1982-055 0046L
AN ORDINANCE AMENDING CHAPTER 2 OF THE CODE OF THE CITY OF
DENTON EY ADDING THERETO A NEW ARTICLE III PROVIDING FOR
PURCHASING PROCEDURES, AUTHORIZING THE EXPENDITURE OF FUNDS FOR
ALL BUDGETED ITEMS NOT EXCEEDING THREE THOUSAND DOLLARS
($3,000 00) BY THE CITY MANAGER, PROVIDING FOR ALL CONTRACTS
CALLING FOR THE EXPENDITURE OF THREE THOUSAND DOLLARS
($3,000 00) OR MORE TO BE APPROVED BY THE CITY COUNCIL,
REPEALING ALL ORDINANCES IN CONFLICT, AND DECLARING AN EFFECTIVE
DATE
THE COUNCIL OF THE CITY OF DENTON, TEXAS, HEREBY ORDAINS
SECTION I
Chapter 2 of the Code of the City of Denton, Texas is hereby
amended by adding thereto a new Article III reading as follows
ARTICLE III
PURCHASING
Section 2-31 Purchases
(a) The Purchasing Agent shall make all purchases and sales
for the City in accordance with the provisions of State Law, the
Charter, and in accordance with this Chapter
(b) The Purchasing Agent shall have full authority to
purchase or provide for the purchase of all materials, supplies
and equipment for the use of all departments, commissions and
boards comprising the city government
Section 2-32 Requisitions for Supplies
(a) Supplies required by any department may be furnished
upon requisition from the stores under the control of the
Purchasing Agent, and whenever so furnished shall be paid for by
the requisitioning department by appropriate transfer of funds
to the credit of the stores account of the Purchasing Office
(b) The Purchasing Agent shall not furnish any supplies to
any department unless there is to the credit of such department
an available appropriation balance in excess of all unpaid
obligations sufficient to pay such supplies
Section 2-33 Emergency Purchases
(a) Unless authorized by this Code, no purchase of any
article, service or thing shall be made by any department head
or employee of the City independently of the Purchasing Agent,
except in ~ase of immediate emergency occurlng when the
Purchasing Office is not open for the conduct of business
(b) In such instances, the department head may make the
necessary emergency purchase and shall report the same in
writing to the Purchasing Agent within twenty-four (24) hours,
accompanied by a definite statement of the occasion and reasons
for such emergency purchase to the Purchasing Agent
(c) If the emergency purchase Involves an amount exceeding
Five Hundred Dollars ($500 00), the report shall be submitted to
the Director of Finance and the City Manager for approval of
payment
Section 2-34 Emergency Purchase by Purchasing Agent
(a) Should an emergenoy arise in any department requiring
the immediate purchase of an article, service or thing involving
an expenditure of Three Thousand Dollars ($3,000 00) or less,
the department head shall immediately report the emergency to
the Purahasing Agent, who with the approval of the City Manager,
may Immediately solicit bids by telephone or otherwise and award
such order to the lowest and best bidder for Immediate delivery
Section 2-35 Purchases Based on Value-Procedures
(a) No standard procedure shall be required for purchases
under Five ~undred Dollars ($500 00), in value, provided
however, the Purchasing Agent shall in all cases reasonably
satisfy himself in every instant that such purchases are made at
the lowest possible evaluated cost to the City The Purchasing
Agent may authorize all department heads to make purchases under
Fifty Dollars ($50.00).
