[Amended 7-16-2007 by Ord. No. 18-2007; 1-30-2012 by Ord. No. 1-2012; 11-12-2019 by Ord. No. 34-2019]
The City Purchasing Agent shall be the head and have general supervision of the Procurement Division of the Department of Finance. He shall perform all duties required by law and shall have the powers and duties prescribed by this chapter. As a part thereof, he shall coordinate the central purchasing of municipal goods and services.
The City Purchasing Agent shall have civil service status and shall be appointed in the manner that all municipal employees are appointed.
The City Purchasing Agent shall give an official bond, approved as to form by the City Council, not less than $50,000.
A. 
Purchase or contract.
(1) 
The City Purchasing Agent shall have the power and it shall be his duty to purchase or contract for all goods and services needed by any using agency for the internal management and operation of the Procurement Division of the Department of Finance. The Purchasing Agent is authorized to join with voluntary using agencies in cooperative purchasing plans and to delegate his rights to purchase to a voluntary using agency when the best interests of the City would be served thereby, provided that nothing herein shall prevent the Purchasing Agent from entering into cooperative purchasing plans and from delegating his rights to purchase to another governmental unit or independent governmental agency in accordance with state statutes when such an undertaking would be in the best interest of the City.
[Amended 7-16-2007 by Ord. No. 18-2007; 1-30-2012 by Ord. No. 1-2012; 11-12-2019 by Ord. No. 34-2019]
(2) 
The Purchasing Agent is also authorized to enter into joint agreements with other federal, state or local governmental contracting units for the provision and performance of goods and services, if such an undertaking is determined to be in the best interest of the City by the Committee on Standardization and Specification.
(3) 
The Purchasing Agent may present to the Committee on Standardization and Specification for recommendation as to resolution of issues concerning the purchase of goods and services.
B. 
Purchases by other officials. All purchases for all using agencies shall be made by the City Purchasing Agent, except that:
(1) 
Using agencies are authorized to make emergency purchases of goods and services in accordance with the provisions of Local Public Contracts Law and § 68-28 without regard to any restriction set forth in this chapter.
C. 
Unauthorized purchases. Except as provided in this chapter, no City officer or employee shall order the purchase of any goods and services or make any contract within the purview of this chapter other than through the Procurement Division of the Department of Finance. Unauthorized purchases of tangible goods shall be the responsibility of the employee who procured said goods and shall not bind the City.
[Amended 7-16-2007 by Ord. No. 18-2007; 1-30-2012 by Ord. No. 1-2012; 11-12-2019 by Ord. No. 34-2019]
In addition to the purchasing authority conferred by this chapter, the City Purchasing Agent shall:
A. 
Minimum expenditure. Act to procure for the City the highest quality in goods and services at least expense to the City.
B. 
Encourage competition. Discourage uniform bidding and endeavor to obtain as full and open competition as possible on all purchases of goods and services.
C. 
Rules and regulations. Subject to the approval of the Mayor and City Council or the Committee on Standardization and Specification, where applicable, establish and amend all rules and regulations authorized by this chapter and all others necessary to its operation.
D. 
Purchasing analysis. Keep informed of current developments in the field of purchasing, prices, market conditions and new products, and secure for the City the benefits of research done in the field of purchasing by other governmental jurisdictions, national technical societies, trade associations having national recognition and by private businesses and organizations.
E. 
Forms. Prescribe and maintain such forms as he shall find reasonably necessary to the operation of this chapter.
F. 
Standard nomenclature. Prepare and adopt a standard purchasing nomenclature for using agencies and suppliers.
G. 
Vendors' catalog file. Prepare, adopt and maintain a vendors' catalog file. Such catalog shall be filed according to materials and shall contain descriptions of vendors, commodities, prices and discounts.
H. 
Bulk purchases. Exploit the possibilities of buying in bulk so as to take full advantage of discounts.
I. 
Federal tax exemptions. Act so as to procure for the City all federal tax exemptions to which it is entitled.
J. 
Cooperation with Chief Financial Officer. Cooperate with the Chief Financial Officer so as to secure for the City the maximum efficiency in budgeting and accounting.