back up for 10-01-2002 Special Called Regular Meeting

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I ,I I :1 :1 :1 ; (I " ' 1\. '.' ;- 11 , i II f\, ..' [- II l,: , :1 I ,I I I I I . 2. Department Directors shall be required to sign all requisitions for purchases over $5,000. Purchases over $10,000 but-less than $15,000 shall require dual signatures of the Department Director and the City Manager or Assistant City Manager. One of the signatures may be signed on a hard copy of the Purchase Requisition, and one may be authorized on the HTE system. Any purchase over $15,000 that has been competitively bid and approved by City Council shall require approval by the DepartInentDirecto~ SECTION 3 - QUOTATIONS 1. A miniInum of three (3) written quotations shall be required for all purchases over $2,000, but less than $15,000. One (1) of the quotes should be from a minority vendor (HUB), if available. Purchases over $15,000 shall be competitively bid (please refer to Chapter 5). 2. Quotations submitted by any vendor shall be considered firm. The City shall pennit a bidder alleging a material mistake of fact to. withdraw their quote when there is reasonable proof that a mistake was made and the intended quote cannot be ascertained with reasonable certainty. SECTION 4 - TAX EXEMPTION 1. The City is exempt from payment of taxes under Chapter 20, Title 122A, Article 20.04, Revised Civil Statutes of Texas, for the purchase of tangible personal property. 2. Any use of the CitYs tax exemption certification for personal purchases is strictly prohibited. Anyone using this tax exemption number for personal purchases shall be liable to prosecution under Texas Penal Code, Chapter 39, Section 39.01, Abuse of Office. Any employee eng~ging in such action may be terminated. SECTION 5 - UNAUTHORIZED PURCHASESICHARGES 1. Any commitInent to acquire goods or services costing more than $2,000 in the aggregate, prior to securing a purchase order is strictly prohibited. Any other number, such as a requisition number, shall not be used in lieu of a purchase order number. 2. Anyone creating or authorizing such a commitment prior to securing a purchase order may be held personally liable for payment of such agreement and may be liable to prosecution under the Texas Penal Code, Chapter 39, Section 39.01, Abuse of Office. Disciplinary action up to and including discharge may be taken against any employee who engages in such practices. 6