ADMINISTRATION

Chapter 2

ADMINISTRATION

Art. I. InGeneral,§§2-1—2-25

Art. II. ForsythPlanningCommission,§§2-51—2-80

Art. III. MiddleGeorgia Regional Commission, §§ 2-106—2-120

Art. IV. DowntownDevelopmentAuthority,§§2-121—2-129

Art. V. CodeofEthicsforthe CityofForsyth,§§2-130—2-150

Art. VI. Municipal Building and Property Naming §§ 2-160-67

Art. VII. Conflict with Other Laws § 2-168

ADMINISTRATION

ARTICLEI.INGENERAL

Sec. 2-1.Councilmeetings—Regularmeeting dates.

RegularmeetingsoftheCityCouncilshallbe heldonfirstandthirdTuesdayofeachmonthatsuchtimeas designatedbytheCouncil.

Charterreferences—Regularand special meetings,§2.19

Statelawreference—Meetingsofgoverning bodytobepublic,OCGA§36-80-1.

Sec. 2-2.Same—Attendance byCity Attorney.

It shall bethe dutyoftheCity Attorneytoattendallmeetingsof the CityCouncilwhen sorequested.

Charter reference—City Attorney,§3.12.

Sec. 2-3.Personnel policies generally.

NothinginthisCodeortheordinanceadoptingthisCodeshallaffectanyordinanceestablishingpersonnel policies ofthecityandallsuch ordinancesareherebyrecognizedascontinuinginfullforceandeffect to the sameextent asif set out at length inthis Code.

Crossreference—Personnelmanual,App.B.

Sec. 2-4.Retirements,pension,etc.,plans andbenefits forcitypersonnel.

NothinginthisCodeortheordinanceadoptingthisCodeshallaffectanyordinanceestablishingor otherwiserelatingtoretirement,pensionordisabilityplansorbenefitsforcitypersonnelandallsuch ordinances areherebyrecognized as continuingin fullforceandeffecttothe same extent asif setout at length inthis Code.

Sec. 2-5.Compensation of cityofficers,employees,etc.

NothinginthisCodeortheordinancesadoptingthisCodeshallaffectanyordinancerelatingtosalaries orcompensation ofcityofficersandemployeesormembers ofcityboards orcommissions orto compensationorpayplans orclassificationplansforsuchofficers oremployees,andallsuch ordinances areherebyrecognizedascontinuinginfullforceandeffecttothesameextentasifsetoutatlengthin this Code.

Sec. 2-6.Drug screeningrequiredfor newemployees.

Priorto commencement of employmentwith thecity, the person soemployed shallbe required to pass a drug screening test. All new employees shall be informed in advance that such testing will be required.

Sec. 2-7.Purchasing policy.

(a)Introduction:TheCityofForsythPurchasingand Inventory Departmentwasestablishedtoupholdthecity’s commitmenttothepublictrustthroughproactive,consolidationandstandardizedpurchasingmethods. ThePurchasingand Inventory Department’sprimarygoalisto procuretherightproduct or serviceattherightpriceatthe righttime.TheCityofForsythPurchasingPolicycoversthefollowingpurchasingthresholds,regularand specialpurchasingmethods, andother processes:

(b)Purchasingthresholds:PurchasingMethodsandDollarThresholds–Thedollarvalueofthegoodsand servicestobepurchaseddeterminesthepurchasingmethodtobeused.Followingthe selectionoftheappropriatepurchasingmethod, theawardofpurchaseordersandcontractswithvendorswillbebasedonthelowestevaluatedcost, whilemeetingthespecifiedquality,quantityanddeliveryrequirements.Anyexceptionstothisarefurther definedinthispolicy.Priortopaymentofanypurchase,thepurchasemustbereviewedbythe City Administration Departmentandreviewed and approved by the CityManager.

(c)The followingspecificdollar thresholds areused todetermine theappropriate purchasingmethod:

  1. Lessthan$2,500–Thepurchaseofgoodsandservicesinanamountof$2,499andlessshall bebyanapprovedvendordirectorderwithaticket/invoicethathasalegiblesignatureandthe PurchasingandInventoryDepartmentclearlyidentifiedandsubmittedwithanapprovedpurchaseorderto the City Administration Departmentforpayment.Purchasesunder$2,499donotrequirea competitivebidprocessandcan be made bydepartment heads.
  1. $2,500tolessthan5,000–Purchasesfor$2,500to$4,999requirethesolicitationofatleast three(3)informalquotesfromapprovedvendors,inwritingbythePurchasing and Inventory Department.A purchaserequisitionwillbeenteredandtheapplicablequoteswillbeprovidedtothePurchasing and Inventory Departmentviaemailorinterofficemail.Afterthepurchasingagentapprovestherequisition, the Purchasing and Inventory Departmentwillgenerateapurchaseorder.Purchaseorderswillbefaxedoremailedtothevendor for the order. All purchasesunder $5,000canbeapproved bytheCityManager.
  1. $5,000tolessthan$10,000–Writtenquotesfromatleastthree(3)approvedvendors required. Thepurchasingagent willsolicit andreceivethesewritten quoteswith assistance from thePurchasing and Inventory Department.The Purchasing and Inventory Departmentwillreviewallquotationsandmakearecommendation. Thedepartmentwillissueapurchaserequisitionandthesameprocessisfollowedaswiththe $2,500to$4,999purchases. The formal sealed bid process is optional at this level and will be determined in consultation with the Purchasing and Inventory Department. Any purchases of $5,000 or over shall be approved by Mayorand Council before orders are placed.
  1. Over$9,999–FormalSealedBidLimit–Purchasesestimatedinvaluetomeetorexceed$10,000willbemadeusingtheformalsealedbidprocess.Anapprovedpurchaserequisitionmust bereceivedfromthePurchasing and Inventory Departmentprior toproceedingwiththesealedbid solicitation.Priortoanyaward,thebidawardrecommendationmustbeapprovedbytheMayorandCouncil.Afterapproval,apurchaseorderand/orservicescontractwillbeprocessed.For detailed procedures, see the sectioninthe policytitled“TheFormal Sealed BidProcess.” Purchases estimated in value to meet or exceed $100,000 must meet state requirements set forth in the Official Code of Georgia Annotated, § 36-91.

(d)PurchasingMethods:

