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HomeMy WebLinkAboutCode Master Project 1978: Chapter 205: Purchasing ProcedureLove [illegible] HISTORY FILE CHAPTER 205 ORDINANCE NO. 18-88 AN ORDINANCE AMENDING CHAPTER 205 , PURCHASING PROCEDURES, OF THE CODE OF ORDINANCES OF THE CITY OF CAPE CANAVERAL , BREVARD COUNTY, FLORIDA ; REPEALING THE CHAPTER IN ITS ENTIRETY AND REPLACING WITH A NEW CHAPTER ; ADOPTING A PURCHASING PROCEDURE MANUAL; REPEALING ALL PORTIONS OF THE CODE IN CONFLICT HEREWITH; PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED by the City Council of the City of Cape Canaveral, Brevard County, Florida, as follows: SECTION 1. Chapter 205 of the Code of Ordinances is hereby repealed in its entirety. SECTION 2 . The amended Chapter 205, Purchasing Procedures, is hereby adopted and incorporated into the Code of Ordinances as Chapter 205 . A copy of the Purchasing Procedures is on file in the office of the City Clerk and made a part of this Ordinance by reference. SECTION 3 . All portions of the Code in conflict herewith are hereby repealed. SECTION 4 . This Ordinance shall take effect immediately upon its adoption. ADOPTED BY the City Council of the City of Cape Canaveral, Florida, this 6th day of December , 1988. [Joy C. Salamone's signature] Mayor ATTEST: [Janet S. Leeser's signature] City Clerk Approved as to Form: [signature] City Attorney First Reading: 11-15-88 Posted: 11-16-88 Advertised: 11-17-88 Second Reading: 12-06-88 NAME YES NO HOOG YES KIDD YES MILLER YES RANDELS YES SALAMONE YES Codified 1987 ORDINANCE NO. 18-87 AN ORDINANCE AMENDING CHAPTER 205, PURCHASING PROCEDURES, OF THE CODE OF ORDINANCES OF THE CITY OF CAPE CANAVERAL, BREVARD COUNTY, FLORIDA, BY REPEALING THE CHAPTER IN ITS ENTIRETY AND REPLACING WITH A NEW CHAPTER; ADOPTING A PURCHASING PROCEDURE MANUAL; REPEALING ALL PORTIONS OF THE CODE IN CONFLICT HEREWITH; PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED by the City Council of the City of Cape Canaveral, Brevard County, Florida, as follows: SECTION 1. Chapter 205 of the Code of Ordinances is hereby repealed in its entirety and replaced with Chapter 205 "Purchasing Procedures" , which is attached hereto and made a part hereof by reference. This chapter shall be published in manual form and a true and correct copy shall be maintained in the office of the City Clerk at all times. SECTION 2 . All portions of the Code in conflict herewith are hereby repealed. SECTION 3 . This Ordinance shall take effect July 1, 1987. ADOPTED by the City Council of the City of Cape Canaveral, Florida this 2nd day of June , 1987. [Patrick S. Lee's signature] Mayor ATTEST: [Janet S. Leeser's signature] City Clerk Approved as to Form: [signature] City Attorney First Reading: 5-19-87 Posted: 5-20-87 Advertised: 5-23-87 Second Reading: 6-02-87 NAME YES NO HOOG YES KIDD YES LEE YES MARCHETTI ABSENT MURPHY YES New Section 205 ORDINANCE NO. 27-74 1-Oct. 74 P AN ORDINANCE ADOPTING A MANUAL OF PURCHASING PROCEDURES TO BE USED BY ALL DEPARTMENTS OF THE CITY OF CAPE CANAVERAL, FLORIDA; PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CAPE CANAVERAL, FLORIDA, AS FOLLOWS: . SECTION 1. The City of Cape Canaveral, Florida, hereby adopts the attached Manual of Purchasing Procedures, which manual shall be used by all departments of the City. SECTION 2. This Ordinance shall become effective immediately upon its adoption. ADOPTED by the City Council of the City of Cape Canaveral, Florida, this 1 day of OCTOBER , 1974. [signature] Mayor Attest: [signature] City Clerk Approved as to Form: [signature] City Attorney FIRST READING: 9/3/74 POSTED: 9/4/74 SECOND READING: 10/1/74 ADVERTISED: 9/6/74 NAME YES NO ABS MACLAY YES RHAME YES NICHOLAS YES SALVAGGIO YES THURM YES ORDINANCE 27-74 PAGE 1 OF 25 GENERAL 205.01 1-1. Introduction This manual is for use by all departments of the City of Cape Canaveral. It has been prepared to aid all employees directly or indirectly associated with purchasing and to indicate their duties and responsibilities for maintaining the City's reputation for fairness and integrity. The purchasing function involves - the procurement of materials, supplies, equipment, and services at the lowest possible cost consistent with the quality needed for the proper operation of the City' s various operating departments. Our goal is the promotion of the City's best interests through intelligent action and fair dealing which will result in ob- taining the maximum projected value for each dollar expended. City policy has three requirements for purchasing: 1. All purchases must be initiated by a proper executed purchase order which provides the documentation necessary for budgeting and internal control. 2. Purchases for the requirements and opera-- tions of all operating departments are to be made through a centralized Purchasing Agent for the purpose of obtaining lower prices by combining requirements , expediting payments for each cash discounts, reducing the number of suppliers of the same article, following-up orders, buying cooperatively with other government agencies , and main- taining a smooth purchasing operation and for the purpose of better internal control. Finally, all purchases shall be of a quality suitable to the intended purpose at the least expense . ORDINANCE 27-74 PAGE 2 OF 25 GENERAL 205.01 Cont'd 1-1 Introduction (Cont'd) The following regulations are intended to provide purg procedures consistent with the City's goals, policies and size. 205.02 1-2 Legal Authorization 205.03 1-3 Relation of Purchasing Agent to Other Functions A purchasing Agent shall be designated by the City Manager to insure proper internal control,. the. Purchasing Agent shall not be directly involved in purchasing for any operating department or primarily responsible for matching and paying invoices in the accounting department. It is the function of the City Manager to observe and enforce all procedures herein outlined in order that all purchases may be made fairly, quickly, competitively and efficiently. The Purchasing Agent is not a clerk for other departments. Instead he exercises independent authority and control. He may change vendors or requisitions substitute appropriate articles or materials, and postpone or deny a request. He must work harmoniously with the various departments in the City' s best interest. ORD. 27-74 PAGE 3 OF 25 GENERAL 205.04 1-4 . Relations With Vendors The relationship between the purchaser and the seller is one of mutuality. No contract that proves unsatisfactory to the vendor can be regarded as satis- factory to the buyer. It is the responsibility of the Purchasing Agent to establish a relationship of mutual confidence and satisfaction between the City and its suppliers. Therefore, is is necessary that the Purchasing Agent be aware of all trans- actiors5that are conducted between the City and supplier . The operating departments should not be burdened with visits from suppliers or with the routine of purchasing. The City' s and the vendor ' s time will be saved if the following steps are observed: 1. All vendor' s representatives will be received by the Purchasing Agent.. promptly and courteously. 2. All vendors representative will be re- ceived by the Purchasing Agent. When it is necessary for the vendor to meet with the department heads, the interview will be arranged by the Purchasing Division . If a vendor contacts the department directly, he shall be immediately referred to the Purchasing Agent. 3. The Purchasing Agent will pass along to the department heads useful information received from interviews, catalogs, and advertisements or other sources. 4. When necessary for the departments to correspond with the vendors on some technical matter, copies of that corres- oondence_will be sent to the Purchasing Agent. ORD . 