(a) Department heads may initiate purchases in amounts of twenty-five thousand dollars ($25,000) or more, up to and including forty-nine thousand ninety-nine dollars and 99/100 ($49,999.99) if funds have been appropriated in the budget and the unencumbered balance of the account is sufficient to include the cost of the item and the department head has presented a requisition for said purchase to the appropriate Council Committee for its review.
(Ord. 196-96. Passed 11-11-96.)
(b) Written and public specifications shall be first prepared and placed on file and then competitive quotations shall be secured either by the department head or the Director of Finance.
(c) Insofar as possible and practical, such competitive quotations shall be secured, in writing, from at least three parties and shall be submitted by the department head to the Finance Director with a requisition for the item to be purchased. The requisition shall include the specifications, a list of the quotations received, the quotation that the department head wishes to accept and, if the quotation to be accepted is not the lowest price for the item, the reason why it is the best purchase for the cost. If the necessary three or more written quotations were not received, the requisition shall specify good and sufficient reasons why they were not so taken.
(Ord. 254-87. Passed 12-14-87.)
(d) The department head shall prepare an abstract of the quotations and present it with such requisitions and other accompanying data to the appropriate Council Committee for its review. The Finance Director shall issue a purchase order if money required for the expenditure or contract is in the treasury, or is in the process of collection, to the credit of the fund from which it is to be drawn and not appropriated for any other purpose.
(Ord. 196-96. Passed 11-11-96.)
(e) All requisitions submitted shall be retained on file by the Finance Director.
(Ord. 254-87. Passed 12-14-87; Ord. 215-04. Passed 10-11-04; Ord. 74-2010. Passed 6-28-10; Ord. 22-30. Passed 4-11-22.)