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' OR BK 5770 PG 380 <br /> 3 of 10 <br /> contract procedures contained in this Ordinance, or the alternative <br /> procedure set forth in this Ordinance for public works and improvements. <br /> 2. Prescribe and maintain a standard purchasing manual for all departments. <br /> Said manual shall include a copy of this Ordinance and any policies or <br /> procedures further implementing same as described above. <br /> 3. Prepare, adopt, and maintain a bidders list. The list shall be filed <br /> according to name of vendor, type of materials and shall also contain a <br /> description of commodities,prices, and discounts. <br /> 4. Exploit the possibilities of buying in bulk to take full advantage of <br /> discounts. <br /> 5. Act to procure for the City all tax exemptions to which it is entitled. <br /> 6. Cooperate with other governmental organizations to secure for the City the <br /> maximum efficiency in budgeting and accounting. <br /> 7. Have the responsibility to ascertain the identity of all vendors who default <br /> their quotations or bids to the City and to make no purchases from such <br /> vendors for a period of up to three (3) years unless this prohibition is <br /> expressly waived by the City Council. <br /> SECTION 6. REQUISITION AND ESTIMATES <br /> All departments, either by or with the authorization of the head of the department under <br /> which the department operates, shall file with the detailed requisitions of their requirements in <br /> supplies and contractual services in such manner, at such times, and for such future period as the <br /> Agent shall require. <br /> A department shall not be prevented from filing, in the same manner, with the Agent at <br /> any time a requisition or estimate for supplies and contractual services, the need for which was <br /> not foreseen when the detailed estimates were filed. <br /> SECTION 7. CONFLICT OF INTEREST <br /> No employee of the City shall contract with or have any business dealings with the City <br /> whereby they may derive income or benefits other than those provided as renumeration from the <br /> City for his employment. However, no employee or officer of the City shall be prohibited from <br /> purchasing, at public auction authorized by law, used goods or materials from the City on the <br /> same basis as are all members of the public, provided that said employee or officer was not <br /> involved in the process of declaring property to be surplus. Further, the City may purchase from <br /> any employee or officer any real or personal property owned by such officer or employee which <br /> it is determined at any regular public meeting, to be needed for City business, provided that no <br /> other source of said real or personal property is available, and provided further that the <br /> consideration paid for such property does not exceed its market value. <br /> SECTION 8. ENCUMBRANCE OF FUNDS <br /> Except in cases of emergency as defined under this Ordinance, the Agent/Department <br /> Head shall not issue any order for delivery on a contract or open market purchase until the <br /> Finance Director shall have certified, after pre-audit, that there is to the credit of the concerned, a <br /> sufficient unencumbered appropriation balance, in excess of all unpaid obligations, to defray the <br /> amount of such order. <br /> SECTION 9. FORMAL BID PROCEDURE <br /> All supplies, equipment, and contractual services, except as otherwise provided herein <br /> including, but not limited to fuel and library supplies, when the estimated cost thereof shall <br /> exceed Ten Thousand and 00/100 Dollars ($10,000.00), shall be purchased by formal, written <br /> contract and/or purchase order from the lowest responsive and responsible bidder, after due <br />