27-74 PAGE 4 OF 25 REQUISITIONS (1) 2-1. The Purpose of a Requisition The purchase requisition serves to inform the Purchasing Agent of the needs of the department AMMO- and to correctly define the material requested. The requisition is not an order, it is only a request. (2) 2-2. When the Requisition Is Prepared Requisitions are to be prepared far enough in advance so that the Purchasing Agent will be able to secure information and specifications to prepare and send for competitive quotation or formal bids and to allow time for delivery. For this reason, the following time/dollars should be observed: Dollar amount under $200. 00 Approximately 10 days for delivery. Dollar amount from $200.00 to $1,000. 00 Approximately 20 days for delivery. Dollar amount over $1,000. 00 Approximately 45 days for delivery. (3) 2-3. Who Prepares the Requisition Only department heads or duly authorized persons prepare and sign requisitions . (4) 2-4 How to Prepare The Requisition Requisitions available in pre-printed pads. The requisition should be completed as shown on the following sample copies . ORD. 27-74 PAGE 5 OF 25 PURCHASING DEPARTMENT REQUISITION [illegible] THIS IS NOT A PURCHASE ORDER CITY OF CAPE CANAVERAL NO. 3 RECOMMENDED SOURCE OF SUPPLY: DATE January 1, 1972 REQUIRED SHIPPING DATE XYZ Company REGULATED BY John Dough 1265 Dearborn Avenue DEPARTMENT Traffic Engin [cutoff] Chicage, Illinois 37658 o CITY OF CAPE CANAVERAL FLORIDA PURCHASE ORDER NO. ELIVER TO Signal Shop 125 So. Flagler Ave. TEM NO. QUANTITY UNIT PRICE PRICE [another field whose name was cut off] 1 1 ET-501 Pedestrian Controller 441.00 12 2 2 EJ4 Push Button 10.10 20.20 3 2 Sets. UX611 Bracket 19.85/ 39.70 set 500.90 TO BE USED FOR Installation of Walk Light at Atlantic Blvd. and N.E. 26th Ave. ISSUED BY [signature] DEPARMTMENT Traffic Engineering THIS REQUISITION MUST BE SIGNED BY THE DEPARTMENT HEAD OR BY THE AUTHORITY OF THE DEPARTMENT HEAD ORD. 27-74 PAGE 6 OF 25 [a duplicate of the previous page] [another duplicate of the previous page] (5) 2-4. How to Prepare the Requisition (Cont'd) Recommended Source of Supply: This may be filled in if a good source of supply is known. However, this may be amended by the Purchasing Agent any time it is determined that another source is better. Deliver To: Indicate delivery point. DATE, Requested by Department: Indicate the date, the source of the requisition, and the department. Purchase Order Number: Leave this blank. This number will be issued by the Purchasing Agent. Item No. Quantity and Description: State each item number, indicate the quantity in dozens, gross, pounds, gallons, or some other unit- of measurement. In addition, a clear description indicating the size, color, type, grade, or other pertinent information should be given in the space provided. If this space is not adequate, a separate sheet shall be attached to the requisition. If the purchase requires formal or detailed specifi- cations, technical assistance shall be provided by the operating department requesting the item. Unit Price: If known, the unit price should be indicated. However, the price must be verified from other sources by the Purchasing Agent. Code: Proper account code shall be entered by the issuing department and verified by the accounting department. ORD. 27-74 PAGE 9 OF 25 (12) To Be Used For: State the purpose for which the naterial or service is to be used. (For example : "install walk light at Atlantic Blvd. and N.E. 26th Ave. ") . In the case of requisitioning material or service for a specific piece of equipment, indicate the identity. (For example : Vehicle #13) . Issued By, Department: (13) All requistions shall be signed by the department head or other authorized personnel, and the department shall be indicated. 205.05 2-5. Routing of the Requisition: Upon completion of the three-part requisition form, the preparing department shall send the original copy (white) and second copy (yellow) to the Purchasing Agent for processing. The Third copy (blue) shall be retained by the originating department for reference. 205.06 2-6. The Purpose of a Purchase Order: The purchase order is the vendor' s authorization to ship equipment, materials, and supplies or perform services specified thereon. It constitutes a contract between the City and the vendor.. Therefore, it- is a legal document and may not be changed by anyone other than the Purchasing Agent. 205.07 2-7 When Orders are Issued: A purchase order is issued on pre-numbered forms from information appearing on the requisition. 205.08 2-8. Who Issues the Order: The Purchasing Agent only issues purchase orders. Using departments shall not enter in negotiation with any vendor for the purchase of materials , supplies, equipment, or services except in the instance of a blanket order or petty cash which are described in Sections 2-11 and 2-12 . All purchase orders are transmitted to vendors by the Purchasing Agent. ORD. 27-74 PAGE 10 OF 25 205.09 2-9. Routing The Order : A standard five-part, pre-numbered purchase order form shall be used for all purchases. After the order is prepared by the Purchasing Agent, it is routed to the Accounting Department for verification that the code is correct and that appropriate funds are available. The order is then returned to the Purchasing Agent for his signature, and the copies are distributed as follows : (1) Original "Vendor' s Copy" (White) Forwarded to vendor as authorization to fill the order. (2) Second Copy "Receiving Report" (Goldenrod) Forwarded to the department having made the request along with the yellow copy of the requisition. The department should transfer purchase order number, vendor, prices and other information from the "Goldenrod" to their copy of the requisition for departmental file. The "Goldenrod " is to be retained by the Department until all materials are received and/or services are completed. Immediate by thereafter, the "Goldenrod" is to be "closed- out" by the department showing the date (s) received, the quantities received and the signature of the received. The "Goldenrod" is then returned to the Purchasing Division. (3) Third Copy "Purchasing-Numerical" (Pink) Retained numerically in an "open-file" by the Purchasing Agent until the "closed out" Goldenrod is received. The (Pink) copy is then "closed-out" and filed numeri- cally. The Goldenrod is approved for payment and forwarded to Accounting Dept. as authorization for payment of the vendor' s invoice . ORD . 27-74 11 OF 25 VENDOR COPY PURCHASE ORDER 12 No. 59787 This Number MUST Appear[cutoff] Packages, Shipping Notices, and[cutoff] CITY OF CAPE CANAVERAL 105 POLK AVE. CAPE CANAVERAL, FLORIDA 32920 Date or Order: Requested Shipping Date: Requisition No: Ship Via: To: Ship To: CITY OF CAPE CANAVERAL, FLORIDA U.S. TREAS. DEPT. I.R.S. REGISTRATION NO. STATE SALES TAX EXEMPTION CERTIFICATE NO. 04-00335-[cutoff] O.B. EN O. QUANTITY UNIT DESCRIPTION UNIT PRICE COD[cutoff] IMPORTANT-1. PLEASE ACKNOWLEDGE RECEIPT OF THIS ORDER ADVISING SHIPPING DATE AND ITEMIZED PRICE. IF PRICING ON THIS ORDER IS INCORRECT, ADVISE IMMEDIATELY. 2. INCLUDE PACKING LIST WITH EACH SHIPMENT 3. IMMEDIATELY UPON SHIPMENT SEND INVOICE IN DUPLICATE TO CITY HALL [faded text] SHOWING ORDER NUMBER 4. SHIP PREPAID AND ADD CHARGES TO INVOICE. NO C.O.D. SHIPMENTS ACCEPTED. ERE IS AN UNENCUMBERED BALANCE OF APPROPRIATED O AVAILABLE FUNDS TO PAY THIS PURCHASE ORDER CITY OF BY PURCHASING AGENT RM No. 153-1 ORD. 27-74 PAGE 12 OF 25 [illegible] Report- Return To Purchasing Dept. Immediately Upon Receipt of [illegible] PURCHASE ORDER No. 5978 This Number MUST Packages, Shipping [illegible] CITY OF CAPE CANAVERAL 105 POLK AVE. CAPE CANAVERAL, FLORIDA 32920 DATE OF ORDER: REQUESTED SHIPPING DATE: REQUISITION NO: SHIP VIA: TO SHIP TO CITY OF CAPE CANAVERAL, FLORIDA U.S. TREAS. DEPT. I.R.S. REGISTRATION NO STATE SALES TAX EXEMPTION CERTIFICATE NO.04 ITEM NO. QUANTITY UNIT DESCRIPTION UNIT PRICE PRICE TO EMPLOYEE RECEIVING THIS SHIPMENT. 