PURCHASING PROCEDURE

       (revised 7-23-09)

PURCHASING OF EQUIPMENT AND SERVICES:

The purchasing of new or used equipment or the purchasing of services by all departments of the Village of Nashville shall follow the following procedures:

1. The department supervisor or department head shall draw up a list of specifications for each purchase.

1. If the purchase is $1,500 or less, the department supervisor or head may make the purchase; the standing committee for that department may approve a purchase up to $2,000. Any purchase over $2,000 must be brought to the Village council for its approval, (it is RECOMMENDED but not REQUIRED that bids be taken on any purchase over $2,000).

1. Despite cost factors, all department heads may make purchase/s in case of an emergency without council approval – BUT must contact their committee chairperson as soon as possible.

1. Commitments being entered into by any department or committee of the Village of Nashville requiring the signing of a lease, rental agreement exceeding 30 days, or involves paying interest or time payments, must be approved by the Village council prior to entering into the agreement. Subparagraph (B) above, dealing with monetary purchase limits by department heads or committee, does not apply to any agreement involving rentals exceeding 30 days or payments with interest. All transactions concerning titled vehicles or equipment must be approved by the Village council prior to entering into an agreement.

1. The Council, at its discretion, shall decide the manner of letting bids for the purchase of new or used equipment or services by the Village of Nashville. The letting of bids can either be by publishing the bid; or by contacting the individual dealers for that equipment or services.

1. All purchases must be paid by a Village check written by the Village Treasurer. The treasurer must receive the invoice before a check can be written.

1. The Village reserves the right to accept or reject any or all bids it receives on the purchase of new or used equipment or services needed.

1. The purchase of all promotional material using village funds must be requested through a department committee and approved by the Village Council.

SALE OF EQUIPMENT

1. The Council shall decide the procedure to use when the Village plans to sell equipment.

1. All money from the sale of Village equipment, in all departments, shall be given to the Village Treasurer and then deposited in the appropriate Village account(s). At no time will a transaction of barter / trade take place with village equipment except when trade-in value is included in a purchase of a new piece of equipment.

Note: All purchases of a municipality that requires time payments with interest cannot exceed

1 1/4 % of the total SEV of the municipality.