* For provisions on centralized purchasing procedures, see Charter § 9-15.

All departments shall process purchases, payrolls, etc., in a manner requested by the finance director. (Prior code § 5-1.1(a))

All purchases shall be made by purchase orders issued prior to the actual purchases, except when otherwise authorized by the finance director. (Prior code § 5-1.1(b))

All purchase orders shall be approved by the purchasing agent or his representative. (Prior code § 5-1.1(c))

All purchase orders for travel shall be approved by the department head, finance director, and mayor. (Prior code § 5-1.1(d))

Purchase orders for travel for members of the council and for employees of the council and the office of the county clerk, and purchase orders for supplies and equipment to carry out the functions of the council office and the county clerk's office shall be approved by the council chairman or his representative. (Prior code § 5-1.1, (e))

The purchase of office machines, furniture, equipment, motor vehicles and other items which cost more than $500 but $4,000 or less shall be made after multiple price quotations have been obtained by the finance director; provided that the finance director may, with the approval of the mayor, make exceptions to this regulation for emergencies. (Ord. 1257 § 1, 1982: prior code § 5-1.1(f))

A. Expenditures of public money shall be made in accordance with the competitive bidding requirements and other applicable sections of Hawaii Revised Statutes chapter 103, and as otherwise required by law.

B. Competitive bidding shall be in accordance with the following procedures:

1. The department making the purchase or contracting for the project shall prepare the specifications, bid form, general conditions, etc.

2. The department shall then submit the necessary documents to the finance director.

3. The finance director shall advertise for bids and open such bids on the appointed day. Any legal question shall be referred to the corporation counsel.

4. The finance director shall award the contract to the lowest responsible bidder; provided, that sufficient funds have been made available in the budget for this purpose. He shall inform the mayor and all bidders of the results and return the bid bonds of the unsuccessful bidders, and the mayor shall inform the council forthwith.

5. In the event the low bid exceeds the amount available for the project, the finance director may reject all bids or he may request the mayor to write to the council for additional appropriations.

6. The finance director shall execute all contracts which have been awarded after competitive bids have been advertised for.

7. The finance director shall transmit the low bid and bond to the department of the corporation counsel for the preparation of the necessary documents. The finance director shall then process the same; that is, send the contract to the contractor for execution, see that the performance bond is executed, etc. Both the contract and bond must be approved as to form by the department of corporation counsel.

8. After the contract and bond have been returned to the finance director, he shall have the same certified as to availability of funds from the proper agency. He shall then transmit copies thereof as follows: the original to the county clerk, one copy to the department concerned, one copy to the contractor, and one copy to be filed in the office of the finance director.

9. The department concerned shall be responsible for issuing the order to proceed and to ensure that the contract is properly performed.

10. The department concerned shall make the final inspection of the project and inform the finance director when the project is accepted. The finance director shall then publish notice of and make final payment on the project.

11. The finance director shall inform the mayor in writing when contracts are awarded and when final payment is made. The mayor, in turn, shall inform the council on these matters. (Ord. 2320 § 1, 1994: Ord. 1257 § 2, 1982: Ord. 1012 § 1, 1980: prior code § 5-1.1(g))