§ 18-21.6 OPEN MARKET PROCEDURE.

   All purchases of supplies, contractual services, or sales of personal property which is unsuitable for continued use, which has an estimated value of less than three thousand five hundred dollars ($3,500.00), may be made in the open market, without proper advertisement and without observing the procedure prescribed in § 18-21.5 for the award of formal contracts.

   (a)   Minimum number of bids. All open market purchases shall, whenever feasible, be based on at least three (3) competitive bids, and shall be awarded to the lowest responsible bidder in accordance with the standards set forth in § 18-21.5(e)(2).

   (b)   Notice inviting bids. The Director shall solicit bids by:

      (1)   Direct mail request to prospective vendors; or

      (2)   By telephone; or

      (3)   By public notice posted on the bulletin boards of the City Hall.

   (c)   Recording. The Director shall keep a record of all open market orders and the bids submitted in competition thereon, and such records shall also be open to public inspection.

(Ord. 2553, passed 4-12-1976; Ord. 3178, passed 7-8-1991)

§ 18-21.7 PETTY EXPENDITURES REVOLVING FUND.

   Petty cash funds may be established within any agency with the approval of the Director of Finance. From this fund shall be paid all purchases not in excess of $100.00 each, made by the heads of agencies for incidentals, with the approval of the Director. The Director shall promulgate rules and regulations for use of the petty expenditures revolving fund.

(Ord. 2553, passed 4-12-1976; Ord. 3178, passed 7-8-1991; Ord. 3716, passed 6-9-2008)

§ 18-21.8 CENTRAL WAREHOUSING; STOREROOM’S REVOLVING FUND.

   (a)   Administration. The Director shall control and supervise storerooms and warehouses and shall administer the storeroom’s revolving fund.

   (b)   Storeroom’s revolving fund. There is hereby created a storeroom’s revolving fund.

      (1)   Accounting procedure. Requisitions from supplies, in a storeroom or warehouse shall be credited by the Director to the storeroom’s revolving fund by a charge against the appropriation of the using agency.

      (2)   Inventory. The Director shall maintain a perpetual inventory record of all materials, supplies or equipment stored in storerooms and warehouses.

(Ord. 2553, passed 4-12-1976)

§ 18-21.9 PRICE AGREEMENT CONTRACT PROCEDURE.

   The head of the agency shall have the authority to submit requisitions to the Director for supplies available under the terms of a price agreement.

(Ord. 2553, passed 4-12-1976)

§ 18-21.10 EMERGENCY PURCHASES.

   (a)   Emergency defined. For the purpose of this section only, an EMERGENCY constitutes a situation that threatens the public health, safety or welfare, and:

      (1)   Is unforeseeable;

      (2)   Calls for immediate action; and

      (3)   Cannot be responded to using established procurement methods.

   (b)   By Director and/or Manager. In case of an emergency that requires the immediate purchase of supplies or contractual services, the Director and/or Manager shall be empowered to secure by open market procedure and at the lowest obtainable price, any supplies or contractual service:

      (1)   Without City Council approval for amounts not exceeding $10,000.00 per vendor during a six (6) month period;

      (2)   With City Council approval for amounts exceeding $10,000.00 per vendor during a six (6) month period.

      (3)   Recorded explanation. The Director and/or Manager shall immediately file a report explaining the circumstances of an emergency purchase with the City Clerk to be entered into the minutes of the City Council and remain open to public inspection.

   (c)   By head of department. In case of an emergency which may result in the loss of:

      (1)   Life. The head of any agency may purchase directly any supplies or services necessary under the circumstances then in existence; or

      (2)   Property. The head of any agency may purchase directly only those supplies or services not to exceed $10,000.00 during a six (6) month period without the prior approval of City Council.

   (d)   Violation. Any person in violation of making an unauthorized expenditure as outlined in this section shall be guilty of a misdemeanor punishable by a $500.00 fine and/or ninety (90) days in jail upon conviction of the Court.

(Ord. 2553, passed 4-12-1976; Ord. 3714, passed 6-9-2008; Ord. 3744, passed 12-17-2008)

§ 18-21.11 INSPECTION AND TESTING.

   The Director may inspect, or supervise the inspection of all deliveries of supplies or contractual services to determine their conformance with the specifications set forth in the order or contract.

   (a)   Inspection by agency. The Director shall have the authority to authorize agencies having the staff and facilities for adequate inspection to inspect all deliveries made to such agencies under rules and regulations which the Director shall prescribe.

   (b)   Tests. The Director shall have the authority to require chemical and physical tests of samples of deliveries which are necessary to determine their quality and conformance with the specifications. In the performance of such tests, the Director shall have the authority to make use of laboratory facilities of any agency of the City government or of any outside laboratory.

(Ord. 2553, passed 4-12-1976)

§ 18-21.12 SURPLUS SUPPLIES.

   All using agencies shall submit to the Director, at such times and in such form as he shall prescribe, an inventory of all supplies which are no longer used or which have become obsolete.

   (a)   Transfer. The Director shall have the authority to transfer surplus supplies to other agencies.

   (b)   Sale. The Director shall have the authority to sell all supplies which have become unsuitable for public use, or to exchange the same for, or trade in the same on, new supplies.

      (1)   Competitive bidding. Sales under this section shall be made to the highest responsible bidder and in conformance with §§ 18-21.5 or 18-21.6 hereof whichever is applicable.

(Ord. 2553, passed 4-12-1976)