The Finance Department and City Clerk's Department are service agencies for all other departments of the city with respect to purchasing. The purchasing function is a service; and the mutual benefits derived, for the good of the city, depend upon cooperation of each department with the others. This manual is a guide to help the departments do their parts and point out their responsibility in purchasing.
(A) Finance Department's responsibility.
(1) Aid and cooperate with all departments in meeting their needs for operating supplies, equipment and services;
(2) Process all requisitions with the least possible delay;
(3) Procure a product that will meet the department's requirements at the least cost to the city;
(4) Know the source and availability of needed products and services and maintain current vendor files;
(5) Prepare purchase orders and process and maintain order and requisition files;
(6) Search for new and improved sources of supplies and services;
(7) Keep items in storage in sufficient quantities to meet normal requirements of the city for a reasonable length of time within space availability;
(8) Investigate and document complaints about merchandise and services for future reference; and
(9) Ensure that the budget has not been exceeded for any purchase.
(B) City Clerk's office responsibility.
(1) Assist in preparation of specifications and to maintain specification and historical bid files;
(2) Prepare and advertise requests for bids and maintain bid files; and
(3) Tabulate bids and provide to using department for evaluation and recommendation.
(C) Using department's responsibility.
(1) Obtain prices on comparable materials;
(2) Allow ample lead time for the Finance Department to process the requisition and issue the purchase order, while permitting the supplier time to deliver the needed items;
(3) Prepare a complete and accurate description of materials to be purchased;
(4) Assist the Finance Department and City Clerk's office by selecting sources of supply;
(5) Plan purchases in order to eliminate avoidable emergencies;
(6) Prepare specifications on items to be bid;
(7) Inspect merchandise upon receipt, and complete a receiving report noting any discrepancies in types, numbers, condition or quality of goods;
(8) Advise Finance Department of defective merchandise or dissatisfaction with vendor performance;
(9) Initiate requests for authorization for the disposal of surplus property; and
(10) Transfer or dispose of surplus property as authorized.
(Ord. 1024, passed 5-7-2004; Ord. 1693, passed 3-14-2023)