Agenda - Council - 11/28/1989 - Laserfiche WebLink

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10,13,5 1. 10.13.6. 1. STANDARD PURCHASE ORDER PROCEDURE AND APPROVAL, To initiate a Standard Purchase Order, a Purchase Order Requisition form must be completed. This form is designed by the City's Finance Office and shall require as a minimum the following information: Item(s) to be purchased. Vendor name, address and phone number. Unit and total cost. Account number to be charged. Required delivery date. Delivery address. Signature of requisitioning employee. Authorizing signature of Department Head. Date of authorization by Department Head. Date and resolution number of Council approval, if required. The Purchase Order Requisition form, along with all bid information, shall be distributed as follows: Original, along with bid information, to the Finance Office. Duplicate copy is retained in departmental files. The Finance Office will be responsible for processing Standard Purchase Orders, obtaining necessary approvals, and distributing of Purchase Order copies. Approval authority of the Standard Purchase Order is established in the City Council Resolution entitled "Purchasing Aulhorily". Copies of the Standard Purchase Order will be distributed as follows: Original will be mailed to the vendor. Second copy will be forwarded to the appropriate department. Third copy will be retained in a numerical file. Fourth copy will be retained in the accounts payable files. ORDERING. For purchases requiring a Standard Purchase Order, the Department Head shall submit the Purchase Order Requisition to the Finance Office in ample time to allow for non-emergency processing at the City. In emergency situations, or when time is of the essence, the Department Head may order supplies or services without the prior preparation of the Purchase Order Requisition or Purchase Order, provided the purchase will not cause a budget line item to be exceeded. In such instances, the Finance Officer will assign a Purchase Order number to the Department Head and the Purchase Order Requisition must be forwarded to the Finance Office the same day of the Order.