(A) All purchases shall be made by completion of a purchase order delivered to the Clerk-Treasurer. Upon receipt of a completed purchase order, the Clerk-Treasurer shall verify that adequate funds are available within the proper budget category. An order for supplies shall not be placed with any vendor until the purchase order for said supplies has been approved by the Clerk-Treasurer.
(B) (1) All orders placed for supplies shall be made in the name of the department as follows:
Town of Lowell
Department Name
Supplies $$$
Delivery $$$
Total $$$
Signature of Employee
(2) The Purchasing Agent should emphasize to the supplier that the supplier's entire name is necessary to ensure proper payment and distribution of expense to the proper department. He or she should insist that the purchase order accompanying the purchase be priced and totaled before signing. Also, he or she should describe on each purchase order the department for which the purchase is made and the purpose for which the item is to be used.
(C) All purchases over $250 are to be accompanied by a purchase order written for the department for which the purchase is being made. All purchase orders are numbered and any voided purchase order shall be promptly returned to the Clerk-Treasurer for entry in the record.
Note: Pink claim form – Sewer Department
Blue claim form – Water department
White claim form – All. Town departments other than Water or Sewer.
(D) All purchase orders must be signed by the Purchasing Agent and the Clerk-Treasurer.
(E) Purchase orders need not be written for:
(1) Purchases under $250;
(2) Purchases from the regular supplier for routine operating chemicals for the water and wastewater treatment plant which have undergone an annual quotation process; and
(3) Purchases for gasoline from an approved regular supplier.
(F) Purchasing Agents must instruct all suppliers regarding the necessity of including a claim form with each invoice as bills will not be paid from business statements or invoices without a completed claim form.
(G) If a purchase is restricted by an appropriation, it is each Purchasing Agent's obligation to verify that appropriated funds are available. The Clerk-Treasurer will provide this information by phone or at his or her office.
(Ord. 2008-17, passed 8-25-08)