HomeMy WebLinkAboutResolution BPW 03-06-24-06/Legal/Establishing of Small Purchase Policy
Resolution BPW 02-21-24-04
Page 1 of 3
This resolution was prepared by Sergey Grechukhin, Interim City Attorney, on 2/26/24 at 10:00 AM. No subsequent revision to this
Resolution has been reviewed by Mr.Grechukhin for legal sufficiency or otherwise.
RESOLUTION NO. 03-06-24-06
A RESOLUTION OF THE BOARD OF PUBLIC WORKS AND SAFETY OF THE CITY OF
CARMEL, INDIANA, ESTABLISHING THE SMALL PURCHASE POLICY
Synopsis: This resolution adopts the City’s small purchase policy for purchases costing less than
Fifty Thousand Dollars and designates the Chief of Staff as additional purchasing agent.
WHEREAS, Indiana Code 5-22-8-2 authorizes the City’s purchasing agency to establish a policy
regarding purchases that are expected to be less than Fifty Thousand Dollars; and
WHEREAS, pursuant to Carmel City Code Section 2-182, the Board of Public Works and Safety
(the “BPW”) is designated as the purchasing agency for all Executive Branch departments, commissions,
agencies and other establishments of the Executive Branch, except for the Common Council, the City of
Carmel Redevelopment Commission, the Carmel-Clay Board of Parks and Recreation, the City of Carmel
Redevelopment Authority, the Carmel Economic Development Commission, and the Carmel Civic
Square Building Corporation; and
WHEREAS, pursuant to Indiana Code 5-22-4-5 and 6, the purchasing agency of a political
subdivision can designate multiple purchasing agents to act as an agent for the purchasing agency in the
administration of the duties of the purchasing agency; and
WHEREAS, pursuant to its Resolution 09-02-98-08, the BPW has previously designated the
Director of Administration as the BPW’s purchasing agent and granted him/her the authority to appoint an
appropriate number of deputy purchasing agents; and
WHEREAS, Director of Administration appointed each department head/director as a deputy
purchasing agent for the City;
WHEREAS, the BPW now desires to expand the list of purchasing agents to include the Chief of
Staff as the BPW’s purchasing agent;
WHEREAS, the BPW further desires to establish the Small Purchase Policy for purchases that are
expected to be less than Fifty Thousand Dollars;
NOW, THEREFORE, BE IT RESOLVED by the BPW of the City of Carmel, Indiana, that:
Section 1. The foregoing Recitals are incorporated herein by this reference.
Section 2. The Chief of Staff is hereby designated as an additional Purchasing Agent for the
BPW.
Section 3. Purchasing Agents are hereby authorized to make purchases of supplies, equipment,
goods, materials and services, but excluding an interest in real property, that are expected to cost less than
Fifty Thousand Dollars (collectively “Small Purchases”). Purchasing Agents are further authorized to
negotiate and execute agreements on the BPW’s behalf for such Small Purchases without prior approval
or ratification of the BPW, and without obtaining bids or quotes.
DocuSign Envelope ID: 399A3E29-3B85-4AC0-B00D-9EF0F465E732
Resolution BPW 02-21-24-04
Page 2 of 3
This resolution was prepared by Sergey Grechukhin, Interim City Attorney, on 2/26/24 at 10:00 AM. No subsequent revision to this
Resolution has been reviewed by Mr.Grechukhin for legal sufficiency or otherwise.
Section 4. Deputy Purchasing Agents are hereby authorized to make purchases of supplies,
equipment, goods, materials and services, but excluding an interest in real property, that are expected to
be less than Twenty Thousand Dollars. Deputy Purchasing Agents are further authorized to negotiate and
execute agreements on the BPW’s behalf for purchases described herein without prior approval or
ratification of the BPW or the Purchasing Agent, and without obtaining bids or quotes. Deputy Purchasing
Agents shall seek agreement execution by the Chief of Staff for any purchase that is expected to be
between Twenty Thousand and Forty Nine Thousand Nine Hundred Ninety Dollars and Ninety Nine
Cents.
Section 5. Deputy Purchasing Agents shall keep a list of all executed agreements under Twenty
Thousand Dollars and, upon request, shall provide such list to the Purchasing Agent or the BPW.
Section 6. The Chief of Staff is hereby granted authority to appoint an appropriate number of
additional Deputy Purchasing Agents; however, only a head/director or a deputy head/director of the City
departments can be appointed as additional Deputy Purchasing Agent. Each appointment and/or
revocation shall be in writing, and each appointment must be acknowledged in writing by the Deputy
Purchasing Agent. A copy of each appointment shall be provided to the City Clerk’s office within two
business days of its acknowledgement by the Deputy Purchasing Agent. A copy of each revocation letter
shall be provided to the City Clerk’s office within two business days of its issuance.
Section 7. Purchase requirements contained herein may not be artificially divided to constitute a
Small Purchase under this Resolution.
Section 8. Purchasing Agents and Deputy Purchasing Agents shall comply with all other State and
City laws, rules, policies, and procedures relating to purchasing of supplies, equipment, goods, materials
and services, as well as any State and City laws, rules policies, and procedures related to document
retention.
Section 9. All previously established policies, rules, and orders or parts thereof inconsistent with
any provision of this Resolution are hereby repealed or rescinded.
Section 10. This Resolution shall be effective from and after adoption by the BPW.
[Signature page follows.]
DocuSign Envelope ID: 399A3E29-3B85-4AC0-B00D-9EF0F465E732
Resolution BPW 02-21-24-04
Page 3 of 3
This resolution was prepared by Sergey Grechukhin, Interim City Attorney, on 2/26/24 at 10:00 AM. No subsequent revision to this
Resolution has been reviewed by Mr.Grechukhin for legal sufficiency or otherwise.
SO RESOLVED this day of , 2024.
CITY OF CARMEL, INDIANA
By and through its Board of Public Works and Safety
BY:
Sue Finkam, Presiding Officer
Date:
Laura Campbell, Member
Date:
Alan Potasnik, Member
Date:
ATTEST:
Jacob Quinn, Clerk
Date:
DocuSign Envelope ID: 399A3E29-3B85-4AC0-B00D-9EF0F465E732
06
3/6/2024
3/6/2024
3/6/2024
NOT PRESENT
March
Resolution BPW 02-21-24-04
Page 4 of 3
This resolution was prepared by Sergey Grechukhin, Interim City Attorney, on 2/26/24 at 10:00 AM. No subsequent revision to this
Resolution has been reviewed by Mr.Grechukhin for legal sufficiency or otherwise.
DocuSign Envelope ID: 399A3E29-3B85-4AC0-B00D-9EF0F465E732