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REGULAR MEETING <br />ATTEST: <br />s/Linda Martin, Clerk <br />MARCH 8, 2010 54 <br />ADOPT RESOLUTION NO. 11-2010 - A RESOLUTION OF THE BOARD OF PUBLIC <br />WORKS CITY OF SOUTH BEND INDIANA ADOPTING A VENDOR POLICY <br />Mr. Gregg Zientara, City Controller, stated. this new policy defines steps to set up new vendors <br />and sets guidelines for when a vendor becomes inactive. He noted after two years of inactivity, a <br />vendor will have to re-apply for active vendor status. Mr. Murray Miller, Local Union No. 645 <br />questioned if a contractor hasn't won a bid for two years, will they have to go through the process <br />every time? Mr. Zientara stated they will. Mr. Gilat noted it is a simple one-page form to answer. <br />Mr. Zientara added that the City policy has been much tighter than the State's policy for years <br />and the revised matrix chart will simplify the language to make it easier to understand and loosen <br />up the policy. Mr. Phil Custard, Purchasing, noted the policy will raise the limits and increase the <br />$500.00 limit to $2,500.00 for requiring quotes. Board Attorney, Cheryl Greene, added that by <br />simplifying the policy and adjusting it to follow State policy, it helps the vendors understand <br />what is expected of them. Mr. Zientara noted the policy will be posted on the City Intranet and <br />will be accessible by a third party. Upon a motion by Mr. Inks, seconded by Mr. Littrell and <br />carried, the following Resolution was adopted by the Board of Public Works. <br />RESOLUTION N0. 11-2010 <br />A RESOLUTION OF THE BOARD OF PUBLIC WORKS <br />FOR THE CITY OF SOUTH BEND, INDIANA <br />ADOPTING A VENDOR POLICY <br />FOR THE CITY OF SOUTH BEND 1NDIANA <br />WHEREAS, Indiana Code § 5-22-1-1 et. seq. ("Act") governs public purchasing and <br />applies to every expenditure of public funds made by a govcrnmental body; and <br />WHEREAS, the Act provides that a gover~unental body may establish written rules and <br />policies to regulate its purchasing consistent with and supplementary to the Act., and may appoint <br />purchasing agents to authorise public purchases on behalf of the governmental body; and <br />WHEREAS, pursuant to Indiana Code §36-1-3-1 et seq. ("Home Rule"}, the State has <br />granted the City with all the powers that it needs for the effective operation of government; and <br />WHEREAS, in order to provide for the efficient and effective conduct of business, it is <br />desirable that the City adopt a policy addressing the City's relations with its vendors in the form <br />presented to the Board as Exhibit "A" attached hereto and incorporated herein ("Vendor Policy, <br />Effective March 1, 2010"); and <br />NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works for the City of <br />South Bend, Indiana as follows: <br />Section 1. The Vendor Policy, Effective March 1, 2010 in the form presented to the <br />Board as hereto as Exhibit "A" is hereby approved and adopted in its entirety for use by <br />all City departments and divisions. <br />Section 2.. The Vendor Policy, Effective January 1, 2010 shall apply to public <br />purchases unrelated to a public works policy which are governed by alternative <br />provisions of Indiana law. <br />Section 3. The Secretary of the Board is instructed to include a copy of the Vendor <br />Policy, Effective March 1, 2010 with the minutes of this meeting. <br />Section 4. This Resolution shall be in full farce and effect upon its adoption by the <br />Board of Public Works.. <br />ADOPTED at a meeting of the Board of Public Works held on March S, 2010 at 227 <br />West Jefferson, Room 130$, County-City Building, South Bend, Indiana. 46601. <br />CITY OF SOUTH BEND <br />