[Adopted 10-5-1978 by Ord. No. 2335 as §§ 3-7
to 3-11 of the 1978 Revised General Ordinances]
A.
All using agencies, either by or with the authorization of the head
of the department under which the using agency operates, shall file
with the Purchasing Office detailed requisitions or estimates of their
requirements in supplies and contractual services in such manner,
at such times, and for such future periods as shall be required by
the Purchasing Office.
B.
The director or head of each using agency shall file with the Purchasing
Office the names of the persons in his agency who shall be authorized
to approved requisitions for supplies.
C.
No requisition from using agencies for supplies as defined herein
shall be honored by the Purchasing Office unless such requisitions
shall have been approved by the director or head of a using agency
from which such requisition emanates or by such person as said director
or head shall designate for that purpose.
D.
The Purchasing Office shall cause an examination to be made of each
requisition and/or estimate received from using agencies to determine
its propriety and may reject the same upon disapproval of either the
quality or quantity of the requisitioned material as heretofore provided.
Any purchase order or contract within the purview of this article
in which any officer or employee of the City is financially interested,
directly or indirectly, shall be voided unless such interest is specifically
called to the attention of the Council and the Council concludes that
the same does not constitute an unlawful conflict of interest and
approves the same.
A.
The Purchasing Office shall cause an inspection to be made of all
deliveries of supplies or contractual services to determine their
conformance with the specifications set forth in the order or contract.
B.
The Purchasing Office shall have the authority to authorize using
agencies having the staff and facilities for adequate inspection to
inspect all deliveries made to such using agencies.
C.
The Purchasing Office shall have the authority to require chemical
and physical tests of samples submitted with bids and samples of deliveries
which are necessary to determine their quality and conformance with
the specifications. In the performance of such tests, the Purchasing
Office shall have the authority to make use of laboratory facilities
of any agency of the City government or of any outside laboratory.
A.
All using agencies shall submit to the Purchasing Office, at such
times and on such forms as shall be prescribed by that agency, reports
showing stocks of all supplies which are in their possession and which
are surplus, discarded, not required, obsolete, worn out or scrapped.
The Purchasing Office shall have the authority to dispose of such
supplies as hereinafter provided:
(1)
Such supplies having an estimated value in excess of $500 may be
sold to the highest bidder following receipt of sealed bids received
and opened not less than 10 days after public advertisement.
(2)
If the estimated value is determined by the Purchasing Office or
its authorized representative to be less than $500, such supplies
may, without public advertisement, be sold for the highest responsible
offers obtainable; provided, however, that a list of the supplies
to be sold in this manner shall be posted in conspicuous places in
at least two public buildings within the City, and that invitations
to bid may be extended to at least three persons engaged in the regular
business of selling and buying supplies of the class offered, and
that all bids shall be duly considered in making an award.
(3)
In the event that any supplies treated as surplus, discarded or unusable
by one using agency can be used by another using agency, the Purchasing
Office is authorized to arrange for the transfer of such supplies
for use in that using agency.
(4)
Supplies in stock or use may be traded in to the vendor in part payment
on the purchase of new supplies by the Purchasing Office.
(5)
The Purchasing Office, upon approval by the Council, shall have the
right to reject all bids received under this section and may resolicit
bids or may sell the supplies at public auction.
(6)
The proceeds of all sales of supplies under this section shall be
deposited immediately with the City Treasurer upon completion of the
sale.
B.
The provisions set forth in this section shall not be construed as
applying to the disposal of books and other philological materials
by the Board of Trustees of the Free Public Library.
A.
Except as herein provided, City officers or employees shall not order
or purchase any supplies or make any contract within the purview of
this article other than through the Purchasing Office, and any purchase
order or contract made contrary to the provisions hereof, unless specifically
approved by the Council, shall not be binding upon the City.
B.
The provisions herein shall not apply to the use of any monies received
by the Board of Trustees of the Free Public Library of the City which
are not included in the annual budget of the City.
