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The Chief Administrative Officer may require that any requisition or requisitions be submitted to that office for approval. The Director has discretionary authority to submit any requisitions to the Chief Administrative Officer for approval.
(Added by Ord. No. 9297 (N.S.), effective 2-22-01)
The Chief Administrative Officer shall promptly approve or disapprove all requisitions submitted for review and, if approving the requisition, shall transmit the same promptly to the Director. If the Chief Administrative Officer disapproves the requisition, the reasons shall be transmitted in writing to the requisitioner.
(Added by Ord. No. 9297 (N.S.), effective 2-22-01)
The Department of Purchasing and Contracting shall administer Internal Service Funds for Document Services, in accordance with the following procedures.
(a) The Internal Service Funds may finance (1) equipment, (2) materials, (3) supplies, (4) services, (5) labor expenses, and (6) all other expenses incurred in establishing and operating the service activities.
(b) The Director may provide for the fixing and collection of charges from the recipients of activities financed by the Internal Service funds, and such charges may include all expenses in providing the service activity, including operational costs, depreciation and acquisition of new and replacement equipment.
The Internal Service funds shall be accounted for as prescribed by the Auditor and Controller.
(Added by Ord. No. 9297 (N.S.), effective 2-22-01; repealed by Ord. No. 9545 (N.S.), effective 5-8-03; new section added by Ord. No. 9601 (N.S.), effective 10-30-03)
Where requisitioned articles are to be procured, the Director shall prepare a purchase order on forms or electronic media and as many copies thereof as may be necessary and transmit the necessary copies thereof to the Auditor & Controller for proper budgeting and certification as to the availability of money to meet the cost of the articles proposed to be purchased. After the Director has determined that there is sufficient money in the proper funds to pay for the purchase, the Director shall be authorized to sign on the original or on the copies or approve electronically the purchase order and issue it to the vendor.
(Added by Ord. No. 9297 (N.S.), effective 2-22-01; amended by Ord. No. 9836 (N.S.), effective 4-12-07)
Should the Director determine that there are not sufficient funds available to meet the cost of the articles requisitioned, the Director of Purchasing and Contracting shall not purchase or furnish the articles requisitioned, but shall immediately notify the requisitioning office, department or institution of the insufficiency of the funds wherewith to pay for the articles requisitioned.
(Added by Ord. No. 9297 (N.S.), effective 2-22-01)
Whenever any office, department or institution requires equipment, materials, supplies or services which another office, department or institution is able to furnish, a suitable request shall be prepared and distributed in the manner prescribed by the Director of Purchasing and Contracting. Transfers between departments of equipment, materials, or supplies shall be accomplished utilizing the forms or electronic media prescribed by the Director. Transfer of equipment, materials, or supplies shall be made between departments on a non-reimbursable basis provided the transfer is between the very same fund. Transfer between different funds, capital outlay funds excepted, shall be processed as a sale on a form and in the manner prescribed by the Auditor & Controller with appropriate charges and credits being made to the respective financial accounts of the office, department or institution affected by such sale. Applicable changes to the property account (capital assets) shall also be made by the Auditor & Controller. Where the request is for the transfer of vehicles, materials, equipment or supplies purchased from capital outlay funds or is for the services involving an expenditure of capital outlay funds, it shall be submitted to the Chief Administrative Officer for approval. If the Chief Administrative Officer disapproves such a request, he shall set forth the reasons in writing to the office, department or institution making the request. After such suitable request has been prepared and transmitted in the manner prescribed by the Auditor & Controller and, when necessary, approved by the Chief Administrative Officer or the board, the materials, equipment, supplies or services may be transferred or provided. In such cases, appropriate charges and credits to the respective accounts of the offices, departments and institutions affected by such transfer and applicable changes to the property account (capital asset) records shall be made by the Director.
(Added by Ord. No. 9297 (N.S.), effective 2-22-01; amended by Ord. No. 10243 (N.S.), effective 2-7-13)
Whenever any items of personal property, except items for which disposition processes are otherwise covered under law, regulation or code are no longer needed by the office, department or institution having possession thereof, such item shall be reported for redistribution or sale, or trade-in on new acquisition in the manner prescribed by the Director of Purchasing and Contracting.
(Added by Ord. No. 9297 (N.S.), effective 2-22-01; amended by Ord. No. 10243 (N.S.), effective 2-7-13; amended by Ord. No. 10406 (N.S.), effective 2-4-16)
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