1. Inspect Shipment IMMEDIATELY on arrival. Shortages or Damage Must Be Noted and Signed For on Fr[cutoff] Agent 2. In case of Shortages, Loss, or Damage Notify Purchasing Department Immediately. 3. Check One: Received O.K. Not O.K. Explanation: DATE [illegible] ITEM NO. QUANTITY REC'D BALANCE DUE SIGNATURE OF RECEIVER INVOICE NO. O.K. FOR P[cutoff] ORD. 27-74 PAGE 13 OF 25 [illegible] Dept. [illegible] COPY PURCHASE ORDER No. 5978 This Number MUST Packages, Shipping [illegible] CITY OF CAPE CANAVERAL 105 POLK AVE. CAPE CANAVERAL, FLORIDA 32920 DATE OF ORDER: REQUESTED SHIPPING DATE: REQUISITION NO: SHIP VIA: TO SHIP TO CITY OF CAPE CANAVERAL, FLORIDA U.S. TREAS. DEPT. I.R.S. REGISTRATION NO STATE SALES TAX EXEMPTION CERTIFICATE NO.04 ITEM NO. QUANTITY UNIT DESCRIPTION UNIT PRICE PRICE TO EMPLOYEE RECEIVING THIS SHIPMENT. 1. Inspect Shipment IMMEDIATELY on arrival. Shortages or Damage Must Be Noted and Signed For on Fr[cutoff] Agent 2. In case of Shortages, Loss, or Damage Notify Purchasing Department Immediately. 3. Check One: Received O.K. Not O.K. Explanation: DATE [illegible] ITEM NO. QUANTITY REC'D BALANCE DUE SIGNATURE OF RECEIVER INVOICE NO. O.K. FOR P[cutoff] ORD. 27-74 PAGE 13 OF 25 2-9. Routing The Order: (Cont'd) (4) Fourth Copy "Purchasing-Alphabetic" (Yellow) Retained by the Purchasing Agent and filed alphabetically. (5) Fifth Copy "Budget" (Green) Retained in the Accounting Dept. for budget reference purposes. 205.10 2-10. Changes to the Order : Whenever a change of any kind on the purchase order is required the using department shall request the change through a memorandum or and communication to the Purchasing Agent. Only the Purchasing Agent is authorized to make changes to the original purchase order. 205.11 2-11. Blanket Orders: A Blanket-Order is a purchase order which is issued to an approved pre-selected vendor at the beginning of each month. This purchase order is good for one month period. The department which is assigned the blanket order may make one small purchase in order to quickly facilitate equipment repairs. Items obtained in this manner are not to exceed $25. 00 per purchase and are limited to items not in stock. All invoices for these purchases must be properly coded and signed by the department head. The department retains these invoices until the end of the month. Then they are forwarded to the Purchasing Agent along with the vendor 's state- ment and the code breakdown. ORD . 27-74 PAGE 15 OF 25 [cutoff text] PURCHASE ORDER No. 59787 This Number MUST App[cutoff] Packages, Shipping Notices[cutoff] CITY OF CAPE CANAVERAL 105 POLK AVE CAPE CANAVERAL, FLORIDA 32920 DATE OF ORDER: REQUESTED SHIPPING DATE: REQUISTION NO: SHIP VIA: TO SHIP TO City OF CAPE CANAVERAL, FLORIDA U.S. TREAS. DEPT. I.R.S. REGISTRATION NO. STATE SALES TAX EXEMPTION CERTIFICATE NO. 04-099-0[cutoff] O.B. EM O. QUANTITY UNIT DESCRIPTION UNIT PRICE PRICE CO[cutoff] ORD. 27-74 PAGE 16 OF 25 [illegible[ Dept dget Copy PURCHASE ORDER No. 59787 This Number MUST App[cutoff] Packages, Shipping Notices [cutoff] CITY OF CAPE CANAVERAL 105 POLK AVE. CAPE CANAVERAL, FLORIDA 32920 DATE OF ORDER: REQUESTED SHIPPING DATE: REQUISITION NO.: SHIP VIA.: TO SHIP TO: CITY OF CAPE CANAVERAL, FLORIDA U.S. TREAS. DEPT. I.R.S. REGISTRATION NO STATE SALES TAX EXEMPTION CERTIFICATE NO. 04-00[cutoff] O.B. EM O. QUANTITY UNIT DESCRIPTION UNIT PRICE PRICE TO EMPLOYEE RECEIVING THIS SHIPMENT. 1. Inspect Shipment IMMEDIATELY on arrival. Shortages or Damage Must Be Noted and Signed For on Frei[cutoff] Agent 2. In case of Shortages, Loss, or Damage Notify Purchasing Department Immediately. 3: Check One: Receives O.K. Not O.K. Explanation: DATE REC'D ITEM NO. QUANTITY REC'D BALANCE DUE SIGNATURE OF RECIEVER INVOICE No. O.K. F[cutoff] [illegible] NO. [illegible] ORD 27-74 PAGE 17 OF 25 205.12 2-12 . Petty Cash: At times it is necessaryto purchase minor items not in stock for expediency. If the item is not covered under-- the blanket order policy, the de- partment may purchase it for cash. A petty cash purchase shall not exceed $10 . 00 and must be approved by the department head. In addition, a paid slip must be obtained from the vendor and signed and properly coded by the department head. The slip is then brought to .the Purchasing Agent for approval. Reimbursement will then be made by the City Treasurer. This procedure is for expediency only and is not to be abused. EMERGENCY PURCHASE 205.13 3-1. When the Emergency Order is Used : It is recognized that some emergencies cannot be anticipated_ Therefore, emergency purchases may be made in the case of equipment or vehicle break- downs or storm damage, but only if departmental operation would be seriously impaired if immediate action were not taken. 205.14 3-2. Who Makes the Emergency Purchase: Emergency purchases may be made by either the using departments or the Purchasing Agent, but only approved by the Purchasing Agent. 205.15 3-3. How the Emergency Purchase is Made: To initiate an emergency purchase, the using departmental authority calls the Purchasing Agent, advises him of the nature of the emergency, and requests a purchase order number (under no circum- stances are prior arrangements to be made with a vendor before a purchase order number is obtained; information only may be solicited by the Department Head) . The using department will transmit the purchase order number thats obtained to the vendor to be used as the vendor ' s authority to provide the material or services. ORD. 27-74 PAGE 18 OF 25 3-3 . How The Emergency Purchase Is Made : (Cont'd) Then the department will prepare a requisition in the usual manner, except the purchase order number will,..be placed in the upper righthand corner and the word "confirming" will be written on the requisition. The requisition and the sales ticket or invoice will then be sent to the Purchasing Agent as soon as the transaction is completed. Finally, the Purchasing Agent will issue, a "confirming" purchase order to the vendor. 205.16 3-4. Making An Emergency Purchase At Night, Weekends, Or Holidays: If an emergency should arise during a time when City Hall is normally closed, the using department. will follow the same procedure as above, f. purchase order number will not be used at the time of the transaction. Instead, the sales ticket or invoice will be attached to the requisition and forwarded to the Purchasing Agent the following work day along a memorandum explaining why a purchase order number was not obtained. 205.17 3-5. General Information About Emergency Purchases : When emergency purchases are made, the department will buy at the best possible price. In most cases, the order will be issued to the vendor from whom the materials were previously purchased. The Purchasing Agent will aid in the selection of the proper vendor. A true emergency will almost occur as a result of parts and labor needed for repairs to equipment which must be kept in operating order. Emergencies created through negligence or failure to anticipate normal needs are to be avoided. ORD. 27-74 PAGE 19 OF 25 3-5 . General Information About Emergency Purchases : (Cont'd) Emergency purchases are costly; they are made hurriedly, usually on a non-competitive basis, and usually at top prices. Most vendors will charge a premiumlft, supplies must be obtained immediately. By avoiding emergency orders, money will be saved. INVOICES 205.18 4-1. What An Invoice Is : Invoices are the vendor's charge for materials or service rendered to the City which provide the basis for remittances. The invoice is based on the purchase order. Therefore, it should refer to it and follow it in all details of discription, terms, and prices. 