§ 2-136. Scope of purchasing authority.

(a)

Purchasing power. The division of purchases shall have the power to make all purchases and perform all acts which shall be authorized under this division.

(b)

Transfer between departments. To assist in the purchase or contract of all supplies, materials, equipment and contractual services needed by all of the using agencies, the purchasing officer shall have the power to transfer all supplies, materials and equipment from one department to another.

(c)

Unauthorized purchases. Except as herein provided, it shall be a violation of this division for any city officer, employee or other person to order the purchase of any materials or supplies, or make any contract for municipal materials, supplies or services within the purview of this division, other than through the division or purchases; and the city shall not be bound by any purchase order or contract made contrary to the provisions herein.

(d)

Other powers and duties. In addition to the purchasing authority conferred in subsection (a) above, and in addition to any other powers and duties conferred by this division, the purchasing officer shall:

(1)

Be responsible to city manager. Be responsible to the city manager for the effective administration of the purchasing division and all activities assigned thereto.

(2)

To inaugurate sound practices. Keep informed as to current practices consistent with sound purchasing principles. The purchasing officer shall inaugurate such new practices as appear to be of benefit to the service and to the public.

(3)

Reports. Submit reports of activities of the purchasing division as required.

(4)

Maintain records. Establish and maintain a system of filing and indexing records and reports in sufficient detail to furnish all information necessary to proper control of divisional activity and to form a basis for the periodic reports to the finance director.

(5)

Authority over employees. Recommend the appointment, promotion, demotion, and removal of employees under the supervision of purchasing officer, subject to appropriate city rules and regulations concerning these activities.

(6)

Maintain equipment. Be responsible for the proper maintenance of all city property and equipment of the purchasing division.

(7)

Minimum expenditures. Act to procure for the city the appropriate quality and quantity in supplies and contractual services at the least expense to the city.

(8)

Encourage competition. Endeavor to obtain as full and open competition as possible on all purchases and sales when feasible.

(9)

Rules and regulations. Recommend for adoption all rules and regulations authorized by this division and any other rules and regulations necessary to its operation.

(10)

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.

(11)

Forms. Prescribe and maintain such forms as necessary for the operation of this division.

(12)

Standards and specifications. Where possible, establish sets of standards and specifications to control all purchases by the city; prepare and recommend to the mayor such standards as to quantity, size and variety of articles, equipment and supplies used by the offices and departments of municipal government as will make possible uniform purchasing for all city departments and offices when consistent with efficiency.

(13)

Vendor's category file. Prepare, adopt and maintain a vendors' category file. Said category shall contain descriptions of vendors' commodities, prices and discounts.

(14)

Bulk purchases. Explore the possibility of buying "in bulk" so as to take full advantage of discounts.

(15)

Federal and state sales tax exemptions. Act so as to procure for the city all federal and state sales tax exemptions to which it is entitled.

(16)

Disqualification of bidders. Have the authority to declare vendors, who default on their commitments, irresponsible bidders, and disqualify them from receiving any business from the city for a stated period of time, not less than one (1) year and no more than two (2) years. All vendors declared to be irresponsible bidders shall be given written notice thereof by certified mail, and shall have the authority to appeal to the city manager for an administrative hearing. The appeal shall be by certified mail and shall be postmarked within ten (10) days of the receipt of the notice to the vendor. Said administrative hearing shall be informal and not subject to the rules of evidence.

(17)

Participation in budget preparation. Participate in the preparation of finance department budget and provide input concerning costs of proposed purchasees by various using agencies during the next fiscal year.

(Ord. No. 88-135, §§ 1, 2, 10-24-88; Ord. No. 96O-132, § 7, 8-26-96)