HomeMy WebLinkAboutOrdinance No. 27-19741
1
M I CROFILMED3.
ORDINANCE NO. 27 -74
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.
o-�
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.
Approved as to form:
City Attorney
FIRST READING: 9/3/74
POSTED; 9/4/74
SECOND READING: 10/1/74
ADVERTISED: 9/6/74
NAME YES NO ASS
MAC,LAY
RHAME `r
r ' O' *1-5
SALVAGGIO
HURM
ORDINANCE 27 -74
PAGE 1 OF 25
MICROFILMED 3.14 -80
GENERAL
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.
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
MICROFILMED ---
344-80
GENERAL
1 -1 Introduction (Cont'd)
The following regulations are intended to
provide purchasing procedures consistent with
the City's goals, policies and size.
1 -2 Legal Authorization
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
1
GENERAL
M ICROFILMEI
3 -14 -80
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 -
action$ 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 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
pondencea will be sent to the Purchasing
Agent.
ORD. 27 -74
PAGE 4 OF 25.
MICROFILMED QuzslTTONs
3 -14-80
2 -1. 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.
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,Q00.00
Approximately 20 days
for delivery.
Dollar amount over $1,000.00
Approximately 45 days
for delivery.
2 -3. Who Prepares the Requisition
Only department heads or duly authorized persons
prepare and sign requisitions.
2 -4 How to Prepare The Requisition
Requisitions available in pre - printed pads.
The requisition should be completed as shod on the
following sample copies.
1
ORD. 27 -74
PAGE 5 OF 25
TH 3 I3 NOT A P:IPCH.aSa. C ?'J =a
C7.`- 's:- :��i•]:;? SZ2I.+ ?C= OF SUPPLY:
YYi
C any
r
265 Qaarbo, n Avenue.
Chi c:aSo,, 7 l 1 i not s. 376
)I�O
CITY O C/gPG cilhAue.)01. Ft.0 9,,LI?» _.
S3 gi»:al Shop.-
125 So. Flagiar• Av°:.-
MICROFILMED
3 -14-80
•
r OF CAPE CA$AVERAL
z3, = January 1, 1972
?u' ua. °RCP:1'A.
s'°:. -321
sr John:- Dough
Traffic Engie�
TO US;O FOR
Installation of 'fa1k Li qht
{S C
A tfc BBIvda and i'1 ,.E 26th Av
1_ >'3_D
-rats = �utsrrton ?4U3T
3.t!• R21'c•�.'c�l t•t
Stz::3!O `y' TFL¢ a =?� ?—`?ENT HZAD Oa. J': ..:t;`i4 ?1TY OF THE
ORD. 27 -74
PAGE 6 OF 25
UNIT
Pc?l
1
1
1
ET 501 Pedestrian Controller - -
•
1
1
e00
Z
2
EJk Push' Button
10.10
1
20 20
t-
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1
2
Sets. 611 Br c-
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19.8 /
set
/o 7n -
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500.90 1
1
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1
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TO US;O FOR
Installation of 'fa1k Li qht
{S C
A tfc BBIvda and i'1 ,.E 26th Av
1_ >'3_D
-rats = �utsrrton ?4U3T
3.t!• R21'c•�.'c�l t•t
Stz::3!O `y' TFL¢ a =?� ?—`?ENT HZAD Oa. J': ..:t;`i4 ?1TY OF THE
ORD. 27 -74
PAGE 6 OF 25
MICROFILMED
3.14 -80
P:.I.GHAsING D;PART:-I;:ti T RcCUISITIO: b
TSte_: 13 NOT A ?UPCi1). -.�. OROFER.
N? 32k
R =emu a:z�
C3TY Or CAPE CANAVERAL
7Z0 SOURCE: OF SUPPLY:
R'I? Cc Ipany
1265 Dearborn Avenue
Chicago, 141i not s 37658
ii To GI ! :J= Ct1P5 GAhAiiERA)% FLO ii.113J
o.,.:_ January 1, 1972
R_aus� a 54$? t.1 rD.1..r
Br John: Dough.
DEPJ.P: Tra L 2 c Girt
PtJ .11Je3's OkOSA No.
sv To S3c:ia� S�3op s`:
125 So. FTag1er° Ave.
. .:* j 40.
