Town Code 4-4-8 Purchasing from Council

Section 4-4-8 Quotation Or Bid Requirements
A. Except as provided in Sections 4-4-9 through 4-4-15 of this Article, prior to purchases of goods
or services, quotations or bids shall be sought according to the following schedule:
DOLLAR RANGE QUOTATION OR BID REQUIREMENTS
$0 
-
$4,999.99
No quotations or bids required.
$5,000 
-
$24,999.99
A minimum of three (3) written quotations shall be solicited. Selection shall be
approved by the Department Director.
$25,000 
-
$49,999.99
A minimum of three (3) written quotations shall be solicited. Selection shall be
approved by the Town Manager.
$50,000
and Above
Sealed Bids shall be solicited through newspaper advertising, from the vendor’s
lists maintained by the Town Clerk’s Office with a design towards obtaining the
greatest number of bidders and bid responses. Upon receipt of the bids, the
responsible Department Director shall prepare his/her written recommendation to
the Common Council for award of the contract.
B. Notwithstanding the provisions of Subsection A of this Section, no public official or employee
shall supply any equipment, material, supplies or services to the Town unless pursuant to a
sealed bid process, except that supplies, materials and equipment may be purchased from a
member of the Town Council where the purchase does not exceed three hundred dollars
($300.00) in a single transaction, and the aggregate total of all transactions for the fiscal year
does not exceed one thousand dollars ($1,000). In compliance with A.R.S. § 38-503, the Town
Council shall annually approve a policy allowing for such purchases from a member of Council
otherwise this exception shall lapse and no such purchase shall be made pending Council
approval of such policy.
C. Sole source procurement should be avoided when possible by using generic specifications
rather than name brand only specifications. Name brand only specifications can usually be
multi-quoted or bid by using multiple distributors. When only one vendor sells the name brand
only material or service a letter from the manufacturer or service provider indicating the sole
vendor is required. A purchase from a sole source supplier of goods and services may be made
without receiving quotations or competitive bids. The requesting Department Director shall
submit a memorandum explaining the sole source request along with the manufacturer or
service provider letter, to the Town Manager for approval. The requesting Director must
demonstrate that there was a serious, diligent effort to identify potential sources and/or test
alternatives available. Requests $50,000 and above also require Council approval. Once
approved by Council, the Department Director may proceed with the regular purchase
procedure.
D. Notwithstanding, the provisions of Subsection A of this Section, because fuel prices fluctuate
daily and purchases need to be made quickly, purchases of fuel for the Airport or fuel facility will
only require two (2) written quotations.
E. When evaluating quotes and bids, except for public works projects as defined in title 34 of the
Arizona revised statutes, a local preference will be used by deducting the local transaction
privilege taxes (TPT) also known as sales tax from quotes received from local businesses. (Ord.
1126/12-13)
1. A local business is defined as one having a fixed location within the town limits.

2. To qualify for local preference, the local business must have a business license with the
Town of Wickenburg and a TPT license with the Arizona Department of Revenue.
a. Both of these licenses must be in place for a minimum of one year prior to the
date of the quote.
b. Any reports or payments required under both of these licenses must be current.
F. A business from which the town has previously not purchased goods or services shall complete
a W-9 form, which shall be included with the business’ bid or quote. (Ord. 1146/07-15)
G. All businesses performing services on town-owned property shall provide proof of insurance
coverage in accordance with the town insurance requirements, set by resolution, prior to the
town issuing a purchase order. (Ord. 1146/07-15)
(Ord. 1045/6-09) (Ord. 1121/05-13) (Ord 1192/12-18)
HISTORY
Amended by Ord. 1045 on 6/15/2009
Amended by Ord. 1121 on 5/13/2013
Amended by Ord. 1126 on 12/2/2013
Amended by Ord. 1146 on 4/20/2015
Amended by Ord. 1192 on 12/17/2018