[HISTORY: Adopted by the Common Council of
the City of Amsterdam 9-2-1997. Amendments noted where applicable.]
A. This chapter is designed to explain and facilitate
understanding of the purchasing organization, its functions, policies
and procedures.
B. Purchases by the City of Amsterdam are governed by
New York State General Municipal Law and the rules and regulations
of the City Charter. The General Municipal Law defines the spirit
of purchasing, which is to buy materials and services of reasonable
quality at competitive prices. Competitive prices are obtained formally
through advertisement for bids and informally through written or verbal
quotations.
C. It is the objective of the purchasing agent to obtain the best value for every dollar expended by the City for materials, equipment, supplies and services. (Section
C-40B of the City Charter requires that the City's purchasing agent shall..."Determine the needs of the various departments and agencies for standard, commonly used materials and equipment required by any department, office, board, commission or agency of the City in such quantities and at such times as may be most advantageous to the City.)
D. The key to any successful purchasing system is the
cooperation of everyone involved in the procurement process.
A. Purpose. The purpose of this procedure is to establish
uniform procedures for the procurement of materials and services that
are required to support the operations of the City.
B. Scope. These procedures apply to all material and
service procurements and related activities.
C. Responsibility.
(1) It is the responsibility of each employee involved
in the procurement process to become familiar with these procedures
and to follow their requirements.
(2) If there are any questions or concerns relative to
either these procedures or the ability of the employee to respond
effectively to their requirements, it is the responsibility of that
employee to bring such matters to the attention of the purchasing
agent.
A. Purpose. The purpose of this procedure is to delegate
purchase commitment authority in limited circumstances.
B. This procedure applies to the purchase of materials,
equipment, supplies and services.
C. General. Section
C-40B of the City Charter requires that the City's purchasing agent shall... "Determine the needs of the various departments and agencies for standard, commonly used supplies, materials and equipment and contract for and purchase all such supplies, materials and equipment required by any department, office, board, commission or agency of the City in such quantities and at such times as may be most advantageous to the City." However, circumstances may arise which require delegation of purchase commitment authority.
D. Delegation of authority. The following delegation
of purchase commitment authority is hereby made:
(1) The individuals listed below are responsible for conducting
purchase transactions within established guidelines:
|
Category
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Individual Delegation
|
|
Professional services
|
Appropriate department head
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|
Emergency purchases
|
Appropriate department head
|
(2) In determining whether a procurement is an emergency
purchase, it must fit one of the following categories:
(a) Emergency purchases pursuant to § 103, Subdivision
4, of the General Municipal Law. Due to the nature of this exception,
these goods or services must be purchased immediately, and a delay
in order to seek alternative proposals may threaten the life, health,
safety or welfare of residents. This section does not preclude alternative
proposals if time permits.
(b) Work stoppage of City employees due to a breakdown
in machinery or equipment; no alternative equipment available.
(c) Loss of revenue with justification.
(3) The
department head will provide the Controller with a written description
of the facts giving rise to the emergency within a reasonable time
period (not to exceed seven days), to be attached to the purchasing
paperwork.
[Added 3-3-2009 by Res. No. 08/09-251]
(4) Under the remarks section of the purchase requisition,
please provide the appropriate category to which this purchase applies.
E. Approvals.
(1) Approval of the Common Council is required for contracts
for professional services in excess of $999.
[Amended 3-3-2009 by Res. No. 08/09-251]
(2) Emergency purchases shall be documented. A requisition
for any purchase made under emergency conditions shall be forwarded
to the purchasing agent with a written description of the facts giving
rise to the emergency within one business day from the date of occurrence.
F. The Controller
may act as the purchasing agent, contract for purchasing agent services
or designate an employee or employees of the Department of Finance
to act in that capacity.
[Added 3-3-2009 by Res. No. 08/09-251]
A. Purpose. The purpose of this procedure is to establish
procedures for formal competitive bids.
B. Scope. This procedure applies to all purchases requiring
competitive bidding as required by General Municipal Law § 103.
