[R.O. 1993 § 130.010; Ord. No.
494, 9-27-1993]
A.
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.
1.
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.
2.
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.
3.
The City Administrator or Alderman may provide recommended sources
of supply and specify other vital information such as delivery date
required.
4.
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.
5.
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.
6.
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.
7.
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.
8.
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.
9.
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.
10.
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.
