Section 6-13. Claims, Purchasing, Procedures.
- All officers, boards, commissions, and designated employees of the Town of Tryon hereinafter referred to as the purchasing officer, having authority to purchase or contract against all budget appropriation accounts shall submit all purchase orders and contracts prior to the time the commitment is made, to the Town Clerk who shall, if there be an unencumbered balance in the appropriation made for that purpose, so certify in the form required by Title 62, Section 310.1 of the Oklahoma Statutes. Provided in instances where it is not possible to ascertain the exact amount of expenditures to be made at the time of recording the encumbrance, an estimated amount may be used and the encumbrance made in like manner as set forth above. Provided, no purchase order or contract shall be valid unless signed and approved by the purchasing officer and certified as above set forth by the Town Clerk. The Town Clerk shall retain and file one copy of the purchase order.
- After satisfactory delivery of the merchandise or completion of the contract, the supplier shall deliver an invoice. Such invoice shall state the supplier’s name and address and must be sufficiently itemized to clearly describe each item purchased, its unit price, where applicable, the number or volume of each item purchased, its total price, the total of the purchase, and the date of the purchase. The Town Clerk shall attach the itemized invoice together with delivery tickets, freight tickets, or other supporting information to the original of the purchase order and, after approving and signing said original copy of the purchase order, shall submit a list or schedule of the purchase orders to the Board of Trustees for consideration for payment by said Board of Trustees. Such a list or schedule of purchase orders submitted shall be examined by the Board of Trustees to determine the legality of such purchase orders. The Board of Trustees shall approve such invoices for payment in the amount the board determines just and correct.
- The Town of Tryon may issue a blanket purchase order for any recurring purchases of goods or services if a maximum authorized amount for all purchases pursuant to a blanket purchase order is specified in the order and approved by the Board of Trustees.
- Blanket purchase orders shall be prepared, filed, and encumbered in the manner provided for purchase orders and as authorized by law or regulation, except when written requisition shall be required for a blanket purchase order. Prior to payment, the requesting officer shall verify the blanket purchase order by signature. Before transacting any purchase pursuant to a blanket purchase order, the order shall be submitted to the Board of Trustees for its approval. After satisfactory delivery of goods or services pursuant to a blanket purchase order, a vendor’s invoice shall be submitted to and approved by the purchasing officer of the Town of Tryon and forwarded for payment. An itemized list of goods or services purchased pursuant to the blanket purchase order shall be attached to the vendor’s invoice if the said invoice does not contain an itemized list of goods or services purchased pursuant to the blanket purchase order. Payment of invoices from vendors pursuant to a requisition and approved blanket purchase order issued pursuant to the provisions of this Section shall be authorized by the encumbering officer.