(As of 2012, this applies to purchases of materials, supplies, equipment
or apparatus exceeding $20,000 and public work contracts exceeding
$35,000.)
[Amended 2-21-2012 by Res. No. 11/12-176]
C. Responsibility.
(1) It is the responsibility of the department head to
identify the purchases to be made by his/her department in a fiscal
year that will exceed the monetary limits stated above and to initiate
the competitive bidding process by contacting the purchasing agent.
[Amended 3-3-2009 by Res. No. 08/09-251]
(2) It is the responsibility of the purchasing agent to
determine whether the accumulated cost of a specific item used by
more than one department will exceed the threshold established by
General Municipal Law § 103 in a fiscal year and is therefore
subject to competitive bidding requirements.
[Amended 2-21-2012 by Res. No. 11/12-176]
D. General.
(1) General Municipal Law § 103 requires that
certain purchases exceeding a threshold amount and public works contracts
exceeding a separate threshold amount be awarded to the lowest responsible
bidder after public advertising for sealed bids. The term "public
works contract" apples to those items or projects involving labor
or both material and labor.
[Amended 2-21-2012 by Res. No. 11/12-176]
(2) Competitive bidding is required when it is known or
can reasonably be expected that the aggregate amount to be spent on
equipment or supply items will exceed the threshold established by
General Municipal Law § 103 in a fiscal year. Supply items
of a similar nature when are generally handled by one vendor should
be grouped together for the purpose of determining whether the limit
is exceeded.
[Amended 2-21-2012 by Res. No. 11/12-176]
(3) Generally, the purchasing agent will write the item
specifications with the assistance of the department that requires
it. However, specifications for construction projects or those for
highly technical equipment or systems may require the services of
an expert in the field. The cost of engaging expert help to write
specifications is the responsibility of the department that requires
the item. Item specifications must accompany the resolution authorizing
advertising for bids.
E. Approvals.
[Amended 6-17-2008 by Ord. No. 2008-5]
(1) The Common Council must approve a resolution authorizing
advertisement for bids for the item or project. The advertisement
must be published in at least two publications, one of which shall
include the State Contract Reporter, if appropriate.
(2) The bids will be received by the City Clerk and opened
in public by the City Clerk at the time and place indicated in the
bid specifications and instructions. The City Clerk shall prepare
a report to the Common Council of all bids received (including all
details of each bid for each item), whether they are in the proper
form, whether bid security has been posted and, based on the recommendation
of the department head or other qualified authority, whether the bidder
is qualified.
(3) The
Common Council must award all bids by resolution.
(4) The
department heads or responsible City official will prepare all bid
specifications and resolutions for the Common Council's consideration.
Bid specifications shall be provided to the Common Council one week
prior to consideration of a resolution authorizing advertisement for
bids by the Common Council (unless an emergency is declared by the
Mayor requiring immediate action).
A. Purpose. The purpose of this procedure is to define
procedures for nonbid procurements.
B. Scope. This procedure applies to all nonbid procurements
listed below.
C. Responsibility. The department head or purchasing
agent responsible for making the procurement decision will determine
whether the purchase is a nonbid procurements.
D. General. If a purchase is a nonbid procurement, it
will be documented as outlined below:
[Amended 3-3-2009 by Res. No. 08/09-251]
(1) Purchase contracts below the threshold established
by General Municipal Law § 103:
[Amended 2-21-2012 by Res. No. 11/12-176]
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Category
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Documentation
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$1 to $999
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At the discretion of the department head with
approval by the purchasing agent
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$1,000 to $4,999
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Documented verbal price quotes from at least
3 vendors
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$5,000 and above
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Formal written price quotes from at least 3
vendors
|
(2) Public works contracts below the threshold established
by General Municipal Law § 103 (includes service/maintenance
agreements and equipment repairs):
[Amended 2-21-2012 by Res. No. 11/12-176]
|
Category
|
Documentation
|
---|
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$1 to $999
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At the discretion of the department head with
approval by the purchasing agent
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$1,000 to $6,999
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Documented verbal price quotes from at least
3 vendors
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$7,000 and above
|
Formal written price quotes from at least 3
vendors
|
(3) Common Council approval is required for all public
works contracts requiring competitive bids.
