HomeMy WebLinkAbout1988-627-11.16.1988 RESOLUTION NO. 1988-627
RESOLUTION APPROVING THE PURCHASING PROCEDURE FOR THE
CITY OF WATERLOO, IOWA.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WATERLOO,
IOWA, that the revised purchasing procedure dated November 10 ,
1988 , be and the same hereby approved.
BE IT FURTHER RESOLVED that the purchasing procedure
narrative as described below also be and the same hereby approved:
1. Requesting department obtains Purchase Order Form from
Clerk/Auditor and completes all necessary blanks for
purchase. All pertinent blanks must be completed or the
form will be returned to the department.
2 . The Clerk/Auditor will separate the Auditor and Vendor ' s
copy, file the Purchase Order by department, and
encumber the line item for the anticipated purchase
price. The Purchase Order request will be forwarded to
the Budget Analyst to determine if the item( s) requested
is a budgeted item. The Purchase Order will then be
forwarded to the Clerk/Auditor to determine the
availability of cash-on-hand. A negative response from
either will authorize the Purchasing Agent to place the
Purchase Order on the associated committee agenda.
3 . A positive response from both the Budget Analyst and the
Clerk/Auditor will authorize the Purchasing Agent to
determine if the requested item( s) is (are) biddable.
Major purchases will be forwarded to the committee
having the closest association with said department,
i.e. , Public Works , Public Safety, Building & Grounds .
4 . Purchase requests that do not clear analysis or are
deemed major items are placed on the associated
committee ' s agenda by the Clerk/Auditor ' s Department.
5 . The associated committee makes a determination as to
whether Purchase Order/Request will be authorized or
denied. A negative response will end the purchasing
procedure.
6. A positive response from the associated committee will
forward the Purchase Order/Request to the Purchasing
Agent who makes a decision as to whether requested
item( s) is biddable.
7 . If the item is not biddable, Purchasing sends Purchase
Order to Vendor.
8 . Department receives goods or services requested.
9. Department Head makes a determination as to whether
goods or services are acceptable. Unacceptable goods or
services authorizes the Purchasing Agent to initiate
"10" .
10 . Department Head notifies the Purchasing Agent that a
discrepancy exists and Purchasing Agent and Department
Head notifies Vendor. Step "8" of the procedure is
followed.
11. Acceptable goods or services are acknowledged by the
department submitting a copy of the Payment Voucher to
the Clerk/Auditor ' s office. Discrepancies against the
original Purchase Order must be corrected or justified
for modification of the original Purchase Order. The
file copy of the Purchase Order Form remains in the
department as a permanent record of the transaction.
Resolution No. 1988-627
Page 2
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H - 12 . Upon receipt of the Payment Voucher, the Clerk/Auditor
o r is authorized to issue a warrant to the Vendor for the
goods or services provided to the City upon final
approval by the Finance Committee and the City Council.
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This action completes the purchasing transaction.
o - 13 . Associated committee approves Purchase Order/Requests
`I that are biddable and forwards to the Purchasing Agent.
The Purchasing Agent and the Department Head develop
w specifications for item( s ) to be bid.
14 . Purchasing Agent notifies qualified bidders of the
specifications and invites them to bid.
14a. Hold Pre-Bid Conference, if necessary.
15 . The City Clerk/Auditor receives and opens bids.
16 . Bids are reviewed by the initiating Department Head,
Purchasing Agent, and other interested City personnel.
Recommendations for acceptance or rejection of
3 individual bids are made.
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17 . Individual recommendations for acceptance/rejection of
bids are forwarded to the Finance Committee.
18 . A recommendation by the initiating Department Head for
rejection of all bids is voted on by the Finance
Committee and if sustained the initial purchasing
procedure is restated by "14" . A recommendation by the
initiating Department Head for acceptance of a bid is
voted on by the Finance Committee and if sustained this
will authorize the Purchasing Agent to proceed with
Purchase "6" .
PASSED AND ADOPTED this 14th day of November, 1988 .
71
BernL.ard
fJMcKinley, Yor
ATTEST
Lar P. urger, Ci Clerk/Auditor