A. Appointment: A purchasing officer or agent may be appointed by the city council to control and expedite city purchasing. His/her duties and powers are set forth in this chapter and may be modified or amended by subsequent ordinances and/or resolutions. The mayor shall be the purchasing officer for the city until another person is appointed by the city council.
1. The purchasing officer, or his/her designated agent, when the mayor is the purchasing officer, shall provide any assistance requested by 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.
2. Typically, the purchasing agent, or his/her designated agent, upon receipt of the general specifications prepared by city personnel and the request for bid, together with other related information, shall:
a. Review the documents as submitted.
b. Make comparisons to other sources for the same items or services.
c. Prepare the bid documents.
d. Contact potential bidders for bids.
e. Determine if purchases could be made jointly with other work areas in order to obtain better prices and terms.
f. Receive bids and confirm adherence to the specifications of the bid request and clarify any questions concerning the bid.
g. Submit any proposed agreements or leases to the city attorney for a legal opinion, when determined to be necessary.
h. Make recommendations to the work area supervisor, the mayor and/or to the city council.
i. Unless instructed otherwise by the city council, the purchasing agent, upon request and approval of all the 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 or agent's statement of approval. The city recorder shall then approve the purchases as being within the budget for that work area and submit the purchase materials, together with his/her indication of approval to the mayor and city council, who shall then either approve or disapprove the same. (Ord. 10-10, 11-18-2010)