The current policy of the City is to maintain a decentralized
purchasing process which shall be monitored by the City Manager or
Superintendent of Schools. Each department head and/or authorized
bureau directors within this decentralized purchasing function shall
be responsible for the function of procurement of suitable supplies,
services, goods or construction for their using departments, except
as may be otherwise noted in these regulations. In all cases, purchase
orders, claims, invoices and any other such supporting documentation
shall channel through the City Auditor's Office or Superintendent
of School's Office in order that proper purchasing records may be
maintained.
The responsibility of department/bureau directors regarding
procurement shall be as follows:
A. Development of specifications for supplies, services or construction
shall be the responsibility of department heads or bureau directors.
Any specifications to be included in an invitation for competitive
sealed bids or proposals shall be submitted to the Purchasing Officer.
B. Procuring the highest quality item(s) for a specified use at the
lowest possible expense is required by all department heads, bureau
directors or their delegates who have authority to purchase.
C. Department heads and authorized bureau directors are required to
control, supervise and maintain any necessary inventories in a storeroom.
Such storerooms shall serve as the receiving and distribution points
for materials purchased by a using department. Department heads will
report to the City Auditor on inventories in all storerooms under
their jurisdiction as of the last day of the fiscal year. Department
heads will conduct an interim inventory of any storeroom under their
jurisdiction at such time as there is a change in personnel directly
responsible for the storeroom. Interim inventory audits are recommended.
D. Local purchasing is encouraged where competitive market prices exist except when Subsection
F of this section and §
83-15 apply, local purchasing is required unless non-local purchasing is more cost effective. The following factors shall be considered to determine cost effectiveness:
(3) Cost/Time to secure prices.
(4) Shipping and handling cost.
(5) Convenience of follow-up service.
(6) Time to secure the supply, item or service.
E. Inspection of incoming materials or services shall be performed for
compliance with specifications. These inspections are to be maintained
under rigorous review by department heads and authorized bureau directors.
F. Unless otherwise provided, the single purchase of a supply or construction
item in an amount estimated at $10,001 or above shall be made only
by written contract award through the formal bidding procedure. No
supply, service, or construction generally purchased in the whole
shall be purchased as a sum of the parts for the purpose of avoiding
the requirement to solicit bids. A single purchase of services in
an amount estimated at $10,001 or more shall be made only by written
contract award through the appropriate proposal procedure. Sole-source
purchases and emergency purchases shall be exceptions to these rules.
G. Department
heads and authorized bureau directors will verify that the vendor
that will be doing work or purchasing equipment/goods from is not
listed on the ineligible or debarred list on System for Award Management
(SAM), to ensure potential vendors or contractors have not been suspended
or barred from receiving federal funding for all purchases done with
federal grants. They will search on SAM to find a list of current
companies (entity) or individuals that have been declared ineligible
to receive federal contracts due to a violation of Executive Order
11246, as amended; Section 503 of the Rehabilitation Act of 1973,
as amended 29 U.S.C. § 793; and/or the Vietnam Era Veterans'
Readjustment Assistance Act of 1974, as amended, 38 U.S.C. § 4212.
SAM contains the electronic roster of debarred companies excluded
from federal procurement and non-procurement programs throughout the
U.S. government (unless otherwise noted) and from receiving federal
contracts or certain subcontracts and from certain types of federal
financial and nonfinancial assistance and benefits. The SAM system
combines data from the Central Contractor Registration, Federal Register,
Online Representations and Certification Applications, and the Excluded
Parties List System.
[Added 12-21-2017 by Ord. No. 17-200]
Pursuant to Article
VII, Sec. 12, of the City Charter, the City Manager, or a person formally designated by the City Manager, shall be the Purchasing Agent for the City. The Purchasing Agent may appoint one or more Purchasing Officers to carry out the duties of Purchasing Officer as provided in §
83-6.
The authority and duties of the Purchasing Officer shall be
as follows:
A. Except as may be otherwise provided, the Purchasing Officer shall
serve as the principal purchasing official for the City, and shall
be responsible for the procurement of supplies, services and construction
in accordance with this chapter, as well as the management and disposal
of supplies.
B. In accordance with this chapter, the Purchasing Officer shall:
(1) Procure or supervise the procurement of all supplies, goods, services
and construction needed by the City.
(2) Exercise direct supervision over the City's central stores and general
supervision over all other inventories belonging to the City.
(3) Sell, trade or otherwise dispose of surplus supplies belonging to
the City.
(4) Assist the departments and bureaus of the City using supplies, services
and construction in the establishment and maintenance of programs
for specification development, contract administration and product
inspection and acceptance.
C. Consistent with this chapter, and with the approval of the City Manager,
the Purchasing Officer may adopt operational procedures relating to
the execution of his or her duties.