E. A good-faith
effort shall be made to obtain the required number of proposals or
quotations. If the purchaser is unable to obtain the required number
of proposals or quotations, the purchaser shall document the attempt
made at obtaining the proposals. In no event shall the inability to
obtain the proposals or quotes be a bar to the procurement.
[Added 3-3-2009 by Res. No. 08/09-251]
A. Purpose. The purpose of this procedure is to indicate
the exceptions to competitive bidding.
B. Scope. This procedure applies to all exceptions listed
below.
C. Responsibility. The department head or purchasing
agent responsible for making the procurement decision will determine
whether any of the statutory exceptions to competitive bidding apply.
D. General. Listed below are the exceptions to competitive
bidding requirements generally recognized by the Office of the State
Comptroller:
(1) Purchases made through the New York State Office of
General Services.
(a) The department responsible for making the requisition
will consult the state contract for any commodity that is covered.
(b) If a procurement can be made for less than state contract
pricing, no other documentation is required.
(c) If a department head wishes to purchase an item that
is different from the item on state contract and the price is higher,
the procedures for procurements from other than the lowest-dollar
offer must be followed.
(2) Secondhand or surplus items purchased from other governments.
(a) Three verbal or written price quotes will be obtained
from vendors of similar equipment.
(b) The department head requesting the purchase will provide a written statement outlining the benefits to be achieved from the procurement. The person responsible shall follow the procedures set forth in §
47-5 of these policies and procedures, as appropriate.
[Amended 3-3-2009 by Res. No. 08/09-251]
(c) Common Council approval is required for any item over
$10,000.
(3) Purchases in emergency situations arising out of an
accident or other unforeseen occurrence or condition will be documented
in accordance with existing guidelines.
(4) Purchases from Industries for the Blind, Industries
for the Handicapped and the New York State Department of Correctional
Services, Division of Industries.
(5) Contracts for professional services or services requiring
special or technical skill, training or expertise.
(6) Sole-source procurements. The department head requesting
the purchase will provide a statement of the benefits to be achieved
from purchasing that particular product. The statement will prove
that the product has no reasonable equivalent and will explain why
the item is required in the public interest. The sole-source determination
will be substantiated by a statement from the manufacturer or agent
attesting to the fact that the product is available from only one
source.
[Amended 3-3-2009 by Res. No. 08/09-251]
(7) Lease arrangements where rentals are reasonable compensation
for use and where there is no obligation to purchase the equipment
at the end of the lease period.
(9) Goods or services under $1,000.
[Amended 3-3-2009 by Res. No. 08/09-251]
(10) Equipment purchased pursuant to a public auction with
prior approval from the Mayor.
A. Purpose. To establish procedures for procurements
awarded to other than the lowest-dollar offeror.
B. Scope. This procedure applies to all procurements.
C. Responsibility. The department head or purchasing
agent responsible for making the procurement decision will provide
justification and documentation of any contract awarded to other than
the lowest responsible dollar offeror.
D. General.
(1) Three written price quotes will be obtained for similar
products.
(2) The department head or purchasing agent requesting
the purchase will provide a written statement outlining the benefits
to be achieved from the procurement. There must be justification and
documentation of the reason why the purchase is in the best interest
of the City.
(3) The Mayor's approval is required for procurements.
A. Purpose. The purpose of this procedure is to establish
a policy for unintentional failure to fully comply with § 104-b.
B. Scope. This policy applies to all employees involved
in the procurement process.
C. General. Section 104-b, Subdivision 5, states that
the unintentional failure to fully comply with the provisions of § 104-b
shall not be grounds to void action taken or give rise to a cause
of action against the City of Amsterdam or any officer or employee
thereof.
