(A) (1) The department which is requesting the purchase of an item shall file with the City Treasurer a purchase order (“PO”) which shall:
(a) Describe the item requested with sufficient detail;
(b) Designate the department making the request;
(c) Describe the purpose for which the item will be used and be signed by the head of the department.
(2) The Mayor may sign as approving for any department.
(B) The Mayor of the city may designated an employee or officer of the city to make small purchases for the city.
(C) Purchases whether made by the Mayor or his designee shall be made in the following manner:
(1) The purchaser for the city shall obtain three price quotes from vendors and select the one most advantageous to the city when possible.
(2) In the case where there are only two vendors, the purchase for the city shall obtain quotes from each vendor and select the one most advantageous to the city.
(3) In the case where only one vendor supplies the item after inquiring with three or more vendors the purchaser for the city shall make a written determination stating all sources contacted and the price quoted by the supplier. The purchaser shall then contact the requestor and provide him the information. The requestor shall then make a written determination of the reasonableness of the price and the need for the item. The purchase shall then and only then make the purchase. The written determination shall be filed with the purchase price.
(4) For items which are special made or specifically made for equipment already owned or being used by the city the purchaser shall request the price from the nearest equipment parts supplier and inform the requestor of the price. The requestor shall then make a written determination of the reasonableness of the price and the need for the item. The purchaser shall then and only then purchase the item. The written determination shall be filed with the purchaser order.
(Ord. 80-02, passed 1-28-80)