Purchasing

PURCHASING PROCESS

Our objective is to obtain all purchases for the Town through an active and equitable competitive process. The Town accepts the lowest and best bid from the vendor who can furnish the product or service that meets our quality standards and delivery needs.

• Purchases under $2,500 – unrestricted for budgeted items/services-limited purchase order required
• Purchases $2,500 - $9,999 – at least 3 written quotes required-purchase order issued by the finance office
• Purchases $10,000 & over require the sealed bid/RFP process and City Council approval after final proposal-purchase order issued by the finance office
• The City Manager may approve emergency purchases arising from any unforeseeable cause, including but not limited to, contractor delays, transportation delays, unanticipated work volume, or acts of God. All emergency purchases must be approved by the City Council at their next scheduled meeting.

 

Purchase Orders
All purchases require a signed purchase order before any merchandise can be charged on the Town's account. You are cautioned not to accept verbal orders without a purchase order number. Failure to do so may result in the return of your product at your expense or non-payment. Purchases made without pre-numbered purchase orders are not valid and do not bind the Town.

FOB Point
All prices quoted to the Town shall be delivered with full freight prepaid and allowed (FOB: Delivered).

Tax Exempt
The Town of Greeneville is exempt from Federal excise tax, State and City sales taxes. Tax exemption certificates will be furnished upon request.

Prenumbered Checks
The Town of Greeneville makes vendor payment by prenumbered checks. No purchases made in the name of the Town, any department, or any employee of the Town are to be made in cash.

 

Vendor Registration
The Town utilizes a vendor-maintained registration site that automatically sends solicitation notifications based on selected commodities in the system. Potential vendors are encouraged to register using this link to receive any future notifications from the Town. Vendors may also receive notifications and RFPs by registering.

 

All sealed bids must be submitted on the Town's bid forms, have a valid signature, and be submitted to Town Hall in any envelope clearly marked "sealed bid" in order to be considered. Telephone or facsimile responses will not be considered. Late bids will be returned unopened.

 

Surplus Property & Auction Sales
Surplus property sales provide the general public an opportunity to obtain a wide variety of general merchandise, vehicles, heavy equipment, and other goods. Sale promotion is through this site.

 

Gratuities
No official or employee of the Town shall solicit, accept, or agree to accept, directly or indirectly, from any person, firm, or corporation to whom any contract may be awarded by rebate, gifts, or otherwise, any promise, obligation, or contract for future awards or compensation.