hundred dollars $2,500) to a maximum of ten thousand dollars ($10,000), by ordinance. See exceptions in Tenn. Code Ann. Section 6-56-306.
MTAS-3004
Public advertisement and competitive bid thresholds are established as part of the Municipal Purchasing Law of 1983. However, with the passage of TCA § 12-3-1212 additional authority to raise the public advertisement and competitive bid limit is available only to those local government entities that have centralized purchasing authority and a full-time purchasing agent.
By ordinance, the threshold over which public advertisement and competitive sealed bids or proposals are required may be increased to an amount not to exceed $25,000 for non-emergency proprietary purchases, regardless of language in a charter or private act to the contrary. For purchases costing less than the threshold but more than 40% of the threshold or some lower amount set by the governing body, three written quotations are required whenever possible. Purchases of like items are to be aggregated.
MTAS-1718
A RESOLUTION ADOPTING PURCHASING PROCEDURES
FOR THE CITY OF _________________________________, TENNESSEE
WHEREAS, the governing body of this (city)/(town) desires to establish methods to comply with said law and to provide for a more formal process for the procurement of equipment, services, and materials for the operation of municipal government,
WHEREAS, such action is required by the Municipal Purchasing Law of 1983, Tennessee Code Annotated 6-56-301 et seq., now
THEREFORE, BE IT RESOLVED BY THE (governing body) OF THE (city)/(town) OF _____________________________________, TENNESSEE, AS FOLLOWS:
Section 1. The purchasing procedures attached hereto and made a part hereof are hereby adopted.
Section 2. The purchasing agent, as previously designated by Ordinance No. ______ shall be responsible for the enforcement of the procedures hereby adopted.
Section 3. Changes or revisions to the procedures hereby adopted shall be made only by resolution of the (governing body) of this (city)/(town).
MTAS-1719
MTAS-1720
Investment in or purchases from the Local Government Investment Pool (LGIP).
Purchases from Tennessee state industries (T.C.A. § 41-22-119 - -121).
Professional service contracts (T.C.A. § 12-3-12019 & § 12-4-107).
Energy-related service contracts (T.C.A. § 12-4-110).
Any of the insurance as provided in (T.C.A. § 29-20-407).
Purchases for other local governmental units (T.C.A. § 12-3-1203).
Cooperative purchasing agreements (T.C.A. § 12-3-1205 & § 12-9-101 et. seq.).
Purchases of property at public auctions (T.C.A. § 12-2-421).
Reverse auctions (T.C.A. § 12-3-1208).
Purchase of confiscated property from the State (T.C.A. § 12-2-201).
MTAS-1721
The purchasing department is a service agency for all other departments of the city. The purchasing function is a service, and for the mutual benefits gained to go toward the good of the city, all departments must work in harmony. This manual is a guide to help the departments know their buying responsibilities.
To prepare a complete and accurate description of supplies, equipment or services to be purchased.
MTAS-1722
MTAS-1723
MTAS-1726
The material receiving report form is designed to let the purchasing agent and the finance officer know that an item(s) of a particular order has been received.
This form is completed immediately upon receipt of materials, supplies, or services.
The person receiving the merchandise.
A proper material receiving report must contain the following information:
Purchase order number — The number from the purchase order on which the items were ordered
From — Name of vendor
Material received by — Person receiving the item
Date received — Date the goods are received
Quantity — Number of items received
Description — Brief statement describing item(s)
Price — Unit price from the purchase order
Per — Unit measure (foot, lb., etc.)
Amount — Amount equal to quantity times unit cost
Freight charge — Amount (if any) charged for delivery
When any item(s) is not in satisfactory condition, a statement about the condition of the item(s) must be made in the description column. There is no need to write anything in this column if the item is undamaged.
MTAS-1728
Departmental purchase orders are to be used for buying items which cost * or less.
A departmental purchase order should be distributed as follows.
A copy to the vendor
An acknowledgment copy returned signed from the vendor to the department head, confirming the order. This will be attached to the packing slip, delivery ticket, invoice, material receiving report, etc., by the receiving department and forwarded to the purchasing department. The purchasing agent will initial and forward to the finance officer for payment.
A copy will be retained by the purchasing department for filing
The department head is responsible for keeping expenses within budgetary appropriations and must try to secure at least three quotes for those items which cost * or less.
MTAS-1731
MTAS-1732
MTAS-1734
MTAS-1735
In addition to price, the following points should be considered when awarding a bid:
MTAS-1736
Failure of a bidder to complete a contract, bid, or purchase order in the specified time agreed on, or failure to provide the service, materials, or supplies required by such contract, bid, or purchase order, or failure to honor a quoted price on services, materials, or supplies on a contract, bid, or purchase order may result in one or more of the following actions:
Removal of a vendor from bid list for a period to be determined by the governing body.
Allowing the vendor to find the needed item for the city from another supplier at no additional cost to the city.
Allowing the city to purchase the needed services, materials, or supplies from another source and charge the vendor for any difference in cost resulting from this purchase.
Allowing monetary settlement.
MTAS-1741
List of equipment to be used as trade-in shall accompany the request and specifications. The list includes the model, year, serial and city tag numbers, and other pertinent data.
[2] https://www.mtas.tennessee.edu/reference/mayor-aldermanic-general-law-charters
[3] https://www.mtas.tennessee.edu/node/1686
Source URL (retrieved on 07/05/2020 - 3:21am): https://www.mtas.tennessee.edu/reference/purchasing-guide