Chapter 136

PURCHASING

[HISTORY: Adopted by the Village Board of the Village of Holmen 7-13-2006 by Ord. No. 6-06.[1] Amendments noted where applicable.]

§ 136-1.  Title.

This chapter shall be known as the "Village of Holmen Purchasing Ordinance." 

§ 136-2.  Intent.

It is the intent of this chapter to provide for the uniform and cost effective purchase of items, materials and services by the Village of Holmen. 

§ 136-3.  Purchasing agent.

The Village Clerk shall serve as Purchasing Agent for the Village of Holmen. The Village Clerk may designate, subject to the approval of the Finance and Personnel Committee, an employee to serve as Assistant Purchasing Clerk. 

§ 136-4.  Purchasing procedures. 

A.     This chapter assumes that all items purchased hereunder will first be budgeted in the Village's annual budget. Purchase of various items, materials and services for the Village are hereby divided into four classes: 

(1)    Class A: items consisting of office supplies which can be routinely stocked by the Purchasing Agent. 

(2)    Class B: items used by up to several departments and purchased annually or less frequently and shall consist of capital items, including but not limited to desks, chairs, office equipment, file cabinets, etc. 

(3)    Class C: items particular to one or two departments which are not available from the Purchasing Agent's store of goods. Such items will normally be purchased by the department head with the approval of the governing committee. 

(4)    Class D: items of value in excess of $25,000. These items may be purchased with Village Board approval after being submitted to the bid procedures established by the Purchasing Agent for this type of purchase.   

B.     The procedures for the purchase of materials by the Village of Holmen are hereby established as follows: 

(1)    Class A items will be purchased by all departments through the office of the Purchasing Agent pursuant to procedures established by the said Purchasing Agent. All Class A item purchases are subject to the approval guidelines provided in § 136-5 of the Holmen Village Code of Ordinances. 

(2)    All Class B items will be acquired for the departments by the Purchasing Agent under the direction and supervision of the department's governing committee, pursuant to procedures established by the Purchasing Agent and approved by the Finance and Personnel Committee. All Class B item purchases are subject to the approval guidelines provided in § 136-5 of the Holmen Village Code of Ordinances. 

(3)    All Class C items will be purchased by the department heads, subject to the approval guidelines provided in § 136-5 of the Holmen Village Code of Ordinances. 

(4)    All Class D items will be purchased through the Purchasing Agent under formal bid procedures as approved by the Finance and Personnel Committee and subject to guidelines and restrictions established per state statute. All Class D item purchases are subject to the approval guidelines provided in § 136-5 of the Holmen Village Code of Ordinances.     

§ 136-5.  Purchasing approval authority. 

A.     The following guidelines apply to the purchasing level and purchase approval authority for the Village of Holmen:

	Item Cost	Approval Authority
	$0 - $1,000	Department Head, Village President
	$1,001 - $2,000	Governing committee
	$2,001 or over	Village Board
	$25,000 or over	Bid procedure required

             

    

B.     Any governing committee or commission, Village President or Village Administrator can require a purchase of supplies, materials, equipment or contract for services be submitted to the bid procedure at their discretion. 

C.     Emergency situations may occur which will require the purchase of items or services that exceed the thresholds for item cost and approval as outlined in § 136-5 of the Holmen Village Code of Ordinances. In the event an emergency situation should arise, the following procedures shall apply: 

(1)    The department head shall evaluate the immediacy of the emergency and respond appropriately. 

(2)    Whenever possible, the department head should obtain approval from the Village Administrator prior to taking any action. 

(3)    The Village Administrator will make a determination as to whether prior approval shall also be obtained from the department's governing committee chairman and/or the Village President. 

(4)    The department head shall document the emergency situation and gather all costs of the associated unauthorized purchases for subsequent approval as provided under § 136-5 of the Holmen Village Code of Ordinances.     

§ 136-6.  Exceptions.

Department heads may request exceptions to these procedures for specific items or classes of purchases. A request for an exception will be in writing, signed by the department head and governing committee chairman, and will detail the basis for the requested exception. The Purchasing Agent will indicate thereon whether or not said exception would do damage to the purchasing system established by this chapter. Approval for item exceptions will be by the Finance and Personnel Committee. Any approval for exception for the purchase of a class of items will be by the Holmen Village Board. The Purchasing Agent will maintain a file of all requested and approved exceptions and will serve in an advisory role to the committees and Village Board regarding exceptions. Exceptions, if granted, must be in writing. 

§ 136-7.  Stock of supplies.

The Purchasing Agent shall maintain a sufficient store of Class A items so as to meet the needs of the departments or be able to acquire them within 24 hours. Offices and departments are encouraged to order from the Purchasing Agent quantities to meet the needs for a calendar quarter, taking into consideration supply costs and employee time. 

§ 136-8.  Duties of Purchasing Agent.

The duties of the Purchasing Agent will include: 

A.     Responsibility for the inventory of Class A items. 

B.     Responsibility to assist and advise the department heads and committees in acquisition of Class B items. 

C.     Serving in an advisory capacity to all departments and committees in matters of requisitions, purchases, bidding and requested exceptions to these procedures. 

D.     The detection of unauthorized purchases by any office, department or employee of the Village and prompt referral of the matter to the Village Administrator, the Finance and Personnel Committee and the Village President. 

E.      Receiving complaints from any department or office as to item quality or quantity deficiencies. If the Purchasing Agent is not able to resolve the matter, it will be the responsibility of the Purchasing Agent to refer the matter to the Village Administrator, the governing committee and/or the Finance and Personnel Committee for resolution. 

F.      Solicit annual needs estimates from each department during budget preparation period, receive and fill item requests from each department, and honor emergency requests based on unusual or unforeseen circumstances. 

G.     Arrange delivery of Class A and Class B items purchased and recover costs involved by ensuring they are charged to the appropriate department.