  1. ContractPurchases/ProfessionalServices–Purchasetransactionsof$10,000andgreaterfor servicesperformedonCityofForsythpropertyorservicesperformedonbehalfoftheCityof Forsythshallbepurchasedusingaduly executed,formal contract.Thecontractshallcontain,but notbelimitedto,thefollowingelements:specificationsfullydescribingthegoods,materials,and equipmentincluding,theconstructionandmaintenanceservicesandtheeffectdates;general conditionsofthecontract;specialconditions,if applicable, andthecontractor’sproposal.
  1. Exceptforprofessionalservices,whichareexemptfromstatepurchasingregulations,this purchasingmethodrequiresthePurchasing and Inventory Departmenttosolicitbids,obtainatechnicalevaluation bythePurchasing and Inventory Department,prepareacommercialevaluation,andobtainapurchaseapproval priortoan award.Forthesepurchases,theapprovedpurchaserequisitionprecedestheissuance of a bidsolicitation.
  1. After approval of theMayorandCouncil for bids over$5,000, theCityManagershall executeall service contractdocuments.The Purchasing and Inventory Departmentwillissueapurchaseorderinconjunctionwiththecontract.The purchaseorder will referencethe contract documentandthe citywill utilize thepurchaseorder forpaymenttorenderreceiptandpaymentforservicesperformedbythecontractor.All proceduresandprocessesregardingpurchaseordersremainunchanged by thismethod.
  1. Purchasing and Inventory Department“ApprovedVendor”Purchases –Purchaseorderswill be issuedonall purchasetransactions.ThePurchasing and Inventory Departmentmaypurchasedirectlyfrom the approvedvendor andmayprocessthesetransactionsupto$2,499invalue.Thesepurchasesare for services orgoods thatarenotpurchasedinbulkandkeptinstock. Fortheseapprovedvendor purchases,thePurchasing and Inventory Department is requiredtoprovideallsupportingdocumentationfor selecting,receiving,andinvoicingassociatedwiththepurchasetransaction.Allpurchasesmade by the“approvedvendor”processwillbeforwardedtothe City Administration Departmentforapprovalbythe CityManager.
  1. PurchaseOrderPurchases–Purchaseorderswillbeissuedonallpurchasetransactions. Purchaseordersshallbecompleteindetail,accurateincontent,andmeetallrequirementsof thePurchasing and Inventory Departmentandthecity.ThispurchasemethodrequiresthePurchasing and Inventory Departmentto solicitbids,evaluatethequotes,andobtainpurchaseapproval,ifapplicable,prior toissuingthepurchaseorder.Allpurchasesmadeby the“purchaseorder”processwillbeforwarded to the City Administration Departmentfor approvalby the City Manager.
  1. Priortoauthorizingpaymentforapurchaseorderpurchase,receiptofgoods/servicesmustbe verified.Theverificationprocessincludes,butisnotlimitedto,comparisonofquantityordered toquantityreceived,purchaseorderpricetovendor’sinvoiceprice,goodsorderedtogoods received,discounttermsandpaymentterms,etc.Itisthecity’spolicytomakepayment(s)for onlygoodsorderedandatthepriceagreeduponbythepurchaseorder.Vendorinvoiceerrors shouldbebroughttotheattentionofthe City Administration Department.Uponreceiptofmaterials,supplies,equipment or servicesbythePurchasing and Inventory Department, an invoice is submitted to the City Administration Department for payment.
  1. Where applicable,thefollowing processes andcorresponding documentation areto be maintained by thepurchaser and/orvendoras described:
  1. BidBond/BidGuarantee–WhenrequiredintheRequest for Proposal/Request for Quotationdocuments,proposals submittedinresponse toa Request for Proposals/Request for Quotations shall be accompaniedbya bidbondintheamount ofnolessthan 5percentofthesolicitation’sannualvalueasestimatedbytheCityofForsyth.Thebidbondmaybeintheformofacashier’scheck,certifiedcheck, money order,orabondfromthebondingcompanylicensedtodobusinesswithintheStateof Georgia.BondswillbemadepayabletotheCityofForsyth.Thecityretainstherightto exercisethebidbondshouldabidderdecidetowithdrawabidwithoutsufficientcause afterthe biddue date haspassed.
  1. InsuranceRequirements–ThePurchasing and Inventory Departmentisresponsibleforobtaining CertificatesofInsurancefrom contractors performing work or delivering services for the city. Contractors must be able to prove that they have insurance which covers worker’s compensation.Insurance certificatesshallbecomplete,currentandinaccordancewiththelimitssetinthecontract language.TheCityofForsythshallbenamedasAdditionalInsured.The Purchasing and Inventory Departmentis responsibleformaintainingcurrentcertificatesonallactivecontracts.Ifthecontractor failsorrefuses to providearenewalcertificate,the Code Enforcement Officershouldtakeimmediateaction tostopworkandfileabreachofcontractnoticetothecontractor.The Purchasing and Inventory Departmentshouldassistthe Code Enforcement Officer withtheenforcementofastopworkordergiven tothe contractor.
  1. PerformanceBond–ForallPublicWorksconstructionprojectsandforotherworkover$10,000asrequiredinthebiddingdocuments,acontractorshallfurnishacorporatesuretybondassecurityfortheperformanceoftheserviceorconstructioncontract awardedviaasealedbid.Saidsuretybondshallbeintheamountof100percentoftheannual grossrevenueofthecontractorunder the service contract. The Official Code of Georgia Annotated,§36-91-2definesaPerformanceBondasabondwithgoodandsufficient suretyorsuretiesforthefaithfulperformanceofthecontractandtoindemnifythe governmentalentityforanydamagesoccasionedbyafailure toperformthesamewithin theprescribedtime.Suchbondshallbepayableto,infavorof,andfortheprotectionof the governmental entityfor whichthe work is tobedone.
  1. Payment Bond- For all Public Works construction projects exceeding $100,000 as required in the bidding documents, the contractor shall furnish a payment bond as security for the use and protection of all subcontractors and all persons supplying labor, materials, machinery, and equipment in the prosecution of work provided in the contract. In lieu of a payment bond, Mayor and Council may choose to accept a cashier's check, certified check, or cash. Mayor and Council may choose to require payment bonds in other contracts at their discretion. (O.C.G.A. § 36-91-90)
  1. PurchaseRequisition–Allpurchases,regardlessoffundingsources,willbemadeusing properlypreparedandauthorizedpurchaserequisitionswhichmustbereviewedand approvedbythepurchasingagent.Purchaserequisitionsshallspecifytherequirements forgoodsand/orservicesinfulldetailandwillbeinitiatedandapprovedbythe department director andhis/her designee.
  1. Departmentsmust notdivideanypurchasesintosmallerquantitiesofthesamegoods/servicesandsubmit theseinvoicesseparatelyonmultiplepurchaserequisitions inanefforttocircumventtherequiredcompetitivebidprocess.Incorrectorincomplete purchaserequisitionswillbereturnedtothePurchasingand InventoryDepartmentwith comments.
  1. Construction,MaintenanceandotherServiceReceipts–Whenreceivingservicesfor construction,maintenance,andother services, the Purchasing and Inventory Department should compare the purchase order document and/or contract for the contracted payment terms. Invoices shall be submitted for payment in strict accordance with the payment terms such as payment for lump sum contracts, where payment is made upon completion; or payment ismadeforcompletedworkprogress;etc.UndernocircumstancesshouldthePurchasing and Inventory Departmentpayinadvanceforworkormaterialreceivedrelatedtoaproject,unless provided underthecontract terms.
  1. RecurringCharges–The Purchasing and Inventory Department shall verify invoice charges against original purchase order documents and/or contracts whenreceivinginvoicesforleases,rentals,or othermonthlycharges.Ifcorrect, the Purchasing and Inventory Department mustcomplete a purchase requisition which includestheoriginalpurchaseordernumber.Advancedpaymentsandoverchargesfor goodsorservicesshouldnot bemade.

