Chapter 2.38


2.38.010    Adoption of purchasing system.

2.38.015    Centralized purchasing department.

2.38.020    Purchasing officer.

2.38.025    Exemptions from centralized purchasing.

2.38.030    Requisitions.

2.38.035    Bidding.

2.38.040    Purchase orders.

2.38.045    Encumbrance of funds.

2.38.050    Rules and regulations.

2.38.010 Adoption of purchasing system.

In order to establish efficient procedures for the purchase of supplies and equipment, to secure for the city supplies and equipment at the lowest possible cost commensurate with quality needed, to exercise positive financial control over purchases, to clearly define authority for the purchasing function and to assure the quality of purchases, a purchasing system is adopted. (Ord. 367 § 1, 1981).

2.38.015 Centralized purchasing department.

There is created a centralized purchasing department in which is vested authority for the purchases of all supplies and equipment. (Ord. 367 § 1, 1981).

2.38.020 Purchasing officer.

There is created the position of purchasing officer. He shall be appointed by the city council. The purchasing officer shall be the head and have general supervision of the purchasing department. The duties of the purchasing officer may be combined with those of any other office or position. In the absence of the purchasing officer, the mayor, or in the absence of the mayor, the mayor pro tem will assume the duties, responsibilities and authority of the purchasing officer and act for him in all matters prescribed by this chapter. The purchasing officer shall have the authority to:

A. Purchase or contract for all supplies and equipment required by any using department in accordance with purchasing procedures prescribed by this chapter, such administrative regulations as the purchasing officer shall adopt for the internal management and operation of the purchasing department, and such other rules and regulations as shall be prescribed by the city council;

B. Negotiate and recommend execution of contracts for the purchase of all supplies and equipment;

C. Act to procure for the city the needed quality in supplies and equipment at least expense to the city;

D. Encourage competitive bidding and endeavor to obtain as full and open competition as possible on all purchases;

E. Prepare and recommend to the city council rules governing the purchase of supplies and equipment for the city;

F. Prepare and recommend to the city council revisions and amendments to the purchasing rules;

G. Keep informed of current developments in the field of purchasing, prices, market conditions and new products;

H. Prescribe and maintain such forms as reasonably necessary to the operation of this chapter and other rules and regulations;

I. Ensure the inspection of all supplies and equipment purchased to insure conformance with specifications;

J. Recommend the transfer of surplus or unused supplies and equipment between departments as needed;

K. Maintain a bidder’s list, vendors catalog file and records needed for the efficient operation of the purchasing department;

L. Establish and maintain a controlled supply of common and recurring items to be distributed to all departments as required. (Ord. 367 § 1, 1981).

2.38.025 Exemptions from centralized purchasing.

The purchasing officer with the approval of the city council may authorize, in writing, any department to purchase specified supplies and equipment independently of the purchasing department, but he shall require that such purchases shall be made in conformity with the procedures established in this chapter, and shall further require periodic reports from the department on the purchases made under such written authorization. (Ord. 367 § 1, 1981).

2.38.030 Requisitions.

Using departments shall submit requests for supplies and equipment to the purchasing officer by standard requisition forms, or by other means as may be established by the purchasing rules and regulations. (Ord. 367 § 1, 1981).

2.38.035 Bidding.

Purchases of supplies and equipment shall be by bid procedures. Bidding may be dispensed with by the purchasing officer only when an emergency requires that an order be placed with the nearest available source of supply, or when the amount involved is less than $500.00. (Ord. 367 § 1, 1981).

2.38.040 Purchase orders.

Purchase of supplies and equipment shall be made only by purchase orders. Except as otherwise provided herein, no purchase order shall be issued unless the prior approval of the purchasing officer or his designated representative has been obtained. (Ord. 367 § 1, 1981).

2.38.045 Encumbrance of funds.

Except in cases of emergency or in cases where specific authority has been first obtained from the city council, the purchasing officer shall not issue any purchase order for supplies or equipment unless there exists an unencumbered appropriation in the fund account against which purchase is to be charged. (Ord. 367 § 1, 1981).

2.38.050 Rules and regulations.

The city council may, by resolution, make such rules and regulations as it deems necessary in the implementation of this chapter. (Ord. 367 § 1, 1981).