There is created a centralized purchasing division within the finance department in which is vested authority for the purchase of supplies, services and equipment.
(Ord. 4528, 1997)
There is created the position of purchasing agent. The agent shall be appointed by the city manager. The purchasing agent shall be the head and have general supervision of the purchasing division.
(Ord. 4528, 1997)
The duties of the purchasing agent may be combined with those of any other office or position. The purchasing agent shall have authority to do the following:
A.
Negotiate and recommend execution of contracts for the purchase of supplies, services and equipment;
B.
Act to procure for the city the needed quality and/or quantity in supplies, services and equipment at the least possible expense to the city;
C.
Endeavor to obtain as full and open competition as possible on all purchases;
D.
Prepare and recommend to the city council rules governing the purchase of supplies, services and equipment for the city;
E.
Prepare and recommend to the city council revisions and amendments to the purchasing rules;
F.
Prescribe and maintain such forms as are reasonably necessary to the operation of this chapter and Chapter 3.20, and any other applicable rules and regulations;
G.
Supervise the inspection of all supplies, services and equipment purchased to ensure conformance with applicable specifications;
H.
Recommend the transfer of surplus or unused supplies and equipment between departments as needed, and the sale of all supplies and equipment which cannot be used by any agency or which have become unsuitable for city use;
I.
Maintain a bidders' list, vendors' catalog file and records needed for the efficient operation of the purchasing division;
J.
Maintain, update and verify inventories of all property by all city departments, as submitted by such entities;
K.
Perform such other functions as the director of finance may specify, or as may be prescribed by the city manager or by action of the city council.
(Ord. 4528, 1997)
The purchasing agent may provide purchasing services to other agencies. Such purchases shall be made in conformity with the procedure established by this chapter.
(Ord. 4812 § 2, 2005)
(Ord. 4528, 1997; repealed by Ord. 4812, 2005)
Departments, offices and agencies shall submit requests for all supplies, services and equipment to the purchasing agent via standardized requisition, which may be in written or electronic form.
(Ord. 4812 § 3, 2005)
Contracts with vendors shall be evidenced by a purchase order, which may be in written or electronic form.
Except in cases of emergency, the purchasing agent shall not issue any purchase order for supplies, services or equipment unless there exists an unencumbered appropriation in the fund account against which such purchase is to be charged.
(Ord. 4812 § 4, 2005)
The purchasing agent may inspect supplies and equipment delivered and contractual services performed to determine their conformance with the specifications set forth in the order or contract therefor. The purchasing agent shall have authority to require chemical and physical tests of samples submitted with bids and samples of deliveries that are necessary to determine their quality and conformance with specifications.
(Ord. 4812 § 5, 2005)
Departments, offices and agencies shall submit to the purchasing agent, at such times and in such form as shall be prescribed, reports showing all supplies and equipment that are no longer used or that have become obsolete or worn out. The purchasing agent shall have authority to sell and/or auction all supplies and equipment that cannot be used by any agency or that have become unsuitable for city use, or to exchange the same for, or trade in the same on new supplies and equipment. Such sales shall be made pursuant to Chapter 3.20 of this code.
(Ord. 4812 § 6, 2005)