Sec.2-7A.Theformal sealedbid process.

(a)Theformalsealedbidprocessisrequiredforallsolicitationswithavalueequal to or greaterthan$10,000and optionalforsolicitationsgreaterthan$5,000butlessthan$10,000.Thesealedbidprocessisusedonly bythePurchasing and Inventory Department.If Mayor and Councilfindafter public notice and a hearing, that special circumstances require an exemption from the formal sealed bid process to avert an imminent threat to public health or safety, then they shall grant an exemption.Transparentbusiness practicesarealwaysfollowedtoencourageapprovedvendorstoparticipateinaprotected,competitive environment.

(b)Allformalsealedbidresponsesareopenedinapublicvenueandrecordedattheexacttimeanddate designatedinthebiddingdocuments.Dependingonthe typeofbid,the awardwill bemadetothemost qualified,responsiveandlowestbidderwhosebidsatisfiesallrequirementscontainedinthebidor additionalevaluationwillcommence,followedbytheaward.Bidawardsandbidtabulationswillbe postedonthecity’swebsite.Thesuccessfulbidderwillreceiveanoticeofaward,followedbyapurchase order and/or contractfor the goodsor services.

(c)BiddingFormats:

  1. TheCityofForsythPurchasing and Inventory Departmentusestwobiddingformatstosolicitformalsealed bidsfromvendors:RequestforQuotation(RFQ)andRequestforProposal(RFP).Inadditionto theRFQandRFP,thePurchasing and Inventory DepartmentmayalsoissueaRequestforInformation(RFI) or Request forQualifications withoutthe intentiontopurchase.
  1. RequestforQuotation(RFQ)–Thecity’spurchasingagentmayelecttousethe RequestforQuotation(RFQ)biddingformatwhenboththespecificationsandtheprocess arepredetermined.TheRFQclearlydefinesthescopeoftheworkandcontains contractualtermsandconditions.Inmostcases,thebidwill be awarded based on thebest price offered, but the awardmay be made inwhat is determined to be inthe best interest ofthe city.TheRFQmayrequirethesubmissionofbidsamples,descriptiveliterature,and technicaldataandmayrequire inspectionor testingof a productbefore afinal award.
  1. RequestforProposal(RFP)–TheRequestforProposal(RFP)biddingformatmaybe usedwhenthegoodsandservicesdonotlendthemselvestoaclearandaccurate statementofwork,and/ortheobjectiveofthesolicitationistoidentifythebidderwho canofferthebestpossiblesolutionatthemostreasonablecost.TheRFPseekstoidentify andevaluatebidders'proposals.Alleligibleproposalswillbesubjectedtoconfidential evaluationspriortoaward(see“BidEvaluations”section).Duringtheevaluationstage, thecitymayrequestclarificationsornegotiatescopechangeswithashortlistofselect bidder(s)inanefforttofinalizetechnicaland/orcost proposals.Followingtheevaluation stage, thevendorsmaybeaskedfor a“best andfinaloffer”toobtainthe lowestprice.
  1. Requestfor Information(RFI) or Requestfor Qualifications–Attherequest of thePurchasing and Inventory Department,thecity’spurchasingagent,shallsupporttherequestfor technicalandcommercialdatatoevaluatethefeasibilityofacommodityorservice,the qualificationsofpotentialvendorortopreparefiscalyearbudgetinformation.Should priceberequestedfromvendors,vendorswillbeinstructedthatprice(s)isbudgetaryonly andtheCityofForsythshallnotbeobligatedtopurchase.Informationreceivedbythis processwillremainconfidentialtoboththecityandtotheparticipatingvendors. Disclosureof the informationassociated with a specific RFIis prohibited.

(d)BiddingProcess:

