Resolution 2023-588 sets out how the Town of Walden purchases materials, supplies, equipment, and services, with the goal of getting the best prices while keeping proper financial controls in place.
Purchase authorization by dollar amount:
- Up to $5,000 — The Mayor, Town Administrator, Treasurer, or authorized staff can make these purchases directly, without formal bids or quotes, for routine items and minor repairs/maintenance.
- $5,000.01 to $25,000 — Requires at least three quotes (or documented efforts to get them). Quotes go to the Board for approval, then the Town Administrator or Treasurer finalizes the purchase.
- Over $25,000 — Requires formal sealed bids, advertised publicly, with Board approval of the winning bid.
All purchases, regardless of size, must be documented (invoices/receipts) and reviewed/approved by the Town Administrator or Treasurer, plus one elected official, before payment.
Exceptions to bidding requirements: Certain purchases over $25,000 skip the sealed-bid process when approved by the Board — for example, sole-source/proprietary products, purchases from other government agencies or nonprofits serving municipalities, real property purchases, professional service contracts, insurance, and cooperative purchasing agreements, among others.
Routine recurring expenses (payroll, benefits, utilities, fuel, legal/accounting/IT/engineering fees, etc.) are pre-authorized for the Town Administrator and Treasurer to handle without going through the standard bid process each time.
Emergency purchases: When public health, safety, or Town property is in immediate danger, normal rules can be waived. The Town Administrator (or designee) plus one Board member can approve emergency purchases up to $5,000; anything above that needs full Board approval.
Surplus property: Items worth under $500 can be disposed of at the Town Administrator's discretion. Items worth $500.01+ must be advertised and go through the bid/auction process.