(A) A Purchasing officer or agent may be appointed by the city to control and expedite city purchasing. His, her, or their duties and powers are set forth in this section and may be modified or amended by subsequent resolutions.
(B) The Purchasing Officer shall provide any assistance requested by the city personnel desiring to make purchases with respect to bid preparation, actual purchases, delivery, installation, and monitoring the performance of any purchase-related agreements. The Purchasing Officer shall involve city personnel as may be reasonably necessary in the purchase process.
(C) Typically, the purchasing agent, upon receipt of the general specifications prepared by city personnel and the request for bid, together with other related information, shall:
(1) Review the documents as submitted;
(2) Make comparisons to other sources for the same items or services;
(3) Prepare the bid document;
(4) Contact potential bidders for bids;
(5) Determine if purchases could be made jointly with other work areas in order to obtain better prices and terms;
(6) Receive bids and confirm adherence to the specification of the bid request and clarify any questions concerning the bid;
(7) Submit any proposed agreements or leases to an attorney for a legal opinion;
(8) Make recommendations to the work area supervisor, the Mayor, and to the City Council; and
(9) Unless instructed otherwise by the City Council, the Purchasing Officer, upon receipt and approval of all documents and examination of bids, may submit a purchase order to the City Recorder together with the bid and other documents, including any legal opinion from the City Attorney, together with the Purchasing Officer’s statement of approval. The City Recorder shall then approve the purchases being within the budget for that department and submit the purchase materials together with his, her, or their indication of approval to the Mayor or City Council member responsible for that department area who shall then either approve or disapprove of the same.
(Res. 2018-001, passed 1-9-2018)