205.19 What Departments Do With Invoices: The purchase order instructs vendors to send invoices directly to the City of Cape Canaveral Accounting Department. The using department should not retain a completed "Goldenrod" while waiting for an invoice, the invoice, in all prob- ability, : will be in the Accounting Department awaiting payment. However, it cannot be paid until the purchase order is closed-out. If the using department receives an invoice, it should immediately be forwarded to the Accounting • Department. Prompt payment of invoices may permit the City to deduct cash discounts. ORD. 27-74 PAGE 20 OF 25 INSPECTION, TESTING, AND RECEIVING 205.20 5-1. Purchasing Agent Function : The Purchasing Agent will inspect or supervise the inspection of all materials, supplies, equipment or contractual services received to determine their conformance with the specifications set forth in the purchase order or contract. 205.21 5-2. Inspection Authorization: The Purchasing Agent may authorize using depart- ments which have adequate staff and facilities to inspect materials received for conformity with the purchase order. 205.22 5-3. Procedure, Departments: After inspecting and testing material received,. departments will complete the receiving report appearing on the bottom of the Goldenrod. Any - variance in quantity shall be noted. If the quantity received does not correlate with the vendor's packing slip, the Purchasing Agent shall be notified at once of the discrepancy. If the materiaydelivered are not in conformity with the specifications and are not acceptable to the receiving department,the receiving department shall notify the Purchasing Agent at once of the reasons for withholding acceptance. The Purchasing Agent will take immediate action to compel replacement by the vendor or otherwise take action to supply the department with the needed material. ORD. 27-74 PAGE 21 OF 25 PARTIAL RECIEVING REPORT VENDOR: Purchase Order Number Department Date ight Express Parcel Post Delivered Picked Up Item No. Quantity Description Remarks: Received by: TO BE USED WHEN PARTIAL SHIPMENT OF A PURCHASE ORDER IS RECEIVED ORD. 27-74 PAGE 22 OF 25 205.23 Outside Testing : When the use of outside testing laboratories be- come necessary, the Purchasing Agent will make the necessary ar rgements. 205.24 5-5 . Posted Receiving Reports : When partial shipment is made on an order, a partial receiving report is made in duplicate. One copy is forwarded to the Purchasing Agent and one copy is retained in department files. Proper notations are made on the receiving copy of the purchase order for each partial shipment. The receiving copy of the purchase order is held by the department until the order has been filled. At this time, the receiving copy of the purchase order is forwarded to the Purchasing Agent. If it is anticipated that the balance of the order will be received in a short period of time, a partial receiving report need not be prepared. However, an accurate record of the partial shipment must be recorded on the Goldenrod so that it may be closed out properly upon receipt of the balance. FOLLOW-UP AND EXPEDITING 205.25 The process of- procurement -is not accomplished by simply issuing an order; satisfactory delivery must also be made. To insure that delivery is made when the material or services are required, some form of follow-up is frequently necessary. ORD. 27-74 PAGE 23 OF 25 205.26 6-1. Purchasing Agent's Responsibility: Follow-up, or expediting, is essentially a part of the purchase process and can be most effectively handled as such since the necessary delivery records and similar information are immediately available to the Purchasing Agent. First of all, the basis for successful follow-up lies in the stipulation of proper terms of the purchase The necessary procurement cycle, manufacture time, and delivery time are important considerations for the buyer. In addition, the purchase order should state the required delivery date. Finally, the sources of supply whose history diary shows a record of broken delivery promises should be eliminated from consideration. The method of follow-up will depend on the nature of the order and the promised delivery date. Regardless, the. Purchasing Agent must continually expedite outstanding orders in order to obtain the earliest possible delivery. 205.27 6-2. Departmental Responsibility: If the using departments will plan their work carefully, many needless such orders for material will be eliminated and there will be no need for any particular follow-up besides routine ones . Constant requests to supplier for such service destroys the effectiveness of rush requests and adds to both the buyer' s and the seller 's costs. In addition, rush requests may cause expediting to degenerate into more pressure, which is the least effective of all follow-up methods. ORD . 27-74 PAGE 24 OF 25 CITY OF CAPE CANAVERAL PURCHASING PROCEDURE - FLOW CHART Operating Department (1) Prepares requisition. Retains blue copy and forwards white and yellow copies to purchasing agent. Purchasing Agent (2) Analyses requisition. If disapproved, returns to operating department. If approved, determines best source of supply, issues purchase order, and forward to Accounting Division. Accounting Division (3) Verifies that budget code is correct and that funds are available. Forwards to City Manager. City Manager (4) Analyses purchase order. If disapproved, returns to purchasing agent. If approved, signs and returns to Accounting Division. Purchasing Agent (5) Retains budget copy (green) and forward balance to purchasing agent. Operating Department (6) Sign, forward receiving copy of purchase order (Goldenrod) and yellow copy of requisition to using department. Retains pink and yellow copies of purchase order and white copy of requisition. Forwards white copy of purchase order to vendor. Vendor (7) Fills order and sends invoice to Accounting Div. Operating Department (8) Recieves goods. Closes out recieving copy of purchase order (Goldenrod) and forwards to Purchasing Agent. Purchasing Agent (9) Closes out pink copy of purchase order and files. Oks Goldenrod and forward to Accounting Division. Accounting Division (10) Matches and pays invoice. ORD. 27-74 PAGE 25 OF 25 Did not include forms in codification in 1981 per City Mgr. P. Witcher 49-50 Purchasing Procedure Chapter 205 PURCHASING PROCEDURES Sec 205.01 GENERAL 1-1 A-Introduction Purchasing Procedure Ability is hereby adopted for use by all departments of the City of Cape Canaveral . It has been prepared to aid all employees directly or indirectly associated with purchasing and to indicate their duites and responsibilities for maintaining the City ' s reputation for fairness and integrity. (1) The purchasing function involves the procurement of materials , supplies , equipment , and services at . the lowest possible cost consistent with the quality needed for the proper operation of the City' s various operating departments . Our goal is the promotion of the City' s best interest through intelligent action and fair dealing which will result in obtaining the maximum projected value for each dollar expended . (2) City policy has three requirements' for purchasing : (a). All purchases must be initiated by a proper executed purchase order which provides the documentation necessary for budgeting and internal control . (b). Purchases for the requirements and opera- tions of all operating departments are to be made through a centralized Purchasing Agent for the purpose of obtaining lower prices by combining requirements , expediting payments for each cash discount , reducing the number of suppliers of the same article, following-up orders , buying cooperatively with other government agencies , and main- taining a smooth purchasing operation and -1- for the purpose of better internal control. Finally , all purchases shall be of a quality suitable to the intended purpose at the