  1. PurchaseRequisition–ApurchaserequisitionmustbecompletedbythePurchasing and Inventory Department,approvedbythedepartmentdirectororhis/herdesignee,andthensenttothe Purchasing and Inventory Departmenttoschedulethebidpreparation.Therequisitionmustaccompanya complete listof specifications andpotentialvendors, includingname,address,phone,fax, email, andcontact person.
  1. Solicitation–Oncethepurchaserequisitioniscompleted,approved,andsenttothe Purchasing and Inventory Department, thePurchasing and Inventory Departmentwillsetadateforbidopeningandwillpreparebidpackages.Bid packageswill include,at aminimum,the followinginformationand/ormaterials:
  1. A transmittal letterinvitingthe vendorstobid
  2. The date andtime thebids aredue andany pre-bidconferencemeetings
  3. Addressoftheoffice inwhichbids aretobe received
  4. AStatementofWorkincludingacompletedescriptionofthegoodsortheservices required
  5. The technicalspecifications plans anddrawings (ifapplicable)
  6. Contracttermsandconditions,includingwarrantyandbondingorothersecurity instruments (if applicable)
  7. A proposal/pricingform
  8. Acknowledgmentofagreementwithallaspectsofthebidincludingadateorschedule onwhichgoods orservicesare required
  9. Vendor’s References,BusinessLicenseandCertificateof Insurance
  10. A sealed bidlabel
  1. PublicPosting:
  1. Forpurchasesover$10,000,the Purchasing and Inventory Departmentwillposttheformalsolicitationonthecity websiteandmayadvertisethroughnewspapersandothermeans,suchastradejournals.
  1. PublicWorksProjectsover$100,000mustbeadvertisedintheofficiallegalorganof the countya minimum of two times, with the first advertisement occurring at least four weeks prior to the opening of the sealed bids or proposals. The second advertisement shall follow no earlier than two weeks from the first advertisement. (O.C.G.A. § 36-91-20)
  1. BidpackageswillbemailedviatheUnitedStatesPostalServiceorotherdelivery services andshall bepostedonthe city website.
  1. Anychangetoaformalsolicitationaftertheinitialpublicposting,includingbutnot limitedtochangestorequirements,attachments,ortheclosingdateandtime,mustbe postedasofficialwrittenaddenda.Whenpostinganaddendum,thecitymustprovide biddersand the general public with at least 72 hours to view and processanynewinformation, excluding Saturdays, Sundays, and legal holidays. If circumstances necessitate the change of a formal solicitation within 72 hours of the scheduled opening of bids or proposals, excluding Saturdays, Sundays, and legal holidays, then theopening of bids or proposals shall be extended at least 72 hours beyond the originally scheduled time, excluding Saturdays, Sundays, and legal holidays. Addenda shall also bepostedonthe city’s website.

(O.C.G.A. § 36-91-20)

  1. Pre-QualifiedVendors–TheCity ofForsythwillstrivetopre-qualifyitsvendorsandmaintain qualifiedvendorsinadatabase,classifiedbycommodityandservicetypealongwithtechnical andcommercialfactors.Vendorregistrationforthisdatabaseisaccomplishedonthecity’s website.Vendors will be added or removed from the database by a consensus decision of the Purchasing and Inventory Department.Vendorscurrentlyutilizedbythecitywillbeconsideredqualified and/or pre-approved.
  1. InstructionsforBidPackages–Sealedbidpackagesmaybedistributedviathefollowing processes:
  1. Bidpackagesmaybehanddeliveredatapre-bidconference.The Purchasing Departmentwillissuea letterofinvitationtothe biddersannouncingthebidsolicitation, the pre-bidconference location, andtherequirement toattend.
  1. Bidpackagesmaybe sent viathe United States Postal Serviceor anotherdelivery service.
  1. Bidpackagesmay be pickedupatthePurchasing and Inventory Department.
  1. Bidpackagesmaybe downloadedfromthecity’swebsite,butsubmissionsmustbein paper formandmuststillinclude theofficialsealed bidsticker.

(e)Atitsdiscretion,thecitymaychoosetoholdapre-bidconferenceinordertoclarifyany ambiguities,answerquestions,andensurethatallbiddershaveacommonunderstanding regardingthesuppliesorservicesrequired.Theconferenceshallbeheldatleastsevendays priortothebiddeadline,andthebidsolicitationshouldcontainallconferencedetails,including whetherornotbidderattendanceismandatory.Statementsmadeatthepre-bidconferenceshall notbeconsideredaddendatothebidsolicitationunlessawrittenaddendumisissuedpursuant tothe conference.

