§ 10-2-106. SAME - CONTENTS.

(a)

Warehouses and storehouses. The Purchasing Manual shall:

(1)

Prescribe the procedures to be observed by agencies and by storehouse or warehouse personnel in accounting for the receipt and disbursement of commodities; and

(2)

Include provisions for:

(i)

The classification of inventory items and their positive identifications by means of standard nomenclature or code or part numbers;

(ii)

Adequate storage facilities and supervision;

(iii)

An accurate perpetual inventory record, showing receipts, allotments, disbursements, and available balances in stores, supported by periodic physical inventory count or stock-taking;

(iv)

An established cost system and accounting procedure to interpret the physical or unit quantity records into financial terms and, including periodic reconciliation of the stores controlling accounts with the ledger controls maintained by the Director of Budget and Finance; and

(v)

Analysis of inactive stores' items to determine their disposition and to avoid the accumulation of surplus, old, and obsolete stock.

(b)

Bids. The Purchasing Manual shall prescribe in detail the procedures to be observed in:

(1)

The method and extent of giving notice to prospective bidders;

(2)

Receiving, tabulating, and recording bids;

(3)

Opening bids;

(4)

Making purchases from the lowest responsive and responsible bidder; and

(5)

Making sales to the highest responsive and responsible bidder.

(c)

Open market purchases and sales. The Purchasing Manual shall prescribe in detail the procedures to be observed in making available for public inspection all open market orders and the bids submitted in competition for open market orders.

(d)

Emergency purchases. The Purchasing Manual shall provide for the specific terms and conditions under which emergency purchases shall be made.

(e)

Inspections. The Purchasing Agent may provide in the Purchasing Manual authority, under specified conditions, for an agency to:

(1)

Inspect and certify delivery of commodities; or

(2)

Determine proper performance of services.

(1988 Code, §§ 15-84, 15-86, 15-88, 15-90, 15-96) (Bill No. 171, 1989, § 1, 1-20-1990; Bill No. 132-93, 1993, § 1; Bill No. 69-95, § 6, 7-1-1995; Bill No. 49-96, § 7, 7-1-1996; Bill No. 65-98, § 1, 7-10-1998; Bill No. 83-00, § 2, 7-1-2004)