PrZtc' I
1 1 1 ET-501 Pedestrian Controller _
1
441.00
#
C
1
20.20
2 1. 2
Ej4 Push Sua,torr
10.10.
1.
2
&
19.8 !
1
:lo. 70 -
5 eis . i* � -Q =k-t
-
set
50(,90
•
•
I.
t
TO a USED FOR
Installation of Walk Lehi at At ailti c Blvd,. and • 2ocn
8Y
TiiiS ��C1 tISST2aT1 141355T
SIC.4?O D_PAPT.4=NT HL) CI OR BY AUT:^iOP:ITY OF THE D= ?•A:T- :47.'•4 T 1-6.EArLY
ORD. 27 -74
PAGE 7 OF 25
DEP- ,RT -;ENT REat.1
Ti ::S. I3 NOT A ?'J:? 4 -SZ
MICROFILMED
3 -14-80
CITY o CAPE CAI4AVERA
r,a r
X'( Cc.Yitpa
1265 Caarb a n
Chic a I-11 i not s 376
HIP TO CITY air-% CtilrAt* PJ. FLU F lti4
..vz TO S•i a S,::*:.:
125 So. FTagler Ave.,
January 1, 1972
P�auas: Ya S-4;T
Br
D= TANr.41-" tT
Prim a OROS./ lei
N2 321
Jahn- Oaugl -r
Traffic Engirsma
NO.
OLi.�.NTITY
--
v.Ilr
PeZtC"c
PIC
-
1
1 1
ET-501 Pedestrian Controller
1
1
441®.00
12-=
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E.14 Push-But-ton -
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20'..20 1
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79. Sal
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TO c-.__ US=C3 =O?
Instal 1 atio i of %dal'tc. Li g t i:_ at P t'`.: ant c Blvd.,. and ?L E 26th Ave
r-
= ?.X'tiS!_.,:T f i^ -L - rc' F`Z •f,.,c E;NA�_�
StC:t''_O Wit' ;Fi D=?,��:,- vi i-t;\D OR. 3`- AUTHORITY Or T:-I3 OF_RARTN•ZiN H Ari
ORD. 27 -74
PAGE 8 OF 25
MICROFILMED
3'-z' 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,
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
To Be Used For:
MICROFILMED
3 -14 -8o
State the purpose for which the material or
service is to be used. (For example: "install
walk light at Atlantic Blvd. and N.F. 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:
All requistions shall be signed by the department
head or other authorized personnel, and the department
shall be indicated.
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.
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.
2 -7 When Orders are Issued:
A purchase order is issued on pre-numbered forms
from information appearing on the requisition.
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
MICROFILMED
2 -9. Routing .The Order:
3 -14 -8o
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 tolthe
Purchasing Agent for his signature, and the copies
are distributed as follows:
(1) Original "Vendor's Copy" (White)I
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 yelloiw copy of
the requisition. The departments should
transfer purchase order number, 'vendor,
prices and other information from the
"Goldenrod" to their copy of the
for departmental file. The
"Goldenrod " is to be retained by the
Department until all materials are received
and /or services are completed. Immediate
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
1
F. 0. a
To F-
L
5:UP TO
ITEM
HO.
MICROFILMED
3.14-80
DTY OF CAPP CINWAV,APL_
. 105 POL k 14 UI t-
C c:/-7%'1.11 it s 1 FioR i 013
�._ 12e
CITY OF CPP,e cANAVBAA4i1 Rtot;9A
oU.tMrnr truer
DATE of ORDIER --
R F-o IE3iE0 °Sm!"Atr4G DATE:
RE`.?tik?ITIOM
Sla..° VIA:
PURCHASE ORDER
No. 59787
This Nuert - r S%CUST
Paticog rs, Shipping Natiars and
U. S. THE S. DEPT I. R. S. REGISTRATION NO..
STATE SALES TAX EXEI4PTIO?i CERTIFICATE 140.0$- _ +'31^
DESCRIPTION
UNIT
PRtCE
COO.
IMPORTANT-4. PLEASE ACKNOWLEDGE RECEIPT OF THIS ORDER ADVISING DEFINITE SHIPPING DATE AND ITEMIZED PRICE.
IF PRICING ON THIS ORDER I5 INCORRECT, ADVISE IMMEDIATELY..
