Chapter 3.08 PURCHASING SYSTEM

In order to establish efficient procedures for the purchase of services, supplies and equipment at the lowest possible cost commensurate with quality needed, to exercise positive financial control over purchases, to clearly define authority for the purchasing function and to assure the quality of purchases, a purchasing system is adopted.

(Ord. 567-21 Exhibit A, 2021; Ord. 3 § 1 (part), 1991: prior code § 3.12.010)

3.08.020 Purchasing agent.

A. The city manager, or his or her designee(s), shall be known as the "purchasing officer" or “purchasing agent” for purposes of this chapter. The purchasing agent, or his or her designee(s), shall be the head and have general supervision of purchasing functions. The duties of purchasing agent may be combined with those of any other office or position and may be shared among more than one office or position.

B. The purchasing agent or other authorized personnel shall have the authority to:

1. Purchase or contract for services, supplies and equipment, or contracts for public projects, required by any city department in accordance with purchasing procedures prescribed in this chapter, such administrative regulations as the purchasing agent shall adopt for the internal management and operation of purchasing, and such other rules and regulations as shall be prescribed by the city council or the city manager;

2. Negotiate and recommend execution of contracts for the purchase of services, supplies and equipment and public projects;

3. Act to procure for the city the needed quality in supplies and equipment at least expense to the city;

4. Discourage uniform bidding and endeavor to obtain as full and open competition as possible on all purchases;

5. Prepare and recommend to the city council rules governing the purchase of supplies and equipment for the city;

6. Prepare and recommend revisions and amendments to the purchasing rules;

7. Keep informed of current developments in the field of purchasing, prices, market conditions and new products;

8. Prescribe and maintain such forms as are reasonably necessary for the operation of this chapter and other rules and regulations;

9. Supervise the inspection of supplies and equipment purchased to ensure conformance with specifications;

10. Recommend the transfer of surplus or unused supplies and equipment between departments as needed;

11. Maintain an approved vendors list, vendors' catalogue file and records needed for the efficient operation of purchasing functions.

(Ord. 567-21 Exhibit A, 2021; Ord. 460 § 1 (part), 2011: Ord. 3 § 1 (part), 1991: prior code § 3.12.030)

3.08.030 Purchasing regulations.

The purchasing agent or designee(s) shall be responsible for determining that the regulations and procedures in this chapter are carried out.

(Ord. 567-21 Exhibit A, 2021; Ord. 3 § 1 (part), 1991: prior code § 3.12.040)

3.08.040 Requisitions.

Using departments shall submit requests for supplies, equipment, or services to the purchasing agent or designee(s) by standard requisition forms, or by other means as may be established by the purchasing rules and regulations.

(Ord. 567-21 Exhibit A, 2021; Ord. 3 § 1 (part), 1991: prior code § 3.12.070)

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