P.R. Laws tit. 21, § 4507
When quotations or bids are required for the purchase of movable property, supplies, services or works, the municipal official or employee shall have the following responsibilities:
(a) Quotations.— The municipal official or employee who requests, receives and accepts the quotations required by law or regulations, shall write clearly and legibly on all pertinent documents his/her full name and title, and shall sign each stage of the process, including the verification of the accuracy and correctness of the cost estimates. The official or employee authorized to adjudicate the purchase or service, shall certify said fact by clearly and legibly writing his/her full name and title and signing it [sic] the document.
The authorization for the disbursement of funds shall include a certification from the municipal official or employee in charge of paid disbursement. The disbursement of municipal funds for the purchase of goods, supplies, services or works without the proper quotations required by law or regulations is prohibited, except when otherwise provided by law or regulations. Also prohibited is altering in any manner the quotations, certifications or documents related to the quotations, adjudications or the disbursement of funds.
Any file whereby municipal funds have been authorized or disbursed shall include the documents required by this subtitle and any other law or regulation that governs the municipal fiscal and administrative procedures, including, without it being understood as a limitation, evidence of the internal preliminary audit and of the payments made.
(b) Biddings.— The municipal official or employee who requests, receives, accepts or authorizes the disbursement of funds in every bidding process established by law or regulations, shall clearly and legibly write his/her full name and title, and shall sign each stage of the process, including the verification of the exactness and correctness of the cost estimates upon their receipt, and when there is a change in the documents included in the bidding form. The authorized official or employee, or the members of the Bidding Board that adjudicate the purchase, service or works, shall certify said fact by clearly and legibly writing his/her full name and title, and signing the same.
Each disbursement of funds shall include a certificate issued by the municipal official or employee responsible for issuing the same. It is hereby prohibited to make any disbursement of funds that does not include the documents and bidding forms required by law or regulations. It is also prohibited to alter in any way the cost certificates or other documents related to the bidding form, adjudication certificates or disbursement of funds. All files shall have the evidence or documentation required by this subtitle and any other law or regulations that govