[R.O. 1993 § 130.010; Ord. No. 494, 9-27-1993]
The following procedure will be followed by the officials and employees of the City of Bel-Nor when obtaining services and materials on behalf of the City in order to ensure an orderly, documented and auditable record of transactions.
All purchases for goods or services valued at two hundred fifty dollars ($250.00) or more will be subject to the procedure outlined in this Chapter.
Requests for goods or services in the amount of two hundred fifty dollars ($250.00) or more will require a written requisition with the applicable specifications or scope of work. The requisition must be approved by the City Administrator and the Alderman having functional responsibility for the expenditure.
The City Administrator or Alderman may provide recommended sources of supply and specify other vital information such as delivery date required.
The City Clerk shall be responsible for seeking the requests for quotes and requisitions. The quotes and requisitions should be generated for the goods or services consistent with the request. Quotes received will be analyzed and presented to the City Administrator for selection of the supplier in accordance with normal City practices.
Once the supplier has been determined, the City Clerk will issue a purchase order or route a contract for the appropriate signatures and then submit to the successful vendor.
It shall be the responsibility of the City Administrator, City Clerk or functional Alderman to receipt for the goods or services and to indicate acceptance of the quantity and quality of the items or services so received.
An invoice or contract will be processed for payment by the City Clerk or Assistant City Clerk only after the City Administrator or functional Alderman has indicated receipt and acceptance of the goods or services.
The City Clerks will maintain neat and orderly files for all payment transactions where the documents referred to above will be included. This is to ensure a complete record of the purchase is maintained.
In the case of supply items, maintenance contracts, repetitive small value items, the City Clerks will establish yearly running purchase orders with selected vendors against which periodic or routine payments may be made in writing or verbally as required. Records will be maintained on all such payments. Running orders should include such information as prices and discounts, terms of payment, delivery intervals, etc.
No person shall purchase any goods or services in any other manner except in an emergency and then only with the approval of the Mayor or the City Administrator.