(A) Requestor’s responsibilities.
(1) Prepare and provide written rationale and required documentation for authorization to purchase the goods or services; and
(2) Inspect materials when received or verify that services were provided. Provide proof of receipt.
(B) Vendor’s responsibilities. The city must ensure all vendors (including contractors and consultants) meet the following requirements before issuing payment. Vendors/contractors/consultants must (as applicable):
(1) Attach a policy of public liability insurance listing the city as an additional insured to the contract;
(2) Attach proof of worker’s compensation insurance for all subject workers and contractors to the contract; and
(3) Meet the city’s business license requirements.
(a) All businesses located in or doing business in the city shall have a city business license. If a contractor is performing a service in the city, it must have a city business license.
(b) If the vendor/contractor is selling a good or service to the city of $500 or less in value, it need not have a business license.
(C) City accounting manager responsibilities.
(1) Support city departments in the procurement process including training, as necessary;
(2) Maintain a functional process for procurement including a system for authorization of purchases, timely payment of vendors, and accurate accounting for costs of goods and services; and
(3) Maintain and verify records for all vendors, including up to date W-9 forms, business licenses, and insurance coverages.
(D) City legal counsel’s responsibilities.
(1) Support city departments in the procurement process; and
(2) Provide timely contract review and interpretations of purchasing requirements, terms, and conditions.
(E) City Recorder’s responsibilities.
(1) The City Recorder shall be the purchasing manager for the city and is hereby authorized to issue all solicitations and to award all city contracts for which the contract price does not exceed $10,000. The purchasing manager shall hear all solicitation and award protests.
(2) The City Recorder may delegate and sub-delegate any or all purchasing duties by written directive.
(3) Whenever the Oregon State Legislative Assembly enacts laws that cause the Attorney General to modify its Model Policies, the City Recorder shall review and recommend to the City Council any modifications required to ensure compliance with statutory changes.
(F) City Council responsibilities.
(1) The City Council is designated as the local contract review board for the city and has all the rights, powers, and authorities necessary to carry out the provisions of these policies, the Public Contracting Code, and/or the AG Model Policies.
(2) Review the documentation required in division (A) above before allowing procurements for items over $10,000.
(Ord. 329-21, passed 8-3-2021)