(b) All purchases in an amount between Five Hundred Dollars
($500 00) and Three Thousand Dollars ($3,000 00) shall be made
by the Purchasing Agent, after giving reasonable notice and
opportunity for competitive bidding, by soliciting verbally, by
telephone, by telegraph or letter as he may determine, not less
than three (3) proposals, in the event that three (3)
independent vendors ae available, and if less than three (3)
vendors are available, then the Purchasing Agent shall secure
such bids as will, in his 3udgment, insure that the C~ty ~s
purchasing the article, service or thing desired to be purchased
at the lowest possible evaluated cost to the City
In the event that there are no standard speclflcatlons for
the article, service or thing to be purchased, the Purchasing
Agent shall prepare specification, where practical, subject to
the approval of the City Manager
The Purchasing Agent shall have the authority to award
purchases ~n an amount between Five Hundred Dollars ($500 00)
and Three Thousand Dollars ($3,000 00) to the lowest and best
bidder with the approval of the City Manager The Clty Manager
shall have authority to authorize expenditures w~thout the
approval of the City Council for all budgeted ltems not
exceeding Three Thousand Dollars ($3,000 00)
Section 2-36 Purchases over Three Thousand Dollars
Ail purchases of Three Thousand Dollars ($3,000 00) or more,
lncluding those for current budgeted supplies and expendltures,
shall be made by the Purchasing Agent in response to sealed bids
received by h~m and based upon specifications therefore approved
by the City Manager, the original of which shall be f~led in the
Purchasing Off,ce for use and inspection by the public
The notice ~nv~tlng bids on any article, service or thing,
together with the specificat~ons, shall be posted on a bulletin
board provided for that purpose outside of the Purchasing Office
and in the Municipal Building of the City
In addition to posting the invitat~ons to bid on sald
bulletin board, the Purchasing Agent shall send out invitations
to bidders by letter, telephone or telegraph, and he shall cause
such invitation to bid to be published in the official newspaper
of the City not less than two (2) times
The invitation for competitive bids shall fix a definite
date for which the b~d will be opened which shall not be less
than seven (7) days from the date of the second publication of
such invitation in the official newspaper of the City
The sealed bids shall be received in the Office of the
Purchasing Agent and opened by him at the advertised time, and
the Purchasing Agent shall tabulate the bids and make a
recommendation to the City Manager as to the lowest and best bid
All expenditures of more than Three Thousand Dollars
($3,000.00) shall be approved by the City Council, and the City
Council may accept the lowest and best b~d, or may reject all of
the blds and authorize the Purchasing Agent to readvertise if
none of the bids are satisfactory in the opinion of the Council
All invitations to bidders shall state that the City
reserves the right to reject any and all bids
Purchases, as used herein, does not include the personal
services
Section 2-37. Purchases from Bond Funds
(a) The procedures specified in th~s Chapter for purchases
shall be followed for all purchases, regardless of amount,
Involving contracts for the purchase of annual requirements and
purchases from bond funds, and all procedures for purchases of
more than Three Thousand Dollars ($3,000 00) shall be governed
by the Laws of the State of Texas relating thereto, the Charter
and Code of the City of Denton
Section 2-38 Personal Service Contracts
(a) All contracts for personal or professional services
calling for an expenditure of Three Thousand Dollars ($3,000 00)
or less, may be authorized by the City Manager without the
approval of the C~ty Council All contracts for personal or
professional services calling for an expenditure of more than
Three Thousand Dollars ($3,000 00) must be submitted to the City
Council for approval
(b) All contracts for personal or professional services of
Three Thousand Dollars ($3,000.00) or less shall be on form
contracts prepared and approved by the City Attorney
(c) All contracts for personal or professional services of
Three Thousand Dollars ($3,000 00) or more shall be prepared by
the City Attorney or approved by the City Attorney if prepared
by someone other than the City Attorney
SECTION II
Ail provisions of any ordinance of the City of Denton or
provisions of the Code of Ordinances in conflict herewith are
hereby repealed
SECTION III
Th~s ordinance shall become effective from and after its
date of passage, and it ~s so ordained
PASSED AND APPROVED this the 13th day of ~ly, 1982
C ARD 0 ; TEWAR MAYOR- U
CIT~ OF DF~RTON, TEXAS
ATTEST
CHARLOTTE -ALLEN, CITY ~CRETARY
CITY OF DENTON, TEXAS
APPROVED AS TO LEGAL FO~
C J TAYLOR, JR , CITY ATTO~EY
CITY OF DENTON, TEXAS