[Ord. No. 10376, 12-15-2016]
There is hereby created the office of Director of Procurement, who shall be appointed by the Chief Administrative Officer subject to civil service provisions of this Code, and which office shall be filled in accordance with the civil service provisions of the City whenever a vacancy exists therein.
[Ord. No. 10376, 12-15-2016]
The Director of Procurement shall have the authority and the duty to procure or contract for all supplies and services needed by any using agency that derives its support entirely or in part from the City. Procurement procedures as prescribed by this article and such rules and regulations as the Director of Procurement, with the consent of the City Council, shall adopt for the internal management and operation of the office of the Director of Procurement shall be followed.
[Ord. No. 10376, 12-15-2016]
In addition to the procurement authority conferred in this article, and in addition to any other powers and duties granted and imposed by this article, the Director of Procurement shall:
(1) 
Procure for the City the highest quality in supplies and contractual services at the least expense to the City.
(2) 
Procure for the City all professional services following the correct methods of competitive proposals and requests for qualifications.
(3) 
Discourage collusive or restrictive bidding and endeavor to obtain as full and open competition as possible for all procurements and sales.
(4) 
Recommend and, with the consent of the City Council, establish and amend when necessary all rules and regulations authorized by this article and any others necessary to its operation.
(5) 
Keep informed of current developments in the field of procurement, prices, market conditions and new products and secure for the City the research done in the field of procurement by other governmental jurisdictions, national technical organizations and by private businesses and organizations.
(6) 
Prepare and maintain such forms as are reasonably necessary to the operation of this article.
(7) 
Prepare and adopt a standard procurement nomenclature for using agencies and suppliers.
(8) 
Prepare, adopt and maintain a vendors database.
(9) 
Explore the possibility of buying "in bulk" so as to take full advantage of bulk prices and discounts, whether for the City alone or together with cooperating agencies.
(10) 
Act so as to procure for the City all federal and state tax exemptions to which it is entitled.
(11) 
Work in coordination and cooperation with all departments.
(12) 
Report immediately to the Chief Administrative Officer any vendors who default in their qualifications and any irresponsible bidders and make recommendations to the Chief Administrative Officer for the disqualification of any vendors and bidders from receiving any business from the City for a stated period of time.
(13) 
Tabulate at the beginning of each fiscal year the items to be procured by all using agencies as reflected by their approved budgets in order to ensure the items to be used by several using agencies can be properly scheduled and procured employing procurement plan documents or other methods.
(14) 
Furnish the Chief Administrative Officer and the Director of Finance with such reports as may be required from time to time as to activities of the office of Director of Procurement and file monthly with the Chief Administrative Officer a summary of the activities of the office of the Director of Procurement.
(15) 
Electronically post formal bids on the City's website as the official repository of bid announcements and post bid tabulations of previous bid results.
(16) 
Keep a permanent file of all written bids received and a record of all bids or proposals received in conformance with state law. Such retention may be in electronic form.
(17) 
Adopt as standards the minimum number of qualities, sizes and varieties of supplies consistent with the successful operation of the City and prepare and adopt written specifications of all such standard supplies. All specifications shall be as definite and certain as possible and shall be developed to permit competition.
(18) 
Require, whenever necessary, that a prospective vendor or bidder furnish a performance, payment or bid bond or deposit.
(19) 
The Director of Procurement and Chief Administrative Officer shall be responsible for interpreting the meaning and intent of this article for all City employees.
[Ord. No. 10376, 12-15-2016]
The Director of Procurement shall maintain an inventory record of all materials, supplies or equipment stored in the storerooms and warehouses where an inventory-controlled stock is maintained by the City or using agency of the City.
[Ord. No. 10376, 12-15-2016]
The Director of Procurement shall have the authority, to the extent permitted by law, to join with other units of government or other government agencies or authorities in cooperative purchasing, under appropriate circumstances, to utilize cooperative purchasing programs. Cooperative agreements may be prepared or led by the City or by other local, state, or national entities. In order for a cooperative purchasing program to be considered an appropriate procurement method, the contract that the City desires to purchase under must have been competitively sourced and must meet or exceed City needs related to specification, availability and cost per all local and state requirements.
Before extending or renewing an existing contract, the Director of Procurement will conduct market research commensurate with the value of the contract or award to ascertain that the proposed contract is still advantageous to the City before it is extended.