  1. Receipt andEvaluationofSealed Bids–Thesealed bidprocessprohibitsfax, email, telegram, orverbalresponses.Allbidssolicitedunderthesealedbidprocesswillbeprocessedand maintained as follows:
  1. Bidders’responsestothesolicitationshallbeinwrittenformandsubjecttothesealed bidprocess.ThePurchasing and Inventory DepartmentwillonlyacceptresponsesthroughtheUnited States Postal Service,otherovernight delivery services,or byhand-delivery tothePurchasing and Inventory Department.
  1. Forconsideration,allbidsshallbeplacedinasealedpackageandmarkedwiththebid number andproject nameprovided bythe Purchasing and Inventory Department.
  1. Allbidpackageswillbedateandtimestampedwhenreceivedtoindicatetimeliness. Latebids aregenerallyrejectedunlessdue toadocumented delivery service delay.
  1. Allbidssubjecttoandreceivedonorbeforetheduedateshallbemaintained unopened ina protected, proprietaryenvironment.
  1. Apublicopeningofbids/proposalswillbeheldatCityHallonthedateandtime specifiedinthesolicitationpackage.Theinformationreadaloudshallconsistofthe bidder names, includingthosewhosubmitted“nobids”and“non-responses.”
  1. Atthebidopening,bidpricequotations submitted under the Request for Proposalsprocess will be kept confidentialuntilanawardhasbeenmade,whereaspricequotationssubmittedunder the Request for Quotations processwill be announced.
  1. The Purchasing and Inventory Departmentandpurchasingpersonnelmayprepareindependent evaluationsdependingonthepurchasetransaction.Theevaluationprocessforeachof thetwoformalbiddingprocessesisdescribedinthe“BidEvaluations”sectionofthis Policy.
  1. ExtensionofDueDate –Extensionof the due dateduringbidsolicitationis granteduniformly toallbiddersbythePurchasing and Inventory DepartmentandwiththeconcurrenceofthePurchasing and Inventory Department.Anyextensionoftheduedatewillbebasedonthetechnical,commercialand financialimpactontheCityofForsyth.Bidextensionsmaybeverballygranted,buttheywillbe confirmedinwritingtoallbiddersasanaddendumtothebidandwillbepostedonthecity’s website.
  1. LateBids–Aproposalormodificationtoabidreceivedaftertheduedateisclassifiedasa “latebid.”Thepurchasingagentusuallyrejectsalllatebidsormodifications,withthefollowing exception:
  1. Ifthevendor’sbidisdelayedduesolelytofailureoftheUnited States Postal Serviceorotherdeliveryservices todeliverontime,the Purchasing and Inventory Departmentwillconsiderthepostmarkorotherdatestampindicator as documentationthat the deliverywas attempted priortothe due date andtime.
  1. Modifications orWithdrawalof BidsPrior toBidClosing
  1. Abidderoranauthorizedrepresentativemaymodifyorwithdrawabidinperson beforethetimeanddatesetforbidclosing.Themodificationorwithdrawalmustbein writingandmust bereceived before the timeanddate setforthebidclosing.
  1. Alldocumentsconcerningamodificationorwithdrawalofabidshallberetainedin the appropriate procurement file.
  1. Late Modifications orWithdrawalof Bids
  1. Duringtheevaluationprocess,iftheevaluatorsuspectsabidhasacalculationerror, thebidder willbegiven opportunitytoreconfirmthebidbeforea finalrecommendation ismade.Thevendorshallnotbepermittedtocorrectthebidunitprice,butwillbe permittedtocorrectextendedamounts.Shouldthevendordetermineaunitprice(s)is inerror,thevendorwillbepermittedtowithdrawitsbidwithoutpenaltyandwithout affectingfuturebiddingopportunities.
  1. The Purchasing Department,atitsoption,willbepermittedtoexerciseavendor’sbidbondifthevendor doesnotproducesatisfactoryevidenceoftheerror.Insuchcase,itwillbethepractice ofthePurchasing and Inventory Departmenttoacceptabidwithdrawalandexcludethevendorfrom future biddingfor a periodofoneyear.ThePurchasing and Inventory Departmentwill documentthe decision.

Sec. 2-7B. Sole source

(a)Sole source means those procurements made pursuant to a written determination by the City Manager that there is only one source for the required supply, service, or construction of an item.

(b)The City Manager shall designate a sole source for any item or service, the purchase of which, due to special scientific, technological, or extraordinary specifications and circumstances, is available from only one vendor. Designated sole source purchases are exempt from the bid, proposal, and quote requirements discussed in this Code in Sec.2-7 and Sec. 2-7A.The Director of the Purchasing and Inventory Department shall conduct negotiations as to the terms of the sole source procurement. Any such purchase shall be documented as to the reasons for the sole source and shall be maintained in the office of the Purchasing and Inventory Department. Mayor and Council shall approve all sole source purchases where the cost is greater than $5,000.

Sec. 2-7C. Emergency purchasing

(a)The City Manageror his/her designee shall have the authority to authorize the purchase of commodities and services where there exists an emergency constituting a threat to public health, safety or welfare or to the soundness and integrity of public property or to the delivery of essential services and where the adverse effects of such emergency may worsen materially with the passage of time. These purchases shall be exempt from the bid, proposal, and quote requirements discussed in this Code in Sec. 2-7 and Sec. 2-7A.

(b)Acquisitions shall be made using such competitive procedures as circumstances reasonably permit. Emergencies shall be documented by the using department and submitted to the Purchasing and Inventory Department.

(c)Purchases shall be approved according to normal procedures outlined in Sec. 2.7 as soon as circumstances reasonably permit.

Sec. 2-8.Ethicalandprofessional standards andpractices.

(a)CompetitiveProcess–Exceptincircumstancessetforthbythispolicy,anyothercitypolicy,orpursuant toapplicablelaw,orasdeterminedbyMayorandCounciltobeinthecity’sbestinterest,allpurchase ordersmustresultfromacompetitiveprocess.Priortopaymentofanypurchaseorder,thepurchase mustbereviewedbythe City Administration Departmentandreviewed and approved by the CityManager.

