Article 145
DEPARTMENT OF PURCHASING
Sections:
145.01 Compliance with Third Class City Code – Supervision by director.
145.02 Purchases and sales by director – Requisitions and informal bids.
145.03 Formal bidding procedures.
145.04 Purchase order for informal bidding.
145.05 Inspection of deliveries – Certification of conformance.
145.06 Purchases from federal government.
145.07 Formal bidding and contractual agreements.
145.01 Compliance with Third Class City Code – Supervision by director.
(A) All purchases shall be made in accordance with the Third Class City Code.
(B) The department of purchasing shall be under the direction of the director of purchasing. (Ord. 2683 § 12, 1968)
145.02 Purchases and sales by director – Requisitions and informal bids.
The director of purchasing shall act as purchasing agent for the city, making all purchases required by the various departments and selling unused, worn out, surplus or obsolete equipment and materials. The sale of such property and equipment shall be governed by the provisions of the Third Class City Code. Specific operating procedures shall be established by the city manager for department heads to follow for requisitioning of necessary supplies, materials, equipment or contractual services. Informal bids shall be solicited for all items whose cost is less than that specified for informal bids under the Third Class City Code. The contract may then be awarded to the supplier offering the lowest and best bid among the informal bidders. (Ord. 2683 § 12, 1968)
145.03 Formal bidding procedures.
(A) Whenever formal bidding regarding purchasing is required by the Third Class City Code, the director of purchasing shall observe the following procedures:
(1) Request permission and approval from the city manager to advertise for bids.
(2) Specifications for bids shall be prepared by a qualified person and such specifications shall be approved prior to advertising by the head of the department requiring the equipment, goods, property or services and by the city manager.
(3) Advertising for bids shall be made in accordance with the Charter and the Third Class City Code.
(4) Prior to advertising for formal bids, council shall be advised of the contemplated advertisement and such other information as council may request.
The annual appropriation ordinance shall be sufficient authority for the expenditure without the passage of any supplementary or specific ordinance by council. However, if the contemplated purchase was not included in the annual appropriation ordinance, a supplementary appropriation ordinance shall be required prior to advertising for bids.
(B) When formal bidding is employed, the bids shall be opened and tabulated publicly by the director of purchasing and the city clerk at the time and place specified in the advertisement for bids. An investigation of the responsibility of the bidders shall be made as the city manager may deem necessary, and the city manager shall then award the contract to the lowest and best responsible bidder, after council approval, unless council determines that the interest of the city would be better served by rejecting all bids and ordering a new advertisement, in which case the council shall so order. Before the contract is signed, it shall be submitted to the director of finance for encumbrance and certification and approved as to form and manner of execution by the city solicitor. (Ord. 2683 § 12, 1968)
145.04 Purchase order for informal bidding.
Whenever informal bidding is followed pursuant to this article, the director of purchasing shall prepare a purchase order addressed to the successful bidder, directing him to supply the goods or services required in accordance with the terms agreed upon. Such purchase order shall be submitted to the director of finance for encumbrance and certification. (Ord. 2683 § 12, 1968)
145.05 Inspection of deliveries – Certification of conformance.
The director of purchasing and the department head concerned shall inspect or supervise the inspection of all deliveries of supplies, materials, equipment or contractual services to determine their conformance with the specifications set forth in or referred to in the order of contract, and certify such conformance. (Ord. 2683 § 12, 1968)
145.06 Purchases from federal government.
The director of purchasing may, with the approval of the city manager, purchase any personal property costing less than $1,500 from the federal government whenever such property is offered, if he finds that such purchase can be made at prices less than would be obtained by taking bids as provided by law for purchases from private individuals. It shall not be necessary for him to advertise for bids, but he may make such purchase upon such formalities and such terms as are required by the federal government. (Ord. 2683 § 12, 1968)
145.07 Formal bidding and contractual agreements.
The director or purchasing in conjunction with the department of public works is hereby authorized and directed to compile a standard set of general contract conditions, provisions and specifications for city work including, but not limited to, earth work, street construction, drainage, water systems, and sanitary sewerage facilities. The standard set of general contract conditions, provisions and general specifications shall be printed by the city with copies available for all bidders when formal bidding is employed. Copies of said standard contract provisions and standard specifications, as amended from time to time, shall be kept on file at all times with the city clerk and the city solicitor. All such standard contract conditions and specifications shall be a part of all city formal bidding and contractual agreements as is set forth in full in said contracts. (Ord. 2775 § 2, 1971)