A. Purpose. The purpose of this procedure is to establish
procedures for preparing requisitions forms.
B. Scope. This procedure is applicable to all purchases.
C. Responsibility.
(1) It is the responsibility of each department to initiate
a requisition form when materials or services are required. Requisitions
must be approved by the department head or his/her authorized representative.
(2) The buyer is responsible for ensuring that proper
approval is obtained before a purchase order is issued.
D. General. The department determines need for materials
or services. A good-faith effort shall be made to obtain a minimum
of three quotations or proposals. If the department head is unable
to obtain the required number of proposals or quotations, the department
will document the attempt made at obtaining the proposals or quotations.
The failure of a sufficient number of vendors to respond to a purchase
request shall not be a bar to the procurement process.
(1) The department completes the requisition form.
(a) It is the responsibility of the requisitioner to provide
an adequate description of the materials or services required. Descriptions
should include size, type, style, color, reorder or catalog number
and any other information that will identify the items.
(b) "Vendor Information" shall list the name and vendor
number of the lowest responding offeror. Written documentation and
an explanation is required whenever a contract is awarded to other
than the lowest responding offeror.
(c) "Requisitioned By" area shall list the name and phone
number of the person to be contacted regarding the requisition.
(d) "Purchase Authorization" area shall be signed by the
department head or his/her authorized representative. If a department
needs to know the cost of an item before an order is placed, the "Purchase
Authorization" area may be left blank. The requisition will be returned
to the department for signature when the cost is known.
(e) If the department wants to confirm this order after
it has gone through the purchasing procedure, it should be marked
clearly "Will Confirm"; if this procurement is a confirmation, it
should be marked clearly "Confirmation" in the "Remarks" section of
the requisition. This will ensure that there will be no duplication
of the order; the Controller's office will not mail the purchase order
to the vendor.
(f) "Remarks" area will include shipping instructions.
(g) "Bid Record" area.
[1]
"Bid Record" area will include either of the
following:
[a]
The name of the company, telephone number, the
price quotes and the names of the contact person from three possible
vendors.
[b]
The names of three vendors and telephone number
that the purchasing agent can contact for price quotes.
[2]
It may also contain a recommended vendor, a
preferred brand name or last order information for materials or services
that have been purchased before.
(h) Areas labeled for "Purchasing Department" and "Bid
Record" information will not appear on the computer-generated purchase
order.
(i) Insert the proper account codes in the "Accounting
Data" area.
(j) "Date Reqd. by Des." area requires a reference as
to when the procurement is needed by the department. It is the objective
of the purchasing agent to obtain the best value for every dollar
expended by the City. Sufficient lead time should be built into the
procurement process to permit adequate planning, comparisons, vendor
selections, documentation, etc.
(k) Requisition forms should be neatly written in ink.
(l) The Mayor may by executive order require mayoral approval
of any purchase over $300 or ay higher amount specified by executive
order, submitted to the office with the form outlining the budget
line the item(s) are charged to, anticipated expenses on that line,
balance of the line after the expenditure and explanation of the purchase.
[Amended 2-21-2012 by Res. No. 11/12-176]
E. The original requisition form is forwarded to the
purchasing agent.
A. Purpose. The purpose of this procedure is to establish
procedures for preparing purchase orders.
B. Scope. This procedure is applicable to all purchases.
C. Responsibility. It is the responsibility of the purchasing
agent to prepare purchase orders for needed materials and services
after receipt of a signed requisition form authorizing the purchase.
D. General.
(1) The purchasing agent will accept the original requisition
from the originating department on Monday and Tuesday of each week.
Any requisition submitted after Tuesday will be held until the following
week.
(2) The purchasing agent approves the vendor and assigns
the purchase order. If a vendor has not been assigned by the department,
then the purchasing agent selects the vendor and enters the cost.
(3) The Controller's office personnel encumbers funds
and generates the purchase order.
(a)
If funds are not available, the requisition
will be returned to the originating department.
