§ 34.006 OPENING AND TABULATION OF BIDS; AWARD OF CONTRACTS.

   Where formal bidding is employed, the bids shall be opened and tabulated publicly by the Purchasing Agent at the time and place specified in the advertisement for bids.  An investigation of the responsibility of the bidders shall be made as the City Manager may deem necessary, and the Council shall then award the contract to the lowest and best responsible bidder, unless the Manager or Council determines that the interest of the municipality would be better served by rejecting all bids and ordering a new advertisement, in which case the City Manager or Council may so order.  Before the contract is signed, it shall be submitted to the Director of Finance for encumbrance and certification, and approved as to form by the Director of Law.

(1974 Code, § 34.10)  (Ord. 28-74, passed 6-17-1974)

§ 34.007 PURCHASE ORDERS.

   Whenever formal bidding is followed pursuant to this chapter, the Purchasing Agent shall prepare a purchase order addressed to the successful bidder, directing him or her to supply the goods or services required in accordance with the terms agreed upon.  (1974 Code, § 34.11)  (Ord. 26-69, passed 7-21-1969)

§ 34.008 INSPECTION.

   The Purchasing Agent or his or her designee shall inspect or supervise the inspection of all deliveries of supplies, materials, equipment, or contractual services to determine their conformance with the specifications set forth in or referred to in the order or contract.

(1974 Code, §34.12)  (Ord. 26-69, passed 7-21-1969; Am. Ord. 8-19, passed 4-15-2019)

§ 34.009 CONTRACTS FOR PUBLIC WORKS AND IMPROVEMENTS.

   Contracts for public works and improvements shall be awarded to the lowest and best bidder within a reasonable time after proper advertisement containing a reservation that the City Manager shall have the power to reject all bids and advertise again.  The City Manager may reject all bids and advertise again but shall not be required to do so, even when the lowest bid exceeds the engineer's estimate by 10% or more.  (Pre-empts R.C. Chapter 153 and R.C. § 9.31)

(1974 Code, § 34.13)  (Ord. 41-87, passed 12-7-1987)

DEPARTMENT OF FINANCE

§ 34.020 DUTIES OF DIRECTOR OF FINANCE.

   (A)   The Department of Finance shall be under the direction of the Director of Finance, who shall be accountable to the City Manager.  The Director of Finance shall perform duties as set forth in §§ 34.002 and 34.003, and in addition the following specific duties:

      (1)   Keep in proper books a full and accurate record of all monies received and disbursed on behalf of the municipality, and of all monies due to and from the municipality upon contracts and orders upon which the municipality is obligated and otherwise;

      (2)   Receive and have custody of all monies paid to the municipality, and disburse all municipal monies in accordance with the Charter, this code, and all ordinances, signing all warrants upon the municipal treasury in making disbursements;

      (3)   Render a monthly report to the City Manager and for Council, reflecting the financial condition of the municipality, showing monthly beginning balances, receipts, encumbrances, and outstanding balances of all funds;

      (4)   Certify that funds are available according to law to pay monies provided by all contracts, agreements, or other obligations for the expenditure of municipal funds.  No contract, agreement, or other obligation shall be valid until so certified;

      (5)   Make payment of the interest and principal on the bonded debt when due, and keep accurate records of the debt and payments thereon;

      (6)   Prepare the municipal payrolls;

      (7)   Administer all employee pension and benefit funds, receiving the funds, acting as custodian thereof, and making disbursements therefrom, signing warrants and checks for such purposes, according to law;

      (8)   Enter into contracts with legal depositories for the deposit of all funds of the municipality with the depositories; rent safety deposit boxes or otherwise provide for the safekeeping of securities and other documents for payment of money to the municipality; and maintain custody of all documents evidencing investments of the municipality, and of pension and benefit funds of municipal employees;

      (9)   Prepare and submit reports as may be required by law; and

      (10)   Assist the City Manager in the preparation of the annual budget.

      (11)   Collection and administration of the city income tax, and of duties connected with the position arising out of ordinance no. 40-72 referred to as Administrator of Taxation in that ordinance.

   (B)   In the event that there is no duly appointed and qualified person serving as the Director of Finance, until such time as such position shall be filled by appointment by the City Manager, the City Manager shall either assume that position, together with the duties and responsibilities thereof, or he or she may appoint an employee in the Department of Finance to serve as acting Director of Finance.  In either of the foregoing instances no additional compensation shall be paid for the performance of the duties of the position of Director of Finance, but in either instance the bond required by § 34.025 herein shall first be furnished before the performance of any of the duties of the Office of Director of Finance. 

(1974 Code, § 34.14)  (Ord. 26-69, passed 7-21-1969; Ord. 15-71, passed 5-3-1971; Am. Ord. 5-75, passed 1-20-1975; Am. Ord. 2-78, passed 1-3-1978; Ord. 10-79, passed 3-5-1979)

§ 34.021 CONTRACTS AND PURCHASE ORDERS.

   Every undertaking by the municipality involving the expenditure of municipal money shall be in writing, in the form of a purchase order or of a contract as may be appropriate.  No officer or employee of the municipality shall have authority to enter into any oral agreement involving the expenditure of money.  The City Manager shall sign all contracts on behalf of the municipality, and he or she and the Director of Finance shall sign all purchase orders.

(1974 Code, § 34.15)  (Ord. 8-19, passed 4-15- 2019)