2. INCLUDE PACKING LIST WITH EACH SHIPMENT
3. IMMEDIATELY .UPON SHIPMENT SEND INVOICE IN DUPLICATE TO ' tTy�,!
>SHOWING ORDER NUMBER
A. SHIP PREPAID AND ADD CHARGES TO INVOICE. NO C.O.D. SHIPMENTS ACCEPTED.
THEZIE IS AN UNENCUMBERED BALANCE OF APPROPRIATED
MD AVAILABLE FUNDS TO PAY THIS PURCHASE' ORDER
CITY OT
ET ET
rORM NO. t53-
PURCD/AStNG ACENT
ORD. 27 -74
PAGE 12 OF 25•
MICROFILMED
3-14-80
ftti -_:n i Y� cirri rl� n.
hi' r ,.,.,, Ezt f Urn
F. f3.$_
a " CAPE . C JY M t,J_ E ,A .,..
1b5 :. POJJ - / L E_
CAPE cE-%:1,1 ral J) FOR
3,2-1,26
oarx off, o.tnmn:.
- PURCHASE ORDER 1
No. 59781
77,is No,o6ve MUST A.
tomos, V,;p.:,n K.:4 w%
P_cou,r;jctxa SYtIPTogo DAT*p
ocnor, on Not.
sniff Nr.J,ki
- cii r F J? <- r
• 17'4
a:I1.x-. Utir..
DESCRIPTION
U.S.'a"`r EAS. laE 'T I. R. S. REGtSTRATtON, tei
ETAT= SALES TAXIIEXEMPTIONN C.SATtit1CATI.«` NO.0
-- _ '- • • LIMIT
tsem%
2Z- CEEit'_?tiG THIS Siff ?Mc°sT. T. lns - ct Snirs.•+-rst tie+M uSlirlY on arci,.ad. Sr ages or Dcrocae Must Sr, Noted vex3 SSor..d. For on
2. car c! S:+ori•• 3•s, to or D-orrogo Hotiry Purc osing D+?ar! —p,-4 Er.,-23;43hiy. -
3. t -ck On*: Rsc.rs O. 2{. Not O. K. = xo'arnc:'inn:
g
I Tr4 NO.
41JAN e:Y
A.'— 4CS 'JVF. i 510NA -U%:t O!P 111Z=C :VcR
llMVOICE NO.
0. Y. F'3R AA':'M
ORD. 27 -74
PAGE .13 OF 25
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MICROFILMED
3-14-80
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0 " ?WM' ZealsilNG THIS V4IntLeff. l'. Impact Shiperroart lItiMi01.41-ELY on arrival. Shavtag as ar tter,:nage Mvst Ste Noted ar.el Varvoi For cm Freight BM foi
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ORD. 27-74
PAGE 14 OF 25
MICROFILMED
344-80
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.
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 Purchaping Agent
is authorized to make changes to the original purchase
order.
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 itefms 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
F. 0. B.
-co r
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5:4 IA TO
TAMP 0 F LMED .
-344-8O
DTY OF C AP c ANAVENAL No. 5977
105 PciAl; AVE
CI3PE F1ORIOI -3-7q-Z0 p.a..91:2;i:s!474.r =LT sA"
OE cAPE c/INAveRALI.FLORitYA
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Rroursytm SitIrrtlIG DATer
Rrtzutgrrteam No
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U.S. TREAS. DEPT. I. R. S. REGISTRATION NO.
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ORD. 27-74
PAGE 16 OF 25
• D.,'4
,11
To F
-. •
To
MICROFILMED
• 3-14
Q C A P E CANAVERAL
1O5- orR
cg ci'-iV.2t)E-: A' IV-, Flewit)A1:-
•
- err! tar
YrE
a‘taat-ril-f Umer
o 0
ruci-i t...);;;Jcrt
Na.. 59787
11114 Ni...-46■1' P.7; pr
. FX‘C.,?,•■•4, S.T•v;pfZil-F•,, F1:444.S ert-9
REotrxxt0 Sw1?-t-t4 DA:rocs
fttout,inio 2-4os
t.
