CHAPTER 6
PURCHASING AUTHORITY
ARTICLE 1. GENERAL
SECTION:
§1500: Adoption Of Purchasing System
§1501: Centralized Purchasing Department
§1503: Exemptions From Centralized Purchasing
§1504: Estimates Of Requirements
§1509: Prohibition Of Interest
§1500 ADOPTION OF PURCHASING SYSTEM
In order to establish efficient procedures for the purchase of supplies and equipment, to secure for the City supplies and equipment at the lowest possible cost commensurate with quality needed, to exercise positive financial control over purchases, to clearly define authority for the purchasing function and to assure the quality of purchases, a purchasing system is hereby adopted. (Ord. 6671, §2, adopted 1975)
§1501 CENTRALIZED PURCHASING DEPARTMENT
There is hereby created a centralized Purchasing Department in which is vested authority for the purchase of supplies and equipment. (Ord. 667, §2, adopted 1975)
§1502 PURCHASING OFFICER
The City Manager shall be the City Purchasing Officer unless by action of the City Council a new classified position is created and an appointment is made to such position in compliance with City Ord. 508. The duties of Purchasing Officer may be combined with or assigned to any other office or position. The Purchasing Officer shall have the authority to:
A. Purchase or contract for supplies and equipment required by any using agency in accordance with purchasing procedures prescribed by this ordinance, such administrative regulations as the Purchasing Officer shall adopt for the internal management and operation of the Purchasing Department and such other rules and regulations as shall be prescribed by the City Council.
B. Negotiate and recommend execution of contracts for the purchase of supplies and equipment.
C. Act to procure for the City the needed quality in supplies and equipment at least expense to the City.
D. Discourage uniform bidding and endeavor to obtain as full and open competition as possible on all purchases.
E. Prepare and recommend to the City Council rules governing the purchase of supplies and equipment for the City.
F. Prepare and recommend to the City Council revisions and amendments to the purchasing rules.
G. Keep informed of current developments in the field of purchasing, prices, market conditions and new products.
H. Prescribe and maintain such forms as reasonably necessary to the operation of this ordinance and other rules and regulations.
I. Supervise the inspection of all supplies and equipment purchased to insure conformance with specifications.
J. Recommend the transfer of surplus or unused supplies and equipment between departments as needed.
K. Maintain a Bidders’ List, vendors’ catalog file and records needed for the efficient operation of the Purchasing Department. (Ord. 667, §2, adopted 1975)
§1503 EXEMPTIONS FROM CENTRALIZED PURCHASING
The Purchasing Officer, with approval of the City Council, may authorize in writing, any department to purchase specified supplies and equipment independently of the Purchasing Department; but he shall require that such purchases shall be made in conformity with the procedures established by this ordinance, and shall further require periodic reports from the departments on the purchases made under such written authorization. (Ord. 667, §2, adopted 1975)
§1504 ESTIMATES OF REQUIREMENTS
All departments shall file detailed estimates of their requirements in supplies and equipment in such manner, at such time, and for such future periods as the Purchasing Officer shall prescribe. (Ord. 667, §2, adopted 1975)
§1505 REQUISITIONS
Departments shall submit requests for supplies and equipment to the Purchasing Officer by standard requisition forms, or by other means as may be established by the Purchasing Rules and Regulations. (Ord. 667, §2, adopted 1975)
§1506 PURCHASE ORDERS
Purchases of supplies and equipment shall be made only by purchase orders. Except as otherwise provided herein, no purchase order shall be issued unless the prior approval of the Purchasing Officer or his designated representative has been obtained. (Ord. 667, §2, adopted 1975)
§1507 ENCUMBRANCE OF FUNDS
Except in cases of emergency or in cases where specific authority has been first obtained from the City Manager, the Purchasing Officer shall not issue any purchase order for the supplies or equipment unless there exists an unencumbered appropriation in the fund account against which said purchase is to be charged. (Ord. 667, §2, adopted 1975)
§1508 UNAUTHORIZED PURCHASES
Except as herein provided, it shall be unlawful for any City officer or officers to order the purchase of any supplies or make any contract within the purview of this ordinance other than through the Purchasing Department, and any purchase ordered or contract made contrary to the provisions hereof shall not be approved by the City Council, and the City shall not be bound thereby. (Ord. 667, §2, adopted 1975)
§1509 PROHIBITION OF INTEREST
No purchase order or contract within the purview of this Chapter in which the Council, Purchasing Officer or any other officer or employee of the City, in which to their knowledge they are financially interested, directly or indirectly, shall be issued, except the Council shall have the authority to waive compliance with this Section when it finds such action to be in the best interests of the City. (Ord. 667, §2, adopted 1975)
§1510 GIFTS AND REBATES
The agent and every officer and employee of the City are expressly prohibited from accepting, directly or indirectly, from any person, company, firm or corporation to which any purchase order or contract is, or might be awarded, any rebate, gift, money or anything of value whatsoever, except where given for the use and benefit of the City. (Ord. 667, §2, adopted 1975)
Ord. 514 repealed in its entirety by Ord. 667, adopted 1975.