(b)
The originating department is responsible for
transferring funds for the purchase. When the transfer has been completed,
the requisition is returned to the Controller's office for processing.
(4) The purchase order and requisition is signed by the
purchasing agent.
(a)
Copies are distributed as follows:
[1]
Vendor: original copy unless marked "Will Confirm."
[2]
Purchasing: purchasing copy and numerical copy.
[3]
Department: department copy and receiving report.
(b)
If order is not marked "Will Confirm," the order
will be mailed out. This can result in duplicate orders.
(5) The Controller's office personnel files the original
requisition with the numerical copy of the purchasing order.
(6) The originating department files the department copy
and the receiving report voucher copy in an "Open Purchase Order"
file.
A. Purpose. The purpose of this procedure is to establish
procedures and provide proper documentation for the receipt of materials,
supplies and equipment.
B. Scope. This procedure applies to all deliveries of
materials, supplies and equipment.
C. Responsibility. It is the responsibility of the department
head or his/her designee to become familiar with this procedure and
to follow its requirements.
D. General.
(1) A person should be designated in each department to
be responsible for receiving and inspecting all deliveries.
(2) The person who delivers the shipment may ask the receiving
person to sign a delivery receipt. Before signing, the receiving person
shall:
(a)
Verify that the items listed on the delivery
receipt were actually delivered. If there is a discrepancy, ask the
delivery person to note the difference on the receipt.
(b)
Check to see if any cartons are damaged. If
they are, inspect the contents before accepting the shipment. Do not
accept damaged shipments.
(c)
If the cartons are not damaged, note on the
delivery receipt "Contents Not Inspected" before signing.
(3) The receiving person shall inspect the contents of
each shipment as soon as it is delivered to ensure that the items
received are in good condition.
(a)
If any damage is found, the receiving person
shall notify the purchasing agent at once. The purchasing agent will
contact the vendor to initiate corrective action.
(b)
If the shipment is satisfactory, the receiving
person shall complete the receiving report provided with the voucher
copy of the purchase order and send it to the Controller's office
without delay, before any payment can be made.
A. The purpose of this procedure is to define the steps
to be taken to ensure prompt payment of invoices for materials or
services received.
B. Scope. This procedure applies to all purchase orders
for materials and services.
C. General.
(1) The vendor receives the original purchase order by
mail, phone, FAX or in person.
(2) The vendor delivers the materials or services.
(3) The vendor sends the original invoice to the Controller's
office.
(4) The Controller's office personnel matches the invoice
and receiving report to the purchasing copy of the purchase order.
If a pricing error is noted, the invoice is referred to the purchasing
agent for resolution.
(5) The Controller's office personnel processes the claim
for payment.
A. Purpose. The purpose of this procedure is to define
the use of verbal orders for materials and services.
B. Scope. This procedure applies to the use of all verbal
orders.
C. General.
(1) A verbal order may be given to vendors in cases where
the necessity for immediate action exists. The individual requesting
such an order shall justify the need for this action.
(2) Verbal orders are subject to subsequent confirmation
by a written purchase order. A requisition form must be prepared and
forwarded to the purchasing department without delay.
(3) Only the purchasing agent are authorized to give verbal
orders to vendors. The availability of funds will be determined before
the order is placed.
A. Purpose. The purpose of this procedure is to indicate
the expenditures for which purchase orders are not required.
B. Scope. This procedure applies to all expenditures
listed below.
C. General. Check requests should be prepared by the
City Controller for the expenditures listed below and forwarded directly
to the City Clerk for payment.
(1) Reimbursement of employee expenses.
(2) Reimbursement of petty cash funds.
(5) Bond payments including principal and interest.
(6) Refund of overpayment of taxes.
A. Purpose. The purpose of this procedure is to establish
guidelines for the use of blanket purchase orders.
B. Scope.
(1) This procedure applies to the procurement of supplies
that are considered to be of immediate need.