1
U. S. TREAS. ?DEP/. R. S.. REGISTRATION NC::
STATE SAL-ZS TAX 4.4?1'IOINt CrATIFICATX
D.SCRirTION
. -
TO :5,,,,,,ACY'Eg ZECASIVG THIS SHIPMIT. insp.ed Ship.m+nt IMACEliArELY on criver. 51-Portoges or Doroaat Must Nerhed art.& S:omort FOY ors
.t.arrit
2. in coso of Shortaars, toss or Dom:oar Kari& Pordxrsing 0-pportrywort trompraiotorr..--
3. CS-•,-ck Oren 7.6-4-rrr. oci O. X. Nor 0. K. Exotrroction:
1' • -
• . . • •
• . . „
- - .
DAT r. REC.*
ITEM NO. 04:11-1. RF..*:..-•'* / IRAI—i.NCC Our.
5:ONATURC OF Fl1er_R lOVO)CE SO. / 0. r.-. rO4 Pir..e-t
1
$ ■
0-.0.
ORD. 27-74
PAGE 17 OF 25
2 -12. Petty Cash:
3- 14-80
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 d
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 abased.
EMERGENCY PURCHASE
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.
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.
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
ORD. 27 -74
PAGE 18 OF 25
the material or services.
3 -3. 'row The Emergency Purch- "'Is Made:
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 salles 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.
3 -4. Making An Emergency Purchase At Night, ritekends,
Or Holidays:
If an emergency should arise during altime 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 requisit .on and
forwarded to the Purchasing Agent the following
work day along a memorandum explaining why a purchase
order number was not obtained.
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 selectidn 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
MICROF1UVED 3 4°Co
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 premium if supplies must be obtained immediately.
By avoiding emergency orders, money will be saved.
INVOICES
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.
4 -2. 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
r Ui i -14-80
\� '� v� U LaL f II L� ��
A
INSPECTION, TESTING, AND RECEIVING
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.
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.
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
material delivered 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
MlCROF1LJ Ep
�9G
R E C E ' I V Z ?t G R E P O R T
Pur.h ase. Order
;p,..:, -er _•.. -• .. . .
Becar me.n _: °- I Date-:-._
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Received by:
TO BE USED WHEN PARTIAL SHIPMENT OF A PURCHASE CciDER. IS RECEI4I u
ORD. 27 -74
PAGE 22 OF 25
1
MICROFILMED 3.14 -80
5 -4. Outside Testing:
When the use of outside testing laboratories be-
come necessary, the Purchasing Agent will make the
necessary arrangements.
5 -5. Posted Receiving Reports:
When partial shipment is made on an order,
a partial receiving report is made in dulicate.
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 tilled.
At this time, the receiving copy of the purchase
order
If
order will be received in a short period
is forwarded to the Purchasing Agent.
it is anticipated that the balance of the
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
The process of procurement is not accohmplished
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.
1
ORD. 27 -74
PAGE 23 OF 25
�BCRO LMED 3.14-80
6 -1. Purchasing Agent' 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 : _-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.
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
Terating
'eparti cnt
urchasing
.gent
0
ecoun L.Lng
v J ^J.r;n
:1. ty
lanagct
'cnLLar
CITY OF CAPE CANAVERAL
PURCHASING PROCEDURE :. FLOW CHART
Prepares requisition..
Retains blue copy and
forwards white and yellow
copies to purchasing agent.
(2) Analyses requisition. If
disapproved, returns to operating
department. If approved,
determines best source of su
issues purchase order and
to Accounting Divi iot
6rward
(3) Verifies t budget code is correct
altd funds are available.
I3 aids to City Manager.
`
(4) Analyses purchase order, i"If
disapproved., returns to purchasing;
agent. If approved, signs and
returns to Accounting Division.
G}\ Sign, forward receiving copy.
of purchase order. (Goldenrod)
nd yellow copy of requisition to
us ng department. Retains pink and
yel w copies of purchase order and
white opy of requisition, Forwards
white e icy of purchase order to vendor,
.(5). Retains budbet copy (green)
and forward I�1.ance to purchasing
agent.
MICROMMED
344180
FINN
-AT
(8) cei re,; ,goods. 2 REQ , COPT
/ Closes out receiving; copy
of purchase order {Goldenrod)
and forwards to Purchasing
Agent.
( ) Closes out pink copy of
purchase order and
files. Oks Goldenrod and
forward to Accounting
Division.
(10) Matches and pays
invoice.
) Dills order and
sends invoice to
Accounting Div.
�I REQ. COPY
2 PURCHti,
ORDER 1 cu +I' ! l_
2 PURCII
ORDER CO} 1'
I
PURCHASE
ORDER COPY