[Amended 1-12-1981 by Ord. No. 1287]
A.
Purchases shall not be made by department heads or other employees
without a purchase order issued by the Purchasing Officer, except
as otherwise provided in this chapter.
B.
Department heads or using agencies shall submit a request to the
Purchasing Officer for a purchase order, except for the following:
C.
Department heads and using agencies shall obtain requests for quotations
for material and supplies to be used by the department or using agency
for a period of six months or more. Requests for quotations shall
be on forms established and furnished by the Purchasing Officer.
D.
Department heads and using agencies shall mark on all invoices or
statements received for payment the account number in the budget to
which the item received is to be charged and the use of such items,
and place his initials thereon.
E.
Department heads and using agencies shall be furnished with a monthly
financial report of the expenditures and balances in the budget accounts.
They shall not make requisition for purchase orders which would result
in expenditures in excess of the amount appropriated in each budget
account.
F.
Department heads and using agencies shall submit to the Purchasing
Officer detailed estimates of the requirements for materials, supplies
and equipment to be used by their department for a period of no less
than 90 days. Such estimates shall be submitted 30 days prior to said
ninety-day period. The Purchasing Officer shall examine the estimates
and shall have the authority to revise them after consultation with
the department heads. Such revisions are to be based upon the quantity,
quality and estimated costs.
G.
Purchases may be made which exceed the budget appropriation. The Manager shall transfer from the appropriated balance or from unencumbered funds from programs or activities within a department, office, agency or other unit or organization sufficient funds to cover the deficit and the additional projected expenditures for the balance of the fiscal year. The Manager shall inform Council, in writing, detailing the amounts of the transfer prior to the next regular monthly Council meeting following said transfer. If there are insufficient funds from other programs or activities within a department, office, agency, unit or organization to cover the deficit, Council shall proceed as provided for in § C-53D of the Charter.
A.
Purchases of supplies, material and equipment may be made that are
not covered under the provisions of this chapter when deemed necessary
and in the best interest of the municipality. Such purchases, whenever
possible and practical, may be made with receipt of quotations. However,
the Purchasing Officer shall make every effort to use the requests
for quotations unless it is not feasible or practical for the items
to be purchased.
B.
Standing purchase orders may be issued by the Purchasing Officer,
with approval of the Manager, based upon written quotations received
from vendors.
In case of actual emergency and with the approval of the Purchasing
Officer, or when the Purchasing Officer is not available, the head
of any department or using agency may purchase directly any supplies,
material and equipment, the immediate procurement of which is essential
to prevent delay in the work of the department or using agency which
might vitally affect the life, health or convenience of citizens.
The head of the department or using agency, after having made an emergency
purchase as authorized by this section, shall submit to the Purchasing
Officer a record of the emergency purchase together with a report
of the circumstances of the emergency.
A.
The Purchasing Officer, or his agent, 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 the order or contract, except for fungible goods where
only a random sample need be inspected or tested.
B.
The Purchasing Officer may authorize using agencies having the staff
and facilities for adequate inspection to inspect all deliveries made
to them under rules and regulations which the Purchasing Officer shall
prescribe.
C.
The Purchasing Officer shall have the authority to require chemical
and physical tests of bid and delivery samples to determine their
quality and their conformance with the specifications. In the performance
of those tests, the Purchasing Officer shall have the authority to
make use of laboratory facilities of any agency of the municipal government
or of any outside laboratory.
The Purchasing Officer shall adopt whatever forms and additional
procedures may be necessary to implement this chapter. He shall also
prepare regulations for the management of all purchasing records.
Regulations relating to the destruction and retention of purchasing
records shall not go into effect until approved, first by the Municipal
Solicitor, then by Council.
The Purchasing Officer shall have authority to join with other
units of government in cooperative purchasing plans when the best
interests of the municipality would be served by cooperative purchasing.
