(a) Generally. The authorized purchase procedure provided herein is a general document. It does not attempt, nor can it attempt, to cover every conceivable situation arising from its use. Certain specifics will be resolved by control mechanisms built into the procedure. Approval of requisitions for purchase and the amounts of items and the purpose for which such amounts have been appropriated in the annual appropriation ordinances would be examples. In the first example there is nothing to prevent department directors, committees of Council or Council as a whole from formulating policies governing their approvals of various requisitions. Such policy formulation can be expected. One important matter of policy appears in subsection (b) hereof.
(b) Preparation of Specifications Prior to Requesting Quotations. Whenever it is practical, specifications should be prepared by the initiator of the requisition and reviewed by the appropriate department director before bids are requested from prospective vendors. Specifications should be in writing and furnished to prospective vendors if the purchase is for more than two thousand five hundred dollars ($2500). The description should be with enough detail and in such a manner that several vendors, not just one or two, can bid, and such that they are bidding on the same size, shape, type, quality, options, etc. of such item(s), and so that there is a reasonable chance the quotes received are truly equivalent and hence comparable.
(c) Substitution of the Assistant Clerk for the Clerk-Treasurer or Fiscal Officer. The Assistant Clerk, or any assistant to the Clerk-Treasurer or Fiscal Officer, should be able to do any of the steps in the authorized purchase procedure where the Clerk-Treasurer or Fiscal Officer is to perform the step. If there is no Finance/Audit Committee directive to the contrary, it can be assumed that such assistant can do all such steps which are found in Sections 150.04 through 150.07. However, it should be noted that the Clerk-Treasurer or Fiscal Officer is delegating these duties to such assistant and, therefore, is ultimately responsible for properly carrying out these steps. (Ord. 2014-12. Passed 10-14-14.)