least expense. The following regulations are intended to provide purchasing proce- dures consistent with the City ' s goals , policies and size . (B) Legal Authorization [Reserved] (C) Relation of Purchasing Agent to Other Functions A purchasing Agent shall be designated. by the City Manager to insure proper internal control , the Pur- chasing Agent shall not be directly involved in pur- chasing for any operating department or primarily responsible for matching and paying invoices in the accounting department . It is the function of the City Manager to observe and enforce all procedures herein outlined in order that all purchases may be made fairly, quickly : com- petitively and efficiently . /3r The Purchasing Agent is not a clerk for other departments . Instead , he exercises independent authority and control. He may change vendors or requisitions , substitute appropriate articles or materials , and postpone or deny a request .. He must work harmoniously with the various departments in the City ' s best interest . -2- (D) Relations with Vendors The relationship between the purchaser and the seller is one of mutuality. No contract that proves unsatisfactory to the vendor can be regarded as satisfactory to the buyer. It is the responsibility of the Purchasing Agent to establish a relationship of mutual confidence and satisfaction between the City and its suppliers . Therefore , it is necessary that the Purchasing Agent be aware of all trans- actions that are conducted between the City and supplier . The operating departments should not be burdened with visits from suppliers or with the routine of purchasing . The City' s and the vendor ' s time will be saved if the following steps are observed : 1. All vendor 's representatives will be received by the Purchasing Agent promptly and courteously. 2. All vendors representatives will be received by the Purchasing Agent . When it is necessary for the vendor to meet with the department heads , the interview will be arranged by the Purchasing Division . If a vendor contacts the department directly, he shall be immediately referred to the Purchasing Agent . 3 . The Purchasing Agent will pass along to the department heads useful information received from interviews , catalogs , and advertisements or other sources . 4 . When necessary for the departments to corres- pond with the vendors on some technical matters copies of that correspondence will be sent to -3- the Purchasing Agent. [Ord. No. 27-74, § 1, 1 Oct 1974] / Sec. 205.02 REQUISITIONS (A) The Purpose of a Requisition The purchase requisition serves to inform the Purchasing Agent of the needs of the department and to correctly define the material requested . The requisition is not an order , it is only a request . (B) When the Requisition is Prepared Requisitions are to be prepared far enough in advance so that the Purchasing Agent will be able to secure information and specifications to prepare and send for competitive quotation or formal bids and. to allow time for delivery. For this reason , the following time/dollar should be observed : Dollar amount under. $200. 00 Approximately 10 days for delivery.. Dollar amount from $200. 00 to $1 , 000 . 00 Approximately 20 days for delivery Dollar amount over $1 ,000. 00 - Approximately 45 days for delivery. (C) Who Prepares the Requisition Only department heads or duly authorized persons prepare and sign requisitions . (D) How to Prepare the Requisition Requisitions available in pre-printed pads . The requisition should be completed as follows on the approved form.* *As per City Manager. P. Witcher -4- (1) Recommended Source of Supply This may be filled in if a good source of supply is known . However , this may be amended by the Purchas- ing Agent any time it is determined that another source is better . (2) Deliver to : Indicate delivery point . (3) DATE , Requested by Department : Indicate the date , the source of the requisition , and the department . (4) Purchase Order Number : Leave this blank . This number will be issued by the Purchasing Agent . (5) Item No . Quantity and Description : State each item number , indicate the quantity in dozens , gross , pounds , gallons , or some other unit of measurement . In addition , a clear description indicating the size , color , type , grade, or other pertinent information should be given in the space provided . If this space is not adequate, a separate sheet shall be attached to the requisition. If the purchase requires formal or detailed specifications , technical assistance shall be provided by the opera- ting department requesting the item. (6) Unit Price : If known , the unit price should be indicated . However , the price must be verified from other sources by the Purchasing Agent . (7) Code : Proper account code shall be entered by the issuing department and verified by the accounting department . -8- (8) To Be Used For : State the purpose for which the material or service is to be used . (For example : "install walk light at Atlantic Blvd . and N.E. 26th Ave. ") . In the case of requisitioning material or service for a specific piece of equipment , indicate the identity. (For example : Vehicle #13) . Issued By , Department : (9) All requisitions shall be signed by the department. head or other authorized personnel , and the department: shall be indicated . (E) Routing of the Requisition : Upon completion of the three-part requisition form, the preparing department shall send the original copy (white) and second copy (yellow) to the Purchasing Agent for processing . The Third copy (blue) shall be retained by the originating department for reference. [Ord No etc] Sec 205.03 Purchase Orders (A) The Purpose of a Purchase Order : The purchase order is the vendor ' s authorization to ship equipment , materials , and supplies or perform services specified thereon. It constitutes a contract between the City and the vendor . Therefore , it is a legal document and may not be changed by anyone other than the Purchasing Agent . (B) When Orders are Issued : A purchase order is issued on pre-numbered forms from information appearing on the requisition . (C) Who Issues the Order : The Purchasing Agent only issues purchase orders . Using departments shall not enter in negotiation with any vendor for the purchase of materials , supplies , equipment , or services except in the instance of a blanket order or petty cash which are described in -9- Sub-sections (F) and (G) below. All purchase orders are transmitted to vendors by the Purchasing Agent . (D) Routing The Order : A standard five-part , pre-numbered purchase order form shall be used for all purchases . After the order is prepared by the Purchasing Agent , it is routed to the Accounting Department for verification that the code is correct and that appropriate funds .are available . The order is then returned to the Purchasing Agent for his signature , and the copies are distributed as follows : (1) Original "Vendor's Copy" (White) forwarded to vendor as authorization to fill the order . (2) Second Copy "Receiving Report" (Goldenrod) forwarded to the department having made the request along with the yellow copy of the requisition . The department should transfer purchase order number , vendor , prices and other information from the "Goldenrod" to their copy of the requisition for departmen- tal file. The "Goldenrod" is to be retained by the Department until all materials are received and/or services are completed . Immediately thereafter , the "Goldenrod" is to be "closed-out" by the department showing the Date (s) received , the quantities received. and the signature of the received . The "Goldenrod" is then returned to the Purchasing Division. (3) Third Copy "Purchasing,-Numerical" (Pink) retained numerically in an "open-file" by the Purchasing Agent until the "closed-out" Goldenrod is received . The (Pink) .copy is then "closed-out" -10- and filed numerically . The Goldenrod is approved for payment and forwarded to Accounting Department as authorization for payment of the vendor ' s invoice . (4) Fourth Copy "Purchasing-Alphabetic" (Yellow) retained by the Purchasing Agent and filed alphabetically'. (5) Fifth Copy "Budget" (Green) retained in the Accounting Department for budget reference purposes . (E) Changes to the Order : Whenever a change of any kind on th.e purchase order is required, the using department shall request the change through a memorandum or-r-and communication to the Purchasing Agent . Only the Purchasing Agent Is authorized to make changes to the original pur- chase order. (F) Blanket Orders : A Blanket-Order is a purchase order which is issued to an approved pre-selected vendor , at the beginning of each month. This purchase order is good for one month period . The department which is assigned the blanket order may make one small purchase in order to quickly facilitate equipment repairs . (I) Items obtained in this manner are not to exceed. $2 5 . 