(2) This procedure eliminates the necessity for the issuance
of separate purchase orders for groups of items that are purchased
frequently from the same vendor and permits the department to purchase
items of this nature on an as-needed basis.
C. General.
(1) The department determines the need for ongoing supplies.
(2) Vendors are selected according to existing guidelines.
(3) The department prepares a separate requisition form
for each vendor and inserts the following information:
(b)
Items or category of items to be purchased.
(c)
Estimated amount of purchases to be made during
the time period.
(d)
Time period: in most cases the vendor's billing
cycle (usually monthly) will be used. (example: $200 per month for
12 months).
(4) The purchasing agent will issue a purchase order for
each requisition.
(5) The department will attach all delivery receipts and/or
invoices to a copy of the purchase order and will ensure that the
purchases do not exceed the purchase order amount.
(6) The department will forward the copy of the purchase
order with attachments to the Controller's office personnel for payment.
(7) The Controller's office personnel will reconcile the
monthly statement to the copy of the purchase order with attachments
and process for payment.
A. Purpose. The purpose of this procedure to establish
procedures for the encumbrance of funds payable under written contracts
for professional services.
B. Scope. This procedure applies to all written contracts
for professional services if the contractor is paid a fixed amount
for the services and that amount is payable one or more times a year.
C. Responsibility. The Common Council is responsible
for approving all contracts for professional services in excess of
$999.
[Amended 3-3-2009 by Res. No. 08/09-251]
D. General.
(1) The department determines the need for the services
and procures such services in accordance with existing guidelines.
(2) The department determines the cost of the contract
and the payment terms.
(3) The department prepares the contract, requisitions
and receives the appropriate approvals.
(4) The Controller's office personnel encumbers the full
amount of the contract via the requisition.
(5) When payment is due, the department prepares the receiving
report or a copy of the receiving report if more than one payment
is necessary.
(6) The receiving report or copy will be forwarded to
the Controller's office personnel for payment.
A. Purpose. The purpose of this procedure is to establish
procedures for the acquisition and payment of maintenance and service
contracts or agreements and their subsequent renewal.
B. Scope. This procedure covers maintenance and service
contracts or agreements for equipment, such as office machines, computers,
communication equipment, elevators and heating and cooling equipment.
C. Responsibility. The Common Council approval is required
for any maintenance and service contracts or agreements over the threshold
established by General Municipal Law § 103.
[Amended 2-21-2012 by Res. No. 11/12-176]
D. General.
(1) The department determines the need for service to
its equipment.
(2) The vendor is determined in accordance with existing
guidelines.
(3) The vendor submits a written agreement stating the
services to be provided and all terms and conditions.
(4) The department completes a requisition form stating
the duration and cost of the agreement and forwards the requisition
to the purchasing agent with a copy of the agreement.
(5) The purchasing agent reviews the agreement and issues
a purchase order.
(6) Payment is made using the receiving report of the
purchase order.
(7) This procedure will be followed for each initial agreement
and for each renewal of an existing agreement.
A. Purpose. The purpose of this procedure is to establish
procedures for the procurement and payment of lease or rental agreement.
B. Scope. This procedure applies to the lease or rental
of all equipment or real property.
C. Responsibility. The Common Council is responsible
for approving all leases or rentals for all equipment or real property.
D. General.
(1) The department determines the need for the lease or
rental of equipment or real property.
(2) The department head requesting the lease will provide
a written statement outlining the benefits to be achieved from the
lease. A cost benefit analysis of leasing versus purchasing will be
included.
(3) The purchasing agent solicits quotations for the lease
or rental in accordance with existing guidelines.
(4) The Mayor enters into the lease or rental agreement
after appropriate approvals are received.
(5) Lease or rental payments will be encumbered on an
annual basis for the current fiscal year.
(a)
The department will prepare a requisition form
covering the current fiscal year's payments for each lease or rental
agreement. The requisition form shall contain the following information:
[2]
Term of lease or rental agreement and the time
period covered by the payments.
[3]
Amount due and payable during the current fiscal
year.
