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"Purchasing Policy <br /> Page Four <br /> c) Second copy (green) to be retained by the department <br /> 411 originating the order. After the goods or services <br /> have been delivered and an invoice or statement <br /> received the department head shall submit a request for <br /> payment to the Finance Department. This request shall <br /> include the following: <br /> ( 1) Request for payment form signed by department <br /> head. <br /> ( 2) The second copy of the purchase order. <br /> (3) Invoice or statement for goods and services <br /> ordered. <br /> ( 4) Copies of bids or quotations required pursuant to <br /> City purchasing policy. <br /> EMERGENCY PURCHASES <br /> 4. 01 DEFINITION <br /> Emergency purchases are those made by departments only when <br /> normal operations of the department would be hampered by <br /> the delay resulting from purchasing in the normal manner, <br /> or where property, equipment or life are endangered through <br /> unexpected and unforeseen circumstances. <br /> III <br /> 4. 02 AUTHORITY <br /> In case of an emergency a department head may, with the <br /> approval of the Clerk-Administrator, purchase directly any <br /> supplies, materials, or services necessary to alleviate the <br /> emergency. Upon the next working day such emergency shall <br /> be explained in writing and such explanation submitted to <br /> the Clerk-Administrator. Every effort shall be made to <br /> contact the Clerk-Administrator whether the emergency <br /> occurs during normal working hours or after normal working <br /> hours. <br /> GENERAL PROVISIONS <br /> 5. 01 Department heads are not to split orders to attempt to <br /> circumvent any provisions of the City Charter, State Law, <br /> or any policy established by the City regarding purchasing. <br /> 5.02 Any willful violation of this policy will be reported <br /> promptly to the Clerk-Administrator and City Council . <br />