The department heads and court supervisor shall be the procurement officers for their departments in the city and shall administer the purchasing system provided by these procedures. They shall perform the duties and have powers concerning purchasing matters as follows:
A. The department head or court supervisor may, in writing, appoint a designee within their department of the city to make purchases for their department within the scope of such appointment and only in the absence of the department head or court supervisor.
B. Administer and maintain the purchasing system and other rules and regulations established by these procedures. No purchases, including petty cash purchases, are to be made without the prior knowledge and consent of the department head, court supervisor or designee. All purchases and petty cash withdrawals are to be documented on the appropriate forms and are to be properly receipted for at the point of transaction. The penalty for failure to comply with this section could be liability for the expenses incurred, as determined by the governing body of the city.
C. A department head or court supervisor may recommend to the city council such new or revised purchasing rules and regulations as are deemed desirable and shall interpret day to day the provisions of these procedures.
D. Designees may negotiate and recommend execution of contracts for the purchase of supplies, equipment and contractual services.
E. The department head, court supervisor or designee shall seek to obtain as full and open competition as practicable on all purchases under the circumstances.
F. The department head, court supervisor or designee shall keep informed on current developments in the field of purchasing, i.e., prices, market conditions, new products, etc.
G. The department head or court supervisor shall prescribe and maintain such forms as are reasonably necessary to the operation of these procedures and other rules and regulations.
H. The department head, court supervisor or designee shall supervise the inspection of all supplies and equipment to assure conformance with specifications.
I. The department head or court supervisor shall authorize transfer of surplus or unused supplies and equipment between departments as needed.
J. The department head or court supervisor shall maintain a bidder's list, vendor's catalog file, and other records needed for the efficient operation of the purchasing system.
K. The department head or court supervisor may enter into contracts on behalf of the city subject to directions, rules and regulations of the governing body.
L. Reference is made to the provisions of Sunset City corporation personnel policies and procedures. Section 12 entitled "Purchase Orders" and section 13 entitled "Purchasing Policy" (the "provisions") which provisions are hereby adopted by reference as part of this chapter. Such provisions shall govern procurements unless such provisions are in conflict with or do not cover matters contained in this chapter, in which case this chapter shall govern. (Ord. 2017-02, 1-17-2017)