(b)
The Controller's personnel will issue a purchase
order covering the current fiscal year.
(c)
If the lease or rental payment is due and payable
once a year, the receiving report of the purchase order will be forwarded
to the Controller's personnel for payment on the due date.
(d)
If the lease or rental payments are due and
payable two or more times a year, the department will prepare a copy
of the receiving report for each payment period and forward it to
the Controller's personnel for payment.
(e)
Requisition forms for lease or rental agreements
will be forwarded to the purchasing agent at the beginning of each
fiscal year or upon entry into the agreement.
A. Purpose. The purpose of this procedure is to establish
procedures for the procurement and payment of installment-purchase
contracts.
B. Scope. This procedure applies to the installment-purchase
contracts of all equipment or real property.
C. Responsibility. The Common Council is responsible
for approving all installment-purchase contracts for all equipment
or real property.
D. General.
(1) The department determines the need for the installment-purchase
contract of equipment or real property.
(2) The department head requesting the installment purchase
will provide a written statement outlining the benefits to be achieved
from the installment purchase. A cost-benefit analysis of installment
purchase versus purchasing or bonding will be included.
(3) The purchasing agent solicits quotations for the installment
purchase in accordance with existing guidelines.
(4) The Corporation Counsel will review the installment
contracts and forward to the Mayor.
(5) The Mayor enters into the installment-purchase contract
after appropriate approvals are received.
(6) Installment-purchase contracts will be encumbered
on an annual basis for the current fiscal year.
(a)
The department will prepare a requisition form
covering the current fiscal year's payments for each installment-purchase
contract. The requisition form shall contain the following information:
[2]
Term of installment contract and the time period
covered by the payments.
[3]
Amount due and payable during the current fiscal
year.
(b)
The Controller's personnel will issue a purchase
order covering the current fiscal year.
(c)
If the installment contract is due and payable
once a year, the receiving report of the purchase order will be forwarded
to the Controller's personnel for payment on the due date.
(d)
If the installment contract payments are due
and payable two or more times a year, the department will prepare
a copy of the receiving report for each payment period and forward
it to the Controller's personnel for payment.
(e)
Requisitions forms for installment contracts
will be forwarded to the purchasing agent at the beginning of each
fiscal year or upon entry into the contract.
[Added 10-19-2010 by Res. No. 10/11-95]
A. Purpose: to regulate the use of credit cards or purchasing cards
by City employees and officers to improve the overall efficiency of
purchasing transactions and increase purchasing oversight.
[Amended 9-5-2023 by Ord. No. 4-2023]
B. The Controller is hereby authorized to contract with credit card
companies, banks or vendors to establish lines of credit or obtain
credit or purchasing cards.
[Amended 2-8-2011 by Res. No. 10/11-187; 9-5-2023 by Ord. No. 4-2023]
(1) The total aggregate credit limit is determined at the discretion
of the Controller.
(2) The total number of cards to be issued is determined by the Controller.
(3) The maximum credit line for each cardholder shall be determined by
the Controller.
C. Access to credit or purchasing cards.
[Amended 9-5-2023 by Ord. No. 4-2023]
(1) The Controller shall determine if a particular employee or official
requires access to a credit card or purchasing card for the efficient
execution of their duties.
(2) Any employee or official issued access to a credit card or purchasing card shall sign an agreement that any use of the card shall be in conformance with Chapter
47 of the City Code, shall not exceed budget amounts for any expense incurred and shall obligate the employee or officer to be personally liable for any cost incurred for purchases in violation of this chapter or in excess of budgeted amounts.
(3) The Controller and Mayor can revoke a cardholder's privilege at any time if their use of the card is not in conformity with Chapter
47 of the City Code.
D. All purchases of goods or services shall comply with all other sections
of this chapter and shall only be for City purposes.
E. Any charges incurred shall be paid within the applicable grace period
to avoid finance charges.
F. The Controller may establish procedures in addition to the requirements
established herein.
G. All charges are to be included in the audit.