Division 1 — GENERAL, PROCEDURES AND REQUIREMENTS

The City shall endeavor to secure supplies, services and equipment at the lowest possible cost commensurate with the quality and scope needed, subject to any limitations imposed by the City Charter, this Chapter or the Purchasing Procedure Manual.

All using departments shall file detailed estimates of their requirements for supplies, materials and equipment in such a manner, at such time and for such periods as the Administrative Services Director shall prescribe.

All using departments shall submit requests for supplies, materials, equipment and services to the Administrative Services Director by standard requisition form as specified in the Purchasing Procedure

Manual.

All purchases of supplies, materials and equipment shall be made only by contract, purchase order or limited purchase order, issued or executed as hereinafter provided in the Purchasing Procedure Manual.

The Administrative Services Director shall not issue any purchase order for supplies, materials or equipment unless there exists an unencumbered appropriation in the appropriate fund account against which said purchase is to be made or charged.

The Administrative Services Director or using department shall inspect all supplies and equipment delivered to the using department. The Administrative Services Director or using department shall also review all contractual services performed to determine their conformance with the specifications set forth in the purchase order or contract. The using department shall have the right to waive any minor defect or informality with the approval of the Administrative Services Director. The Administrative Services Director shall also have the authority to require chemical and physical tests of samples submitted with bids and samples and deliveries as the Administrative Services Director deems necessary to determine their quality and conformance with specifications.

City personnel shall conduct all purchases and enter into all contracts with the highest ethical standards in accordance with the ethical policies established in the Purchasing Procedure Manual and as may be established in the City's administrative policies. Conflicts of interest with vendors and contractors shall be avoided so that all vendors and contractors are given an equal opportunity to seek and procure City contracts.