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2-1-3: PURCHASING POLICIES, LIMITS:
   A.   Except as otherwise provided by applicable law or ordinance, all city purchases shall be made by the city purchasing agent. The City Manager shall act as purchasing agent unless otherwise provided by this Code or any other city ordinance consistent with applicable law. The City Manager is authorized to make any purchases that he/she deems necessary for the proper functioning of the city government, provided that all purchases shall conform strictly to the conditions of the budget.
The City Manager may appoint such deputy purchasing agents as shall seem advisable and confer upon them authority to act in such amounts and such circumstances as he/she shall determine, however the purchasing authority of any deputy purchasing agent shall not exceed $1000.00.
   B.   Pursuant to law and applicable ordinances, the city manager or his designated deputy shall, if budgeted by the City Council and/or McLoud Public Works Authority, contract for and purchase or shall issue purchase orders for all supplies, materials and equipment for the offices, departments and agencies of the city government and public works authority in an amount not exceeding $30,000. Such contracts and purchases shall be made without prior approval of the City Council or Public Works Authority, if budgeted. If the city manager contracts for or issues purchase orders for supplies, materials or equipment with funds not previously budgeted, he may only expend up to $10,000, for City expenditures, or $20,000 for Public Works without prior approval of the City Council, or McLoud Public Works Authority, as the case may be. However, nothing contained in this subsection shall be construed to prohibit the expenditure of funds, the making of purchases or the letting of contracts in an emergency involving the health, safety and welfare of the City, when, in the reasonable opinion of the City Manager, such purchase or contract cannot await the calling of a special or emergency meeting of the City Council or Public Works Authority. (1987 Code § 7-104; amd. Ord. 2004-17, 9-9-2004; Ord. 2022-04, 9-23-2021)
2-1-4: INITIATION OF PURCHASE ACTIVITIES:
   A.   Requisitions: All requests to purchase goods and services shall be initiated by the appropriate department upon completion and presentation of a purchase requisition to the purchasing agent. Such requisitions shall contain information sufficient for the purchasing agent to procure such goods and services.
   B.   Determinations: Upon receipt of the completed purchase requisition, the purchasing agent shall make the determinations required in section 2-1-2 of this chapter.
   C.   Duties Of Purchasing Agent: If all criteria in subsection B of this section are met, the purchasing agent shall: (1987 Code § 7-105)
      1.   For purchases under the limits established by subsection 2-1-3B of this chapter: (Ord. 2001-09, 9-13-2001)
         a.   Approve the purchase requisition;
         b.   Encumber funds for the purchase; and
         c.   Initiate a purchase order and place the order. (1987 Code § 7-105)
      2.   For purchases over the limits established by subsection 2-1-3B of this chapter, present the purchase request to the city council for disposition. (1987 Code § 7-105; amd. Ord. 2001-09, 9-13-2001)
2-1-5: PURCHASE REQUESTS; BID REQUIREMENTS; CONTRACT:
   A.   Processing Requests: For all purchase requests not authorized for approval by the purchasing agent, the city council shall:
      1.   Approve or disapprove all purchase requests not requiring the bid process under state and federal laws and regulations.
      2.   Initiate the solicitation of bids for all purchases requiring the bid process. Such bid process shall conform to all applicable state and federal requirements.
      3.   Upon selection of the winning bidder by the city council, such council shall authorize the purchasing agent to award the contract. In the case of federal or state funds covered by the contract, the city council shall follow the prescribed procedures for awarding the contract.
   B.   Contract Payments: After the contract has been awarded, the purchasing agent shall encumber funds sufficient to pay the contract and set up a payment schedule to match contract payments. (1987 Code § 7-106)
2-1-6: CHANGE ORDERS:
   A.   Issuance For Change Order: The purchasing agent shall issue a change order upon approval by the city council, at any time the scope of the contract changes.
   B.   Claim Covered By Contract: No payment shall be made for any claim from a contractor unless that claim is covered by the basic contract or a written change order signed by the purchasing agent and approved by the city council. (1987 Code § 7-107)
2-1-7: PAYMENT OF CLAIMS:
   A.   Prompt Payment: Payment of all claims shall be prompt and within the availability of funds.
   B.   Submitting Requests: Requests for payment shall be submitted upon the appropriate claim form and accompanied by a signed certificate of completion.
   C.   Review: The purchasing agent shall review each claim to verify that the goods and services are within the scope of the contract or purchase order, and that such goods and services have been received.
   D.   Approval At Council Meeting: The purchasing agent will submit the claim for approval at the next regular or special meeting of the city council. (1987 Code § 7-108)
   E.   Making Payment; Signatures Required: Upon approval by the city council, payment for the claim or purchase order shall be made. Payment shall be made by warrant, check, or other instrument which shall bear signatures of two (2) city officials who are authorized to sign warrants, checks, or other instruments. (Ord. 1992-02, 4-9-1992; amd. 2004 Code)
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