Formal competitive bidding, with advertisement, shall not be required for certain purchases specified in this section, provided that any special purchasing procedures designated below shall be followed:
(A) Purchases less than $5,000 may be authorized by the department head of each department, provided that purchase orders shall be required for purchases of $2,500 or more and shall be submitted with a minimum of three verbal quotes to be listed on the purchase order itself.
(B) Purchases of at least $5,000, but less than $20,000, must be accompanied by a purchase order and may be authorized by a department head but must also be approved by the City Administrator or, in the absence of the City Administrator, the Mayor. In addition, with the exception of a professional services contract, such purchase order shall meet the soliciting requirements of § 30.69(C) and be submitted with a minimum of three written quotes directly from the vendors.
(C) Any purchase order or contract for goods and services, but not including professional services, of $20,000 or more shall be let by competitive bidding as provided in § 30.69(A), and shall require presentation to and approval by a majority of the corporate authorities.
(D) Individual purchase orders for the bulk purchase of gasoline and/or diesel fuel for use in city vehicles may be authorized by the Public Services Director, with the approval of the City Administrator, in any amount regardless of whether the total of such individual purchase orders exceeds $20,000 during any one fiscal year, as long as the purchase complies with § 30.70(A)(3) of this subchapter.
(E) No official, officer or employee may circumvent the limitations of this subchapter by means of "string purchasing" or similar devices.
(F) All purchase orders shall first be submitted to the Finance Department for verification that sufficient funds remain within the approved budget for the issuance of the purchase order. A purchase order may be signed by a department head and then presented to any other individual(s) whose approval is required only after verification that the proposed expenditure has been budgeted and that adequate amounts remain within the line item account. Proposed purchase orders submitted to the Finance Department shall contain the budgeted amount of the prescribed line item account a description of the goods or services, unit cost, quantity, total cost, and such other information as the Finance Department may require.
(G) All purchase orders shall be obtained from the Finance Department and shall be pre-numbered, and proper inventory of same shall be kept by the Finance Department.
(H) Upon issuance of the purchase order, it shall be distributed as follows: original to the vendor, one copy to the Finance Department, and one copy to the requesting department.
(I) All department heads are encouraged to use open purchase orders when dealing with certain vendors with whom the city conducts a significant level of business during any given fiscal year, subject to the approval requirements for purchase orders as established in this section.
(J) All vendor invoices shall be submitted to the Finance Department for payment.
(K) All vendor invoices in the amount of $2,500 or more shall be submitted to the Finance Department for payment and shall contain a copy of the purchase order and some or all of the following:
(1) Receipts, receiving tickets, or other evidence of purchase, if appropriate;
(2) Copy of the bid, contract or other document, if appropriate (only upon first payment if multiple payments are expected);
(3) Usual and customary documents for the transaction (lien waivers, engineer's or architect's certificates, and the like), if appropriate; and
(4) Bills of lading, shipping invoices, freight bills, as appropriate.
(Ord. 09-54, passed 4-27-10; Am. Ord. 14-16, passed 4-8-14)