§ 2-162. Purchasing system; purchasing officer; powers and duties

(a) A purchasing system is hereby established for the purpose of setting forth efficient procedures for the purchase of supplies, services and equipment, to secure for the city supplies, services 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.

(b) A purchasing division of the finance department is hereby created and authorized to purchase supplies, services and equipment for the city government, department or agency.

(c) A position of purchasing officer is hereby created and shall be appointed by the city manager. The purchasing officer may delegate purchasing duties.

(d) Except as provided by this Code, no city officer or employee shall order the purchase of any supplies, equipment, materials, or contractual services, or make any contract within the purview of this Code, other than in accordance with the provisions of this Code, the regulations and procedures established by the city manager and with the approval of the purchasing officer. Any purchase or contract made contrary to this Code shall be null and void.

(e) The purchasing officer shall be the head and have general supervision of the purchasing division. The duties of purchasing officer may be combined with those of any other officer or position.

(f) The purchasing officer shall have the powers and duties as follows:

(1) Purchase or contract for supplies, services and equipment required by any city department or agency in accordance with purchasing procedures prescribed by this article, such administrative regulations as the purchasing officer shall adopt for the internal management and operation of the purchasing division and such other rules, regulations or purchasing manual as shall be prescribed by the city manager and resolution of city council.

(2) Negotiate and recommend execution of contracts for the purchase of supplies, services and equipment.

(3) Act to procure for the city the needed quality in supplies, services and equipment at the least expense to the city.

(4) Utilize vendor sourcing to obtain as full and open competition as possible on all purchases.

(5) Prepare and recommend to the city council rules governing the purchase of supplies, services and equipment for the city.

(6) Prepare and recommend to the city council revisions and amendments to the purchasing rules.

(7) Keep informed of current developments in the field of purchasing, prices, market conditions and new products.

(8) Prescribe and maintain such forms as are reasonably necessary to the operation of this article and other rules and regulations.

(9) Supervise the inspection of all supplies, services and equipment purchased to ensure conformance with specifications.

(10) Recommend the transfer of surplus or unused supplies and equipment between departments as needed and the sale of all supplies and equipment which cannot be used by any city department or agency or which have become unsuitable for city use.

(11) Maintain a bidder's list, vendor's catalog file and records needed for the efficient operation of the purchasing division.

(12) Such other powers as established by rules, regulations or purchasing manual as prescribed by the city manager and resolutions of city council.

(Ord. No. 96-15, § 1, 12-2-96)