(b)ConflictsofInterest–Noelectedofficialoremployeeofthecityshallparticipateinthepurchaseof goodsorservicesthatwouldresultinfinancialgainbytheindividualoranymemberoftheindividual’s family.Consequently,allcityofficialsandemployees,whetherinvolvedinthepurchaseofgoodsor servicesor not,will conduct themselvesbythe followingcodeofconduct:

  1. AlwaysfollowtheCityofForsythPurchasingPolicyandProcedurewhichplacesthe responsibilityofpurchasingtransactionswiththePurchasing and Inventory Department.Unlessauthorizedor delegatedbypurchasingprocedures,employeesshallremovethemselvesfromthedecision makingprocess when there is animpliedor actual conflict ofinterest.
  1. Employeesshallreportallpotentialoractualconflictsofinteresttothepurchasing agent,their department director, andthe CityManagerimmediately.
  1. Cityemployeeswhohavefamilymembersnegotiatingforprospectiveemploymentwitha vendororcontractorwhoworksforthecityshallnotbedirectlyorindirectlyinvolvedina purchase transactionwith thosevendors.
  1. Nocityemployee,appointedofficer orelectedofficershallsellanyrealorpersonalproperty tothe cityexcept as permitted underthe Official Code of Georgia Annotated,§16-10-6.

(c)EmployeeApprovedfor Purchasing–ThePurchasingDepartment will maintainalist ofcityemployeeswho areauthorizedtopurchasegoodsandservicesorapprovepurchaserequisitionsabovethe$2,500 purchasingthresholds.Purchaseordersrequestedbyemployeeswhoarenotontheauthorized purchasinglistwillnotbeprocesseduntilproperauthorizationisreceivedfromtheirdepartmentdirector.

  1. Eachdepartmentdirectoristosubmitalistofindividualsauthorizedtoapproveapurchase requisition.
  1. Authorized purchasinglist will be reviewedandupdatedat leastonce ayear.

(d)ForeignvsDomesticSupply–TheCityofForsythencouragesa“buydomestic”philosophy,recognizing thatitsvendorsmaysupplybothdomesticandforeignmanufacturedproducts.TheCity’soverall purchasingobjectiveistobuyfromvendorsthatarethebestinquality,service,price,delivery, responsiveness, warranty,andother relevant factors.Citybids that include foreignsourcesof supplywill be evaluatedfairly, but,allfactorsequal,the Purchasing and Inventory Departmentwill select thedomesticvendor’s products.

(e)GiftsandGratuities–Cityelectedofficialsandemployeesarenottoacceptgiftsorgratuitiesvalued over $35.00fromanyindividual,company, firm, or businessestablishment that isa vendor tothe cityor ismarketingtothecityforfuturepurchases.Undernocircumstancesshouldmeals,entertainment,etc. beacceptedfrom vendors ifthereisapendingbidorduringthebiddingprocess.Anyemployeeactivitiesthatmightbe construedasevidenceoffavoritismorprovidinganunfairadvantagetoavendorshouldalwaysbe avoided,takingintoconsiderationtheresultsandreactionsofpublicscrutiny.Anyofferofagiftbya vendorortheirrepresentativeinrelationtoanypartofthepurchasingprocessshouldberejectedand reported.Offersmayinclude,butarenotlimitedto,money,entertainment,eventtickets,gifts,favors, loans,orpromisesofemployment.Attendanceateventssponsoredbygovernmental,publicutility,or professionalorganizationsoratregularmeetingswhichincludemeals,etc.,isnotconsideredasgiftsor gratuities.

(f)LocalVendors–TheCityofForsythsupportstheuseoflocalvendorswhenpracticalandcosteffective. Allfactorsbeingequal,thecityreservestherightto awardtothelocalvendorwithina5 percentthreshold.Any purchase over $5,000will be awarded tolocalvendorsat thediscretionoftheMayorandCouncil. A bidder or business shall be considered a localvendor if it meets both of the following requirements:

  1. The bidder or business must operate and maintain a regular place of business with a physical address within the corporate limits of the City of Forsyth or Monroe County, and
  1. The bidder or business must at the time of bid or quotation submission, have a current business tax certificate issued by the City of Forsyth or Monroe County.

(g)RecordsRetention–TheCityofForsythPurchasing and Inventory Department,inaccordancewiththeGeorgia RecordsActasamendedin 1984,shallchronologicallyfileandmanagesuchfilesrelatedtobids,purchase requisitions,purchaseorders,changeorders,contracts,amendments,insurancecertificates,andbonds(O.C.G.A.§50-18-99). Filestructureforpurchaseorders,purchaserequisitionandsupporting documentationaremaintainedinadatabaseprogram.Filestorageshallbelockedforsecurity.Retention periodsforvariousdocumenttypesshallcorrespond,ataminimum,tothelengthsestablishedinthe retentionschedulespublishedbiannually byThe Georgia Archives.

