A person desiring to order supplies, materials, or equipment or Contractual Services shall initiate the procedure by filling out a purchase order requisition, providing the vendor’s name, address, the quantity, the description and the cost of the item or items being ordered.
A. Department Head Approval: The Department Head may approve each purchase of budgeted operating supplies, materials, equipment or Contractual Services not to exceed One Thousand Dollars ($1000.00).
B. City Manager Approval: Upon compliance with the open market procedures, the Department Head with written approval by the City Manager may approve the purchase of any one Item of budgeted operating supplies, materials, equipment or Contractual Services up to Twenty-Five Thousand Dollars ($25,000.00).
C. Unbudgeted Items: Unbudgeted items shall require written approval of the City Manager, pursuant to Section 7-113 Subsection G.
D. Construction Projects: The Council shall pre-authorize all Construction Projects either through the budget process or by motion in an official meeting before the purchasing process will begin. The City Manager may approve budgeted Construction Projects if the purchase does not exceed the amount set by the Oklahoma Public Competitive Bidding Act. All Construction Projects over the amount set by the Oklahoma Public Competitive Bidding Act shall require the final approval of the Council before the project is let for bid.
E. Contractual Services. The Mayor will approve and sign all agreements for Contractual Services above Twenty-Five Thousand Dollars ($25,000.00) pursuant to authorization by the Council and the contracts will be filed with the City Clerk.
F. Professional Services. Contracts for professional services shall require authorization and approval by Council. A contract, signed by the Mayor pursuant to authorization by Council shall be filed with the City Clerk and a purchase order for encumbrance of funds sent to City Manager before services begin.
1. Professional Services, when the estimated cost thereof of any Item exceeds Twenty-Five Thousand Dollars ($25,000.00), shall require authorization and approval by Council. A contract, signed by the Mayor pursuant to authorization by Council shall be filed with the City Clerk and a purchase order for encumbrances of funds sent to City Manager before services begin.
2. Professional Services, when the estimated cost thereof of any items is Twenty-Five Thousand Dollars ($25,000.00) or less may be authorized by the City Manager.
G. Unbudgeted Items and Items Exceeding Budget: The City Manager may approve unbudgeted items or items exceeding budget up to an aggregate amount of Twenty-Five Thousand Dollars ($25,000) per fund, per fiscal year. Unbudgeted expenses over aggregate amount of Twenty-Five Thousand Dollars ($25,000) per fund, per fiscal year, shall require Council approval. Unbudgeted approvals over One Thousand Dollars ($1,000.00) will be included in the report to the Council as an informational item. (Ord. 807, 10-19-2021)