00 per purchase and are limited to items not in stock. All invoices for these purchases must be properly coded and signed by the department head . The department retains these invoices until the end of the month. Then they are forwarded to the Purchas- ing Agent along with the vendor ' s statement and the code breakdown . -11- (G) Petty Cash : At times it is necessary to purchase minor items not in stock for expediency. If the item is not covered under the blanket order policy , the depart- ment may purchase it for cash. A petty cash purchase shall not exceed $10. 00 and must be approved by the department head. In addition, a paid slip must be obtained from the vendor , signed and properly coded by the department head . The slip is then brought to the Purchasing Agent for approval . Reimbursement will then be made by the City Treasurer. This pro- cedure is for expediency only and is not to be abused . [Ord. No. 27-74, §1, Oct 1974] Sec. 205.04 EMERGENCY PURCHASE (A) When the Emergency Order is Used : It is recognized that some emergencies cannot be anticipated. Therefore , emergency purchases may be made in the case of equipment or vehicle break- downs or storm damage , but only if departmental operation would be seriously impaired if immediate action were not taken. (B) Who Makes the Emergency Purchase : Emergency purchases may be made by either the using departments or the Purchasing Agent , but only approved by the Purchasing Agent . (C) How the Emergency Purchase is Made : To initiate an emergency purchase , the using departmental authority calls the Purchasing Agent , advises him of the nature of the emergency, and bequests a purchase order number (under no circumstances are prior arrangements to be made with a vendor before a purchase order number is obtained , information only may be solicited by the Department Head) , The using -17- department will transmit the purchase order number that ' s obtained to the vendor to be used as the vendor ' s authority to provide the material or. services . Then the department will prepare a requi- sition in the usual manner , except the purchase order number will be placed in the upper righthand corner and the word "confirming" will be written on the requisition. The, requisition and the sales ticket or invoice will then be sent to the Purchasing Agent: as soon as the transaction is completed. Finally , the Purchasing Agent will issue a "confirming" pur- chase order to the vendor . (D) Making An Emergency Purchase At Night , Weekends , or Holidays : If an emergency should arise during a time when City Hall is normally closed , the using department- will follow the same procedure as above , purchase order number will not be used at the time of the transaction . Instead , the sales ticket or invoice will be attached to the requisition and forwarded to the Purchasing Agent the following work day along with a memorandum explaining why a purchase order number was not obtained . (E) General Information About Emergency Purchases : (1) When emergency purchases are made , the department will buy at the best possible price. In most cases , the order will be issued to the vendor from whom the materials were previously purchased . The Purchasing Agent will aid in the selection of the proper vendor . (2) A true emergency will almost occur as a result of parts and labor needed for repairs to equipment which must be kept in operating order. Emergencies -18- created through negligence or failure to anticipate normal needs are to be avoided, (e) Emergency purchases are costly, they are made hurriedly , usually on a non-competitive basis , and usually at top prices . Most vendors will charge a premium if supplies must be obtained immediately . By avoiding emergency orders , money will be saved . [Ord. No. 27-74, §1, 1 Oct 1974] INVOICES -- Invoices are the vendor 's charge for materials or service rendered to the City which provide the basis for remittances . The invoice is based on the purchase order . Therefore, it should refer to it and follow it in all details of description, terms and prices . (A ) What Departments Do With Invoices : (1) The purchase order instructs vendors to send invoices directly to the City of Cape Canaveral Accounting Department . The using department should not retain a completed "Goldenrod" while waiting for an invoices. The invoice , in all probability , will be in the Accounting Department awaiting payment. How- ever , it cannot be paid until the purchase order is closed-out . (2) If the using department receives an invoice , it should immediately be forwarded to the Accounting Department . Prompt payment of invoices may permit the City to deduct cash discounts . [Ord. No. 27-74, §1, 1 Oct 1974] -19- Sec 205.06 INSPECTION , TESTING , AND RECEIVING (A) Purchasing Agent Function : The Purchasing Agent will inspect or supervise the inspection of all materials , supplies , equipment or contractual services received to determine their conformance with the specifications set forth in the purchase order or contract . (B) Inspection Authorization : The Purchasing Agent may authorize using depart- ments which have adequate staff and facilities to inspect materials received for conformity with the purchase order . (C) Procedure , Departments : After inspecting and testing material received , departments will complete the receiving report appearing on the bottom of the "Goldenrod" . Any variance in quanitity shall be noted . (1) If the quantity received does not correlate with the vendor ' s packing slip , the Purchasing Agent shall be notified at once of the discrepancy. If the materialsdelivered are not in conformity with the specifications and are not acceptable to the re- ceiving department , the receiving department shall notify the Purchasing Agent at once of the reasons for withholding acceptance . The Purchasing Agent will take immediate action to compel replacement by the vendor or otherwise take action to supply the department with the needed material . (D) 5-4 Outside Testing : When the use of outside testing laboratories become necessary , the Purchasing Agent will make the necessary arrangements. -20- (E) Posted Receiving Reports : When partial shipment is made on an order , a partial receiving report is made in duplicate . One copy is forwarded to the Purchasing Agent and one copy is retained in department files . Proper notations are made on the receiving copy of the purchase order for each partial shipment . The receiving copy of the purchase order is held by the department until the order has been filled . At this time, the receiving copy of the purchase order is forwarded to the Purchasing Agent. (1) If it is anticipated that the balance of the order will be received in a