(h)SourcesofSupply–ThePurchasing and Inventory Departmentwillkeepcurrentbidders’listswithamanageable numberof activeandapproved vendors. Competitivesourceswill be used.

(i)Standardization–Standardization ofsupplies,materials, andequipment allowsthecity topurchase in optimumquantitiesandnegotiatethelowestpossiblepurchaseprice.Thepolicyistoachieve standardizationthroughattritionratherthanunnecessaryreplacementofinventories.Allstandardized operatingsuppliesandmaterials shouldbe recorded ina manualor database forfuture city purchases.

(j)StatePurchasing –Incompliancewith the Official Code of Georgia Annotated, §50-5-61,as a local authority in the State ofGeorgia,theCityofForsythwillgive,toareasonableextent,preferencetosupplies,materials, equipmentandagriculturalproductsmanufacturedorproducedinGeorgia.Suchpreferenceshallnot sacrificequality,andnothinghereinprohibitsthecityfromselectinganout-of-statevendordeemedto have amore competitive bid.

(k)VendorContactDuringBidding–Thecityembracesa“nolobbying”policywhenformalsealedbids arereleasedforbiddingtothepublicandintheevaluationornegotiationstages.Duringthistimeperiod, staff andelectedofficials will refrainfromdiscussingthe bids or projectswith thevendors.Vendorsmay conductdiscussionsor submit additional informationonlythroughthePurchasing and Inventory Department.

(l)VendorRelationships–Allvendortransactionsandrelationshipswillbeconductedinaprofessional, objectiveandbusinesslikemanner.Citypersonnelwillavoidanysemblanceofaconflictofinterestby refrainingfrompurchasingfromclosepersonalfriendsorfamilymembers.Novendorpricinginformation willbesharedunlesssuchinformationisamatterofpublicrecord.Whensuchpublicinformationis requestedinwritingfromavendor,the Purchasing and Inventory Departmentwilldisclosecompetitor’spricingasrequiredbystatuteor ordinance.

Sec. 2-9.CityManager.

(a)Definitions. As used herein, the term “governing authority” of the City of Forsyth shall refer to the Council of the City of Forsyth, consisting of the Mayorand six (6) Council members. All other terms shall have those meanings as provided in Section 1-3 of the Forsyth City Code, and if not defined in that section, words and phrases shall be construed according to the common and approved usage of the language. The captions of the several sections of this ordinance are intended as mere catch words to indicate the contents generally of the sections and shall not be deemed or taken to be titles of such sections so as to in any way limit the contents of the section itself.

(b)PositionofCityManagerfortheCityofForsyth.TheCityManager,undertheguidanceand supervisionofthegoverningauthority,shallberesponsibleforadministeringandcoordinatingthedaily operationsofalldepartmentsofthecity and shall act as the chief executive officer of the city.Thepositionwillrequiretheemployeetopossessvaried administrativeskills,includingpersonneladministration,budgetpreparationandanalysis,datacollection, recordscontrolandeffectivetechniquesoforganizationalmanagement.WorkassignmentsfortheCityManagershallflowfromdirectivesissuedbytheMayorandCouncil,aswellasfromrequestsfor informationorassistancefromthecitizenry.TheCityManagershallkeepabreastofcityproblems and informthegoverning authorityofsuchproblems,offering possiblesolutionsfor correcting or alleviatingthem.

(c)Selectionandremovalfromemployment.TheCityManagershallbechosenbythegoverning authoritysolelyonthebasisofhis/her executiveandadministrativequalifications by an affirmative vote of Mayorand Council.TheCityManagershallbeappointedforsuchterm asthegoverningauthority shallprescribe.However, he/she mayberemovedby thegoverningauthority duringhis/hertermofoffice,withorwithoutcause,byaresolutionofthegoverningauthoritywhich removalmaybeeffectiveinstantlyif so providedbysuchresolutionand,inthe eventofremoval,theCityManager’sentitlementtocontinue receivingcompensationandotherbenefitsshallbegovernedby theprovisionsofhis/hercontractofemployment,whereapplicable,andbythegeneralcitypersonnelcode unless otherwisespecified.The actionofthe governingauthorityinremovingtheCityManagershall befinalandconclusiveandnotsubjecttoreview,unless,withinten(10)daysaftersuchremovalfrom employmenttheemployee/CityManagerfilesawrittenappealtothegoverningauthority.Inthecase oftheabsence,disabilityorsuspensionoftheCityManager,orinacaseofavacancyintheoffice, thegoverningauthoritymaydesignateaqualifiedpersontotemporarilyperformthedutiesofactingCityManagerduringsuchabsence,disability, suspensionorvacancy.