(a) Generally. The authorized purchase procedure provided in this chapter 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 purposes 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 or someone else designated by whomever will approve the requisition before bids are requested from prospective vendors. Generally, such preparation should occur when the purchase is for more than fifty dollars ($50.00). Specifications should be in writing and furnished to prospective vendors if the purchase is for more than two hundred dollars ($200.00). They should describe the item in enough detail and in a manner so that several vendors, not just one or two, can bid, so that the vendors are bidding on the same size, shape, type, quality, options, etc., of such item, and so that there is a reasonable chance the quotes are truly equivalent and, hence, comparable.
(c) Absence of the Finance Director. In the absence of the Finance Director, the Assistant Finance Director so designated by the Finance Director should be able to do any of the steps in the authorized purchase procedure where the Finance Director is to perform the step. If there is no Finance Committee directive to the contrary, it can be assumed that such Assistant Finance Director can do all such steps, which are found in Sections 248.04 through 248.07 and 248.09. However, it should be noted that the Finance Director is delegating these duties to such Assistant Finance Director and, hence, is ultimately responsible for properly carrying out these steps.
(d) Housing of Prisoners. The Director of Finance is hereby authorized to issue a purchase order for the transfer and housing of prisoners at jail facilities operated by other governmental entities where such prisoners have been charged with and convicted of violating a traffic or criminal ordinance or statute within the City.
(Ord. 49-2005. Passed 6-28-05.)