§ 2-250. Exceptions to standard procedures.

(a)

Blanket purchase order.

(1)

Description. Blanket purchase orders are used for those few vendors from whom many repetitive purchases are made as required rather than issue a purchase order for each purchase; one purchase order will be issued for a specified period to cover all such purchases during that period.

(2)

Issuing. The purchasing office will place the order with the selected vendor by issuing a blanket purchase order. A blanket purchase order is issued by writing in the description selection "term order;" items will be furnished as requested when above purchase order number is referenced. Monthly statements must be supported by signed counter tickets.

This order expires on ________, 20___.

(3)

Originating department responsibility. The originating department must determine those employees who will be authorized to make purchases under the blanket purchase order. They should use the blanket purchase order number to obtain the item from the vendor. They should also obtain a copy of the vendor counter ticket and forward it to the purchasing office.

(4)

Closing blanket purchase orders. The purchasing office shall close the blanket purchase orders as they expire by writing "complete" on the copies maintained in that office, issuing a new purchase order for the coming period and informing the originating department of the new purchase order number.

(5)

Payment. Payment of the closed blanket purchase order will be made upon receipt of the signed receiving copy from the originating department, and reconciliation of the counter tickets with vendor invoice.

(b)

Requisition not needed. Some vendors may be paid directly by voucher, and no requisition is needed when they are paid for contractual services, fees, or reimbursement of expenditures.

(c)

Emergency purchases.

(1)

Description. Some departments must be able to have access to supplies under emergency conditions (i.e., conditions which adversely and unduly affect the life, health, or convenience of citizens).

(2)

Purchase order number. Obtained emergency purchases, however, must be confirmed with a purchase order. Such purchases during working hours should be approved verbally by the purchasing office in order that a purchase order number can be assigned. That number must be given to the vendor to be used on the invoice he submits to the city.

(3)

Requisition submitted following workday. A requisition for the emergency purchase must be submitted to the purchasing office no later than the following workday. It should indicate the emergency purchase order number and all relevant facts about the purchase.

(4)

Emergency purchases. The city administrator, after consultation with and approval by the mayor, or in administrator's absence, the mayor alone, shall be authorized to approve purchases and services in an emergency situation without regard to the requirements set forth in ordinances and policies, where the immediate procurement of the purchases or services is essential to prevent delays in work undertaken by or on behalf of the city which may vitally affect the life, health, safety or convenience of the city or its citizens.

(Code 1985, § 3-1006)