The City Purchasing function is located within Municipal Services. About 70% of all purchases are made by the Fleet Maintenance, Water and wasterwater work groups for ongoing maintenance and contracts.
Purchasing is responsible for the purchase of supplies, equipment, materials and contractual services required by City departments, city stores, and for the administration of all rules and regulations established by the City Municipal Code, State Code and all other laws and regulations that may apply to these areas of responsibility.
In conformance with the provisions of Section 2, Chapter 7 of the City Municipal Code, a centralized purchasing system has been adopted for the following purposes:
To establish efficient procedures for the purchase of supplies and equipment;
To secure for the City, supplies and equipment at the lowest possible cost commensurate with the quality needed;
To exercise positive financial control over purchases;
To clearly define the authority for the purchasing function; and
Develops and implements policies and procedure for purchasing and central services.
Reviews requisitions for accuracy and completeness, consults with user departments regarding purchasing needs, and provides information regarding products and supplies.
Develops and prepares purchase orders; expedites purchase orders by following up with suppliers to reconcile delivery, quality, accuracy and other problems that arise.
Explains purchasing policies and procedures to potential vendors; places orders and negotiates with vendors as required if changes in purchase terms are required.
Interview vendors and salesmen in regard to purchasing and types of materials required, specifications, complaints and problems arising in connection with City bids from vendors.
Confers with City employees in regard to purchasing needs, specifications, complaints and special problems.
Researches availability, price, terms and delivery schedules with vendors for both specific and projected needs.
Coordinates with various City Departments for the disposal of obsolete City property by public sale.
Negotiates price and terms of purchase contracts, maintenance contracts and lease agreements drawn between Contractors and the City.
Prepares various forms and reports relative to the operations of the purchasing office.
To conduct all training in purchasing issues; such as policies, procedures and procurement cards.
To maintain a bidder's list, vendors' catalog file, and records needed for the efficient operation of the Purchasing Division.
Download the Vendor / Contractor Questionnaire