[Amended 5-13-2008 by Ord. No. 6-2008]
There is established in the Department of Administrative
Services the Bureau of Procurement and Collections (the "Bureau"),
the head of which shall be the Bureau Chief of Procurement and Collections.
The Bureau of Procurement and Collections shall
have the power, and it shall be its duty, to purchase or contract
for all supplies, materials, equipment and contractual service needed
by any and all departments, bureaus, boards, commissions and other
agencies of the City, which are hereinafter referred to as the "using
agencies." Such power shall include, but not be limited to, authority
as to preparation of specifications, letting of bids, award of contracts
and payment of bills. In addition, any board, commission or other
organization receiving contributions towards its support from City
funds may request the Bureau of Procurement and Collections to make
available the Bureau's purchasing facilities, and the Director of
the Department of Administrative Services shall have the power to
grant such a request.
All using agencies of the City shall file with
the Bureau detailed estimates of their requirements in supplies, materials,
equipment and contractual services in such manner and at such times
and for such future periods as the Bureau shall prescribe. This shall
in no way prevent any using agency from filing with the Bureau at
any time a requisition for any supplies, materials, equipment or contractual
services, the need for which was not foreseen when the detailed estimates
were filed.
Formal contract procedure shall be in compliance
with all of the laws of the Commonwealth of Pennsylvania governing
the same. In addition, the Bureau shall, by rules and regulations,
prescribe the procedure for internal controls.
Informal contract procedure shall be in compliance
with all of the laws of the Commonwealth of Pennsylvania governing
the same. In addition, the Bureau shall, by rules and regulations,
prescribe the procedure for internal controls.
Except in cases of emergency, the Bureau shall
not issue any order for delivery on a contract or open market purchase
until the City Controller shall have certified that there is, to the
credit of each of the using agencies concerned, a sufficient appropriation
balance in excess of all unpaid obligations to defray the amount of
such order.
In case of actual emergency and with the consent
of the Bureau, any using agency may purchase directly any supplies,
materials or equipment parts whose immediate procurement is essential
to prevent delays in the work of the using agency which may vitally
affect the life, health or convenience of citizens. The Bureau shall,
by rules and regulations, prescribe the procedure under which such
emergency purchases may be made.
The Bureau shall inspect or supervise the inspection
of deliveries of supplies, materials, equipment or contractual service
to determine their conformance with the specifications set forth in
the order or contract. Any department having the staff and facilities
for adequate inspection may be authorized by the Bureau to inspect
all deliveries made to such using agencies under rules and regulations
which the Bureau shall establish. The Bureau shall have authority
to require chemical and physical tests of samples submitted with bids
and samples of deliveries which are necessary to determine their quality
and conformance with the specifications. In the performance of such
tests, the Bureau shall have authority to make use of laboratory facilities
of any agency of the City government or any outside laboratory.
All using agencies shall submit to the Bureau,
at such times and in such form as the Bureau shall prescribe, reports
showing stocks of all supplies, materials and equipment which are
no longer used or which have become obsolete, worn out or scrapped.
The Bureau may transfer such stock to another or other agencies which
have need for and can use it. The Bureau shall also have power to
sell all such supplies, materials and equipment which have become
unsuitable for public use or to exchange or trade in the same for
new supplies, materials and equipment. Any such sale, exchange or
trade-in shall be based on competitive bids.
The Bureau shall control and supervise any and
all existing storerooms and warehouses and any which may hereafter
be established. The Council may provide a store revolving fund of
sufficient amount to finance the purchase and storage of supplies,
materials and equipment which are used in large quantities and which
may be purchased and stored advantageously. Such fund shall be under
the control of the Bureau, which shall also be responsible and accountable
for all supplies, materials and equipment in its custody and shall
maintain a perpetual inventory record thereof.
[Amended 1-24-2023 by Ord. No. 01-2023]
The Solicitor shall establish and from time
to time amend all rules and regulations authorized by this article
and any others necessary to its operation.
