A. The purchasing agent and the ordering department are jointly obligated to ensure that compliance with the purchase order or other contract has been met prior to payment to any supplier or vendor. The purchasing agent shall be authorized to take appropriate actions against suppliers when contract terms are not satisfactorily performed, and the assistance of all the city departments benefitting from such contracts is very important in this regard.
B. In order to ensure the follow-up, the purchasing agent will be responsible to maintain records and notes sufficient to complete the following tasks:
1. Maintain, in an accessible format, a records of the specific goods, work, or services ordered, including performance requirements;
2. Establish a tickler system of which review all items delivered pursuant to purchase order to ensure the receipt or lack of receipt of the goods, work, or services; and
3. Report completion and/or non-performance to the contracting department within 15 days of the contract completion date.
C. In the event the goods or services are not furnished by the required due date, or is delayed such that the purchasing agent anticipates non-completion by the required due date, the requesting department should contact the supplier to determine the reasons for delay and identify when the goods or services will be furnished. In the event the supplier indicates that they do not intend to furnish the goods or services, or the reason for the delivery delay is not acceptable, the purchasing agent will immediately cancel the purchase order.
(Res. 2008-011, passed 2-19-2008)