Legal Documents of Baxter

The following procedures shall be followed by all city employees when purchasing goods or services on behalf of the city.

1. Items expected to cost three thousand ($3,000.00) and up:
   
   
   
   1. The department head of the using department shall deliver to the purchasing agent a written purchase order request for the item(s) to be purchased. Such request shall include a brief description of the item(s) to be purchased, specifications for the item being purchased, the estimated cost of the items, and shall indicate whether the item(s) have been approved in the annual budget.
   2. The purchasing review shall review the purchase order request for completeness, accuracy and within budget. The request shall then be forwarded to the board of mayor and councilmen for final review and approval. The board shall have the authority to adjust or eliminate various specifications for goods and services, or may disapprove the purchase request, to comply with city policy, the annual budget, or for any other reason it deems in the public interest.
   3. All approved purchase requests shall be signed by the mayor and returned to the purchasing agent, who shall issue a purchase order number to the department head, who shall proceed with procurement in compliance with this chapter.
2. Items expected to cost one thousand dollars ($1,000.00) to three thousand dollars ($3,000.00):
   
   
   
   1. The department head of the using department shall deliver to the purchasing agent a written purchase request for the item(s) to be purchased. Such request shall include a brief description of the item(s) to be purchased, specifications for the item(s) being purchased, the estimated cost of the item(s), and shall indicate whether the item(s) have been approved in the annual budget.
   2. The purchasing agent shall review the purchase request for completeness, accuracy and within budget. The request shall then be forwarded to the mayor for final review and approval. The mayor shall not approve the purchase of any item not approved in the annual budget or for which there are not sufficient funds in the city treasury. The mayor shall have the authority to adjust or eliminate various specifications for goods or services to comply with city policy, the annual budget, or to avoid depletion of the city treasury.
   3. All approved purchase requests shall be signed by the mayor and returned to the purchasing agent, who shall proceed with issuing a purchase order number to the department head, who shall proceed with procurement in compliance with this chapter.
3. Items expected to cost up to five hundred dollars ($500.00): Department head obtains purchase order from purchasing agent. (2011 Code, § 5-303, as amended by Ord. #2018-4, April 2019, modified)