Ordinance 2458-00 - Laserfiche WebLink

EXHIBIT A not appear on open supply purchase orders. An open supply purchase order should not be used to acquire items that should otherwise be put out for bid or competitive pricing. Inappropriate purchases appearing on open supply purchase orders will be referred to the department director for review and appropriate action. 3.72 Establishing an Open Supply Purchase Order Open supply purchase orders may be established when there are a sufficient number of small purchases from a local supplier. City employees should contact the Purchasing Division to inquire about establishing open purchase orders. 3.73 Procedures Only permanent employees or 9-month seasonal laborers may use the open supply purchase orders. When using open supply purchase orders,the City employee must show employee identification to the supplier, and sign and print his/her name on the packing list. The City employee's supervisor must also sign and write the account code on the packing list. Prior to payment, the packing lists will be matched to the supplier's invoices. 3.74 Returns and Back Orders Returns and back orders are not allowed on open supply purchase orders. Returns must be reported to the Purchasing Division for processing. 3.75 Credit Cards Some open purchase order suppliers accommodate the City by providing the use of a supplier- specific credit card. All such credit cards are held in Purchasing. Before an eligible employee, as defined above can use a credit card,the employee is required to obtain a signed form from his or her supervisor authorizing the use of the card. The form details what will be bought and sets a dollar limit. Purchasing cannot release a credit card without this pre-authorization. Supervisors will be notified if there are any discrepancies between the pre-authorization and the store receipt. 3.76 Petty Cash The purchase of small incidental items (under two hundred dollars ($200)) may be made using petty cash in accordance with Petty Cash Policy 400-96-02 or as may be amended. http://wwwl.ci.everett.wa.us/citypolicy/petycash.htm 3.77 Procurement Card The Purchasing Division holds a procurement card that can be used to acquire small, low-cost items for which a purchase order is either impractical or not available. Before an eligible employee, as defined above, can use a procurement card, the employee is required to obtain a signed form from his or her supervisor authorizing the use of the card. The form details what will be bought and sets a dollar limit. Purchasing cannot release a procurement card without this pre-authorization. Supervisors will be notified if there are any discrepancies between the pre-authorization and the store receipt. SECTION 4.0 COMPETITIVE NEGOTIATION Competitive negotiation can be used as an alternative to the competitive bidding procedures outlined under Equipment, Materials, Supplies, and Services (other than professional services)for the acquisition of electronic data processing and telecommunications systems; energy saving or energy related equipment or services; or when it is determined in writing that the use of competitive bidding is neither practicable nor advantageous to the City of Everett. Purchasing Policy Page 9 of 20