short period of time , a partial receiving report need not be prepared . However , an accurate record of the partial ship- ment must be recorded on the Goldenrod so that it may be closed out properly upon receipt of the balance . [Ord. No. 27-74, §1, 1 Oct 1974] Sec. 205.07 FOLLOW-UP AND EXPEDITING The process of procurement is not accomplished by simply issuing an order ; satisfactory delivery must also be made . To insure that deliver, is made when the material or services are required , some form of follow-up is frequently necessary . -22- (A) Purchasing Agent ' s Responsibility Follow-up , or expediting , is essentially a part of the purchase process and can be most effectively handled as such since the necessary delivery records and similar inforanation are immediately available to the Purchasing Agent . (1) First of all , the basis for successful follow-up lies in the stipulation of proper terms of the purchase . The necessary procurement cycle , manufac- ture time , and delivery time are important considera- tions for the buyer . In addition , the purchase order should state the required delivery date. Finally , the sources of supply whose history diary shows a record of broken delivery promises should be elimi- nated from consideration. (2) The method of follow-up will depend on., the nature of the order and the promised delivery date , Regard- less , the Purchasing Agent must continually expedite outstanding orders in order to obtain the earliest possible delivery: (B) Departmental Responsibility :. If the using departments will plan their work carefully, many needless such orders for material will be eliminated and there will be no need for any particular follow-up besides routine ones . Constant requests to supplier for such service destroys the effectiveness of rush requests and adds to both the buyer ' s and the seller 's costs . In addition , rush requests may cause expediting to degenerate into more pressure , which is the least effective of all follow-up methods . [Ord. No. 27-74, §1, 1 Oct 1974] -23- CITY OF CAPE CANAVERAL PURCHASING PROCEDURE - FLOW CHART Operating Department (1) Prepares requisition. Retains blue copy and forwards white and yellow copies to purchasing agent. Purchasing Agent (2) Analyzes requisition. If disapproved, returns to operat- ing department. If approved, determines best source of supply, issues purchase order and forward to Account- ing Division. Accounting Division (3) Verifies that budget code is correct and that funds are available. Forwards to City Manager. City Manager (4) Analyzes purchase order. If disapproved, returns to purchasing agent. If approved, signs and returns to Accounting Division Purchasing Department (5) Retains budget copy (green) and forward balance to pur- chasing agent. Operating Department (6) Sign, forward receiving copy of purchase order (Goldenrod) and yellow copy of requisi- tion to using department. Retains pink and yellow copies of purchase order and white copy of requisition. For- wards white copy of purchase order to vendor. Vendor (7) Fills order and sends invoice to Accounting Division. 1 PURCHASE ORDER COPY Operating Department (8) Receives goods. Closes out reciev- ing copy of purchase order (Goldenrod) and forwards to Purchas- ing Agent. 2 REQ. COPY Purchasing Agent (9) Closes out pink copy of purchase order and files. Oks Goldenrod and forward to Account- ing Division. 1 REQ. COPY 2 PURCHASE ORDER COPIES Accounting Division (10) Matches and pays invoice. 2 PURCHASE ORDER COPIES VENDOR COPY PURCHASE ORDER No. 59787 This Number MUST app[cutoff] Packages, Shpping Notice[cutoff] CITY OF CAPE CANAVERAL 105 POLK AVE. CAPE CANAVERAL, FLORIDA 32920 DATE OF ORDER: REQUESTED SHIPPING DATE: REQUISITION NO: SHIP VIA: TO: SHIP TO: CITY OF CAPE CANAVERAL, FLORIDA U.S. TREAS. DEPT. I.R.S. REGISTRATION NO. STATE SALES TAX EXEMPTION CERTIFICATE NO. 04-0053[cutoff] .B. QUANTITY UNIT DESCRIPTION UNIT PRICE PRICE C[cutoff] IMPORTANT-1. PLEASE ACKNOWLEDGE RECEIPT OF THIS ORDER ADVISING DEFINITE SHIPPING DATE AND ITEMIZED PRICE. IF PRICING ON THIS ORDER IS INCORRECT, ADVISE IMMEDIATELY. 2. INCLUDE PACKING LIST WITH EACH SHIPMENT 3. IMMEDIATELY UPON SHIPMENT SEND INVOICE IN DUPLICATE TO CITY HALL [illegible] SHOWING ORDER NUMBER 4. SHIP PREPAID AND ADD CHARGES TO INVOICE. NO C.O.D. SHIPMENTS ACCEPTED.' [cutoff] IS AN UNENCUMBERED BALANCE OF APPROPRIATED AVAILABLE FUNDS TO PAY THIS PURCHASE ORDER CITY OF BY No. [illegible] -12- eceiving Report Return to Purchasing Dept Immediately Upon Receipt OF [illegible] PURCHASE ORDE No. 597 This Number [cutoff] Packages, Shipping [cutoff] CITY OF CAPE CANAVERAL 105 POLK AVE. CAPE CANAVERAL, FLORIDA 32920 DATE OF ORDER: REQUESTED SHIPPING DATE: REQUISITION NO: SHIP VIA: TO: SHIP TO: CITY OF CAPE CANAVERAL, FLORIDA U.S. TREAS. DEPT. I.R.S. REGISTRATION STATE SALES TAX EXEMPTION CERTIFICATE NO. O.B. ITEM NO. QUANTITY UNIT DESCRIPTION UNIT PRICE PRICE O EMPLOYEE RECEIVING THIS SHIPMENT. 1. Inspect Shipment IMMEDIATELY on arrival. Shortages or Damage Must Be Noted and Signed For on [cutoff] Agent 2. In case of Shortages, Loss or Damage Notify Purchasing Department Immediately. 3. Check Ones Received O.K. Not O.K. Explanation: DATE REC'D ITEM NO. QUANTITY REC'D BALANCE DUE SIGNATURE OF RECEIVER INVOICE NO. O.K. [cutoff] ORD. 27-74 PAGE 13 OF 25 -13- This Number MUS[cutoff] Packages, Shipping[cutoff] 105 POLK AVE. CAPE CANAVERAL, FLORIDA 32920 DATE OF ORDER: REQUESTED SHIPPING DATE: REQUISITION NO: SHIP VIA: TO: SHIP TO: CITY OF CAPE CANAVERAL, FLORIDA U.S. TREAS. DEPT. I.R.S. REGISTRATION NO STATE SALES TAX EXEMPTION CERTIFICATE NO. 04-[cutoff] O.B. QUANTITY UNIT DESCRIPTION UNIT PRICE PRICE MPLOYEE RECEIVING THIS SHIPMENT. 1. Inspect Shipment IMMEDIATELY on arrival. Shortages or Damage Must Be Noted and Signed For on Freight [illegible] Agent 2. In case of Shortages, Loss, or Damage Notify Purchasing Department Immediately. 3. Check One: Recieves O.K. Not O.K. Explanation: TC REC'D ITEM NO. QUANTITY REC'D BALANCE DUE SIGNATURE OF RECIEVER INVOICE NO. O.K. FOR PAY[cutoff] NO. [illegible] -14- [illegible] [illegible] No. 5978 This Number MUST [cutoff] Packages, Shipping Notices[cutoff] CITY OF CAPE CANAVERAL 105 POLK AVE CAPE CANAVERAL, FLORIDA 32920 DATE OF ORDER: REQUESTED SHIPPING DATE: REQUISITION NO: SHIP VIA: TO: SHIP TO: CITY OF CAPE CANAVERAL, FLORIDA U.S. TREAS. DEPT. I.R.S. REGISTRATION NO. STATE SALES TAX EXEMPTINO CETIFICATE NO. 04-0[cutoff] O.D. QUANTITY UNIT DESCRIPTION UNIT PRICE PRICE -15- nting Dept ct Copy PURCHASE ORDER No. 59787 This Number MUST A[cutoff] Packages, Shipping Notices CITY OF CAPE CANAVERAL 105 POLK AVE CAPE CANAVERAL, FLORIDA 32920 DATE OF RODER: REQUESTED SHIPPING DATE: REQUISITION NO: SHIP VIA: TO: SHIP TO: CITY OF CAPE CANAVERAL, FLORIDA U.S. TREAS. DEPT. I.R.S. REGISTRATION NO STATE SALES TAX EXEMPTION CERTIFICATE NO. 04-0[cutoff] B. QUANTITY UNIT DESCRIPTION UNIT PRICE PRICE EMPLOYEE RECEIVING THIS SHIPMENT. 1. Inspect Shipment IMMEDIATELY on arrival, Shortages or Damage Must Be Noted and Signed For on [cutoff] Agent 2. In case of Shortages, Loss or Damage Notify Purchasing Department Imemdiately. 