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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)
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)
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)
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)
A. Prohibition: No employee, officer or agent of the city utilizing federal, state or local funds in the award or administration of a contract shall participate in the selection, award or administration of any contract if a conflict of interest, real or apparent, shall be present.
B. Description Of Conflict: Such conflict shall be present when:
1. Any employee, officer or agent of the city or any member of their immediate families or their partners have a financial or other interest in the firm selected for contract award; or
2. Any organization which may receive, or has been awarded, a contract employs or is about to employ any person under subsection B1 of this section.
C. Accepting Gratuities, Favors: No officer, employee or agent of the city shall solicit nor accept gratuities, favors or anything of monetary value from contractors, potential contractors, or other parties to contracts.
D. Violations; Penalties: Any officer, employee or agent of the City in violation of this section shall be subject to the penalties, sanctions or disciplinary actions of Federal and State laws, and violations shall be referred to the appropriate officer of such entity for disposition. (1987 Code § 7-109)
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