2012/03/14 Council Agenda Packet

PURCHASING , • ' - - ' - - GUIDELINES 6 1,4 - • • e _ Controlling Laws All purchases shall comply with the appropriate and relevant federal, state, and City lawsrequlations and policies.-If, and to the extent, the appropriate and relevant federal or state laws, regulations,grantsgrant requirements, or other requirements then existing vary from these guidelines, such laws, regulations, grafi-tsgrant requirements, or other requirements should be followed.-Contact the city attorney's officeCity Attorney's Office when questions regarding potential conflicts arise. 1.5 PROPER AUTHORIZATION—Proper Authorization Only authorized individuals may obligate the City to acquire goods and services. Individuals purchasing goods on behalf of the City without proper authorization may be personally liable to the vendor ander the City, or both and may be disciplined. Purchase orders commit City funds for the acquisition of goods or services.-In their capacity as the City's purchasing agents, the purchasing managerPurchasinq Manager and buyers are authorized to issue purchase orders on behalf of the City in accordance with applicable regulations and this guideline. policy. 1.6 PURCHASE REQUISITION Purchase Requisition The purchase requisition is the first step in the purchasing procedure.-The requisition should be submitted to the Purchasing Division ("Purchasing") in a timely fashion to allow adequate time for review, price quotations, and the preparation of a purchase order.-The length of time needed to obtain an item or service will depend upon several factors, such as the characteristics of the product or service sought, the number of alternative vendors or contractors, and the availability of the product;-ets or service. A purchase requisition is an internal instrument that communicates a department's needs to Purchasing. It is never to A purchase requisition should not be conveyed directly to a vendor.-Individuals must submit a computer access request form, signed by their department directorsdirector, to gain access to enter, edit, and approve purchase requisitions for a specific budget. 4tRequisitions entered into the City's Purchasing software are presumed to be properly authorized and it is the department director's responsibility to insure that proper procedures are followed and that total annual expenditures do not exceed the authorized budget appropriation. If you have questions regarding how to complete thea purchase requisition, please contact the Purchasing Division. 01106 53/1 2 Page 4 of 39 71