3. Check One: Recieved O.K. Not O.K. Explanation: DATE REC'D ITEM NO. QUANTITY REC'D BALANCE DUE SIGNATURE OF RECIEVER INVOICE NO. O.K. F[cutoff] -16- blue PURCHASING DEPARTMENT REQUISITION THIS IS NOT A PURCHASE ORDER No [cutoff] CITY OF CAPE CANAVERAL DATE: January 1, 1972 REQUESTED SHIPPING DATE: REQUESTED BY: John Dough Department: Traffic [cutoff] PURCHASE ORDER NO: COMMENDED SOURCE OF SUPPLY: XYZ Company 1265 Dearborn Avenue Chicago, Illinois 37658 [illegible] To CITY OF CAPE CANAVERAL FLORIDA ELIVER TO Signal Shop 125 So. Flagler Ave. EN O. QUANTITY UNIT PRICE PRICE 1 1 ET-501 Pedastrian Controller 441.00 2 2 EJ4 Push Button 10.10 20.20 3 2 Sats. [illegible] Bracker 19.85/ 39.70 set 500.90 TO BE USED FOR Installation of Walk Light at Atlantic Blvd. and N.E. 26th Ave. ISSUED BY [signature] DEPARTMENT Traffic Engineering THIS REQUISITION MUST BE SIGNED BY THE DEPARTMENT HEAD OR BY AUTHORITY OF THE DEPARTMENT HE[cutoff] -6- [a copy of the previous page] [a copy of the previous page] PARTIAL RECIEVING REPORT VENDOR: Purchase Order Number Department Date eight Express Parcel Post Devliered Picked up Item No. Quantity Description Recieved By: TO BE USED WHEN PARTIAL SHIPMENT OF A PURCHASE ORDER IS RECIEVED -21- CITY OF CAPE CANAVERAL PURCHASING PROCEDURE - FLOW CHART Operating Department (1) Prepares requisition. Retains blue copy and forwards white and yellow copies to purchasing agent. Purchasing Agent (2) Analyzes requisition. If disapproved, returns to operat- ing department. If approved, determines best source of supply, issues purchase order and forward to Account- ing Division. Accounting Division (3) Verifies that budget code is correct and that funds are available. Forwards to City Manager. City Manager (4) Analyzes purchase order. If disapproved, returns to purchasing agent. If approved, signs and returns to Accounting Division. Purchasing Agent (5) Retains budget copy (Green) and forwar balance to pur- chasing agent. Operating Department (6) Sign, forward receiving copy of purchase order (Goldenrod) and yellow copy of requisi- tion to using department. Retains pink and yellow copies of purchase order and white copy of requisition. For- wards white copy of purchase order to vendor. Vendor (7) Fills order and sends invoices to Accounting Division 1 PURCHASE ORDER COPY Operating Department (8) Recieves goods. Closes out receiv- ing copy of purchase order (Goldenrod) and forwards to Purchas- ing Agent. 2 REQ. COPY Purchasing Agent (9) Closes out pink copy of purchase order and files. Oks Goldenrod and forward to Account- inv Division. 1 REQ. COPY 2 PURCHASE ORDER COPIES Accounting Division (10) Matches and pays invoices. 2 PURCHASE ORDER COPIES CITY OF CAPE CANAVERAL PURCHASING PROCEDURE - FLOW CHART Operating Department (1) Prepares requisition. Retains blue copy and forwards white and yellow copies to purchasing agent. Purchasing Agent (2) Analyzes requisition. If disapproved, returns to operat- ing department. If approved, determines best source of supply, issues purchase order and forward to Account- ing Division. Accounting Division (3) Verifies that budget code is correct and that funds are available. Forwards to City Manager. City Manager (4) Analyzes purchase order. If disapproved, returns to purchasing agent. If approved, signs and returns to Accounting Division. Purchasing Agent (5) Retains budget copy (Green) and forwar balance to pur- chasing agent. Operating Department (6) Sign, forward receiving copy of purchase order (Goldenrod) and yellow copy of requisi- tion to using department. Retains pink and yellow copies of purchase order and white copy of requisition. For- wards white copy of purchase order to vendor. Vendor (7) Fills order and sends invoices to Accounting Division 1 PURCHASE ORDER COPY Operating Department (8) Recieves goods. Closes out receiv- ing copy of purchase order (Goldenrod) and forwards to Purchas- ing Agent. 2 REQ. COPY Purchasing Agent (9) Closes out pink copy of purchase order and files. Oks Goldenrod and forward to Account- inv Division. 1 REQ. COPY 2 PURCHASE ORDER COPIES Accounting Division (10) Matches and pays invoices. 2 PURCHASE ORDER COPIES CITY OF CAPE CANAVERAL PURCHASING PROCEDURE - FLOW CHART Operating Department (1) Prepares requisition. Retains blue copy and forwards white and yellow copies to purchasing agent. Purchasing Agent (2) Analyzes requisition. If disapproved, returns to operat- ing department. If approved, determines best source of supply, issues purchase order and forward to Account- ing Division. Accounting Division (3) Verifies that budget code is correct and that funds are available. Forwards to City Manager. City Manager (4) Analyzes purchase order. If disapproved, returns to purchasing agent. If approved, signs and returns to Accounting Division. Purchasing Agent (5) Retains budget copy (Green) and forwar balance to pur- chasing agent. Operating Department (6) Sign, forward receiving copy of purchase order (Goldenrod) and yellow copy of requisi- tion to using department. Retains pink and yellow copies of purchase order and white copy of requisition. For- wards white copy of purchase order to vendor. Vendor (7) Fills order and sends invoices to Accounting Division 1 PURCHASE ORDER COPY Operating Department (8) Recieves goods. Closes out receiv- ing copy of purchase order (Goldenrod) and forwards to Purchas- ing Agent. 2 REQ. COPY Purchasing Agent (9) Closes out pink copy of purchase order and files. Oks Goldenrod and forward to Account- inv Division. 1 REQ. COPY 2 PURCHASE ORDER COPIES Accounting Division (10) Matches and pays invoices. 2 PURCHASE ORDER COPIES CITY OF CAPE CANAVERAL PURCHASING PROCEDURE - FLOW CHART Operating Department (1) Prepares requisition. Retains blue copy and forwards white and yellow copies to purchasing agent. Purchasing Agent (2) Analyzes requisition. If disapproved, returns to operat- ing department. If approved, determines best source of supply, issues purchase order and forward to Account- ing Division. Accounting Division (3) Verifies that budget code is correct and that funds are available. Forwards to City Manager. City Manager (4) Analyzes purchase order. If disapproved, returns to purchasing agent. If approved, signs and returns to Accounting Division. Purchasing Agent (5) Retains budget copy (Green) and forwar balance to pur- chasing agent. Operating Department (6) Sign, forward receiving copy of purchase order (Goldenrod) and yellow copy of requisi- tion to using department. Retains pink and yellow copies of purchase order and white copy of requisition. For- wards white copy of purchase order to vendor. Vendor (7) Fills order and sends invoices to Accounting Division 1 PURCHASE ORDER COPY Operating Department (8) Recieves goods. Closes out receiv- ing copy of purchase order (Goldenrod) and forwards to Purchas- ing Agent. 2 REQ. COPY Purchasing Agent (9) Closes out pink copy of purchase order and files. Oks Goldenrod and forward to Account- inv Division. 1 REQ. COPY 2 PURCHASE ORDER COPIES Accounting Division (10) Matches and pays invoices. 2 PURCHASE ORDER COPIES CITY OF CAPE CANAVERAL PURCHASING PROCEDURE - FLOW CHART Operating Department (1) Prepares requisition. Retains blue copy and forwards white and yellow copies to purchasing agent. Purchasing Agent (2) Analyzes requisition. If disapproved, returns to operat- ing department. If approved, determines best source of supply, issues purchase order and forward to Account- ing Division. Accounting Division (3) Verifies that budget code is correct and that funds are available. Forwards to City Manager. City Manager (4) Analyzes purchase order. If disapproved, returns to purchasing agent. If approved, signs and returns to Accounting Division. Purchasing Agent (5) Retains budget copy (Green) and forwar balance to pur- chasing agent. Operating Department (6) Sign, forward receiving copy of purchase order (Goldenrod) and yellow copy of requisi- tion to using department. Retains pink and yellow copies of purchase order and white copy of requisition. For- wards white copy of purchase order to vendor. Vendor (7) Fills order and sends invoices to Accounting Division 1 PURCHASE ORDER COPY Operating Department (8) Recieves goods. Closes out receiv- ing copy of purchase order (Goldenrod) and forwards to Purchas- ing Agent. 2 REQ. COPY Purchasing Agent (9) Closes out pink copy of purchase order and files. Oks Goldenrod and forward to Account- inv Division. 1 REQ. COPY 2 PURCHASE ORDER COPIES Accounting Division (10) Matches and pays invoices. 2 PURCHASE ORDER COPIES