(a) 
Purchasing for the city is one of the most important functions because every department requires supplies and equipment to operate. Other than payroll, purchasing represents the largest portion of the city’s expenditures.
(b) 
Purchasing operations will be conducted by the city secretary who will be designated as the purchasing officer of the city and whose responsibilities will include:
(1) 
Purchasing for all departments according to the rules and regulations established by the state legislature, city council and the mayor;
(2) 
Maintain document files on purchase requisitions, receiving reports and invoices;
(3) 
Maintain a file on price quotations of most frequently purchased items;
(4) 
Maintaining other supplemental data to assist department head in making purchases at the best price possible;
(5) 
Pay approved invoices; and
(6) 
Consult and coordinate with the city’s independent accountant and auditors for proper internal controls and standard accounting principles.
(1981 Code of Ordinances Chapter 1, Section 31)
(a) 
A department establishes the need for a particular supply item or piece of equipment and submits a requisition to the purchasing officer;
(b) 
The mayor is to approve and initial all requisitions that have a dollar amount greater than five hundred dollars ($500.00). The department head will approve and initial all requisitions that are below that amount;
(c) 
The purchasing officer prepares purchase orders for issuance to appropriate vendor. The purchase order indicates the number, type and unit cost or estimated cost of the items needed and the full or estimated cost of the order;
(d) 
Vendor delivers goods to the department;
(e) 
The department informs the purchasing officer of receipt of goods specifying amount, condition, and any problems. A receiving report is used to transfer this information. A stamp on the invoice may be used for this report;
(f) 
Vendor sends invoices to purchasing officer;
(g) 
Purchasing officer checks invoice against purchase order and if all is in order, schedules payment;
(h) 
For the system to operate effectively, certain basic forms and procedures are necessary. These procedures and forms shall be provided by the city secretary based on state law, sound purchasing practices and principles of good internal control.
(1981 Code of Ordinances Chapter 1, Section 31)
The purchasing officer shall:
(1) 
Receive requisitions from head of department desiring goods or services;
(2) 
Evaluate the need;
(3) 
For fixed assets purchase request, review the capital outlay budget to determine if the item was included. If not, forward the request to the council;
(4) 
Obtain bids, if required, by statute or ordinance;
(5) 
Record price quotations on the purchase order from the requisition, catalogs, phone calls, return bid forms, or other sources;
(6) 
Complete other information on the purchase order including vendor, date, quantity, description and total amount or estimated amount;
(7) 
Contact the State Purchasing and General Services Commission to see if certain items could be purchased through the state purchasing office; and
(8) 
Sign the order and distribute: Original to vendor, copies to file.
(1981 Code of Ordinances Chapter 1, Section 31)
(a) 
The purchase requisition is the document used to inform the purchasing officer that goods or services are required by a department. It is the basis for preparation for a purchase order. This form must be used for every item purchased and must be signed by the head of the requesting department or a person authorized to make purchase.
(b) 
The requesting department will do the following:
(1) 
Obtain blank copies of purchase requisitions from the purchasing officer;
(2) 
Recognize the need for an item not available through a blanket purchase order;
(3) 
Complete the form to include the following:
(A) 
Department requesting item;
(B) 
Previous or possible vendors;
(C) 
Date;
(D) 
Date item(s) are required;
(E) 
Account to be charged;
(F) 
Quantity, unit and description of item(s);
(G) 
Estimated unit and total cost of item(s); and
(H) 
Signature of person requesting the item(s).
(4) 
Deliver the purchase requisition form to the purchasing officer so that a purchase order can be prepared.
(1981 Code of Ordinances Chapter 1, Section 31)
(a) 
Generally.
(1) 
The purchase order is the instrument used to initiate and control purchases. It should be completed and approved prior to making a purchase so that effective control over resources is continually maintained. The purpose of the system is to ensure that only those items needed by the city and authorized by its budget are purchased.
(2) 
All purchases of fixed assets, materials, supplies and services are coordinated through the purchasing officer who will oversee bid solicitation and sign orders. Approval of the council will be obtained in the case in which the purchasing officer is uncertain of the propriety of the purchase, or in which the purchase exceeds a dollar limit set by the council.
(b) 
Field Purchase Order.
A field purchase order may be used by department heads to make local purchases that do not exceed one hundred dollars ($100.00). The field purchase order will need to be attached to the vendor’s invoice.
(c) 
Blank Purchase Order.
A blanket purchase order is issued to those vendors from whom certain goods and services are purchased on a regular basis. Examples: electricity, natural gas, professional services, etc.
(1981 Code of Ordinances Chapter 1, Section 31)