[Added by Ord. No. 84-59; amended by Ord. No. 88-5; Ord. No. 92-9]
This article shall be known and may be cited as the "purchasing management ordinance of the City of Evanston, Wyoming."
For the purpose of this article, the following terms, phrases, words and their derivations shall have the meaning given herein. When not inconsistent with the context, words used in the present tense include the future, words in their plural number include the singular number, and words in the singular number include the plural number. The word "shall" is always mandatory and not merely directory.
- CHIEF EXECUTIVE
- The mayor of the City of Evanston, Wyoming.
- The City of Evanston, Wyoming.
- CITY COUNCIL
- The council or governing body of the City of Evanston, Wyoming.
- The several organizational units of the executive branch of the City through which its services and programs are performed.
- The treasurer of the City of Evanston, Wyoming.
- Includes all supplies, materials, equipment, machinery, merchandise and commodities.
- The purchasing manager of the City of Evanston, Wyoming.
- Includes all telephone, gas, water, electric light and power services; towel and cleaning service; insurance; leases for all grounds, buildings, office or other space required by the City; and the rental, repair or maintenance of equipment, machinery and other City-owned personal property. The term shall include professional and other consulting services.
The treasurer shall have general supervision over the purchasing activities and programs of the City.
It shall be the responsibility of the treasurer to make regular reports to the chief executive and council and to keep both informed of the activities and problems related to the acquisition of goods and services obtained under the terms of this article.
The manager shall perform all duties required by the treasurer and with the treasurer's concurrence shall:
Acquire all goods and services needed by the City in accordance with purchasing procedures as prescribed by or adopted under this article.
Procure for the City the highest quality in goods and services and at least expense to the City and endeavor to obtain as full and open competition as possible in the acquisition of goods and services.
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.
Prescribe and maintain such forms as reasonably necessary for the operation of this article.
Prepare, adopt and maintain a standard purchasing nomenclature for the City, vendors and suppliers.
Prepare, adopt and maintain a vendors' catalog file. The catalog shall be organized according to materials and shall contain descriptions of vendors' commodities, prices and discounts.
Obtain, wherever feasible, goods in volume quantities to ensure lower prices and discounts are obtained.
Assist the treasurer as required so as to insure the maximum efficiency in and among budgeting, accounting and purchasing activities.
When appropriate, declare vendors who habitually default, fail to meet quotations and bid submittals are irresponsible bidders and to disqualify them from receiving any business from the City for a stated period of time.
Prescribe procedures required to carry out the duties and responsibilities assigned by this article.
In addition to the general duties specified in Section 2-79, the manager, with concurrence of the treasurer, shall:
Classify all goods and services used by the various departments of the City and adopt standards governing quantity, qualities, size and type of goods and services commonly utilized by the City.
Prepare and adopt written specifications of all such standards goods and services which shall apply alike in terms and effect to every future purchase for the goods and services described in such specifications.
The manager shall consult with the directors of departments to determine their requirements and shall endeavor to prescribe standards and specifications which meet the needs of each department. All specifications shall be definite and certain and shall encourage competition.
Compile, maintain and update a list of fixed assets owned by the City in conformance with generally accepted accounting standards.
Monitor and reconcile all purchases made by the City with the approved City budget.
No department, employee, agent or any other person shall acquire goods or services on behalf of the City without having first requested and obtained the issuance of a purchase order from the manager. The City shall not be obligated to pay for any goods or services obtained in the absence of a City purchase order or contrary to the provisions of this article.
Goods or services frequently utilized in significant quantities by the City may be acquired by the manager through the issuance of a blanket purchase order to minimize duplication, processing time and cost.
A purchase order shall not be issued unless the applying party shall have submitted to the manager a requisition specifying the goods or services requested. The requisition and purchase order shall be on forms prescribed by the treasurer and shall be submitted to the manager at least ten days in advance of the desired delivery date. The manager may, with the concurrence of the treasurer, and/or chief executive waive the ten-day advance requisition requirement when an emergency or other circumstance dictates a waiver is prudent or in the best interest of the City.
It is the responsibility of all departments, employees, and agents of the City to conform to the provisions of this article and procedures adopted under its authority. No department, employee or agent of the City shall order, acquire or purchase any goods or services other than in compliance with this article and any acquisition or purchase obtained contrary to the provisions of this article shall be null and void.
[Amended by Ord. No. 99-1]
All contracts for public improvements and for the purchase of new automobiles or trucks shall be publicly advertised and bid in compliance with W.S. 15-1-113 as amended, and:
All invitations to bid and subsequent bid awards pertaining to any public improvement shall provide for any preference contained in state law; and
The manager, in consultation with the department affected, shall arrange, schedule and preside at all bid openings. All bid openings shall be public. The manager, in conjunction with the department involved, shall compile the bid submittals and recommendations for presentation to the governing body at its next regularly scheduled meeting immediately following the bid opening.
The purchase or acquisition of all real property shall be approved by the governing body.
The disposition or sale of real property by the City, valued in excess five hundred dollars, shall be in accordance with the applicable state law.
The disposition or sale of personal property and real property valued less than five hundred dollars, shall be approved by the governing body and released by the manager after appropriate public notice.
The acquisition of goods or services except where otherwise regulated, by the City shall in every feasible and practical instance be obtained from vendors whose business or firm is located within the City or has a principal place of business which is located within the City.
No acquisition of any goods or services shall be consummated which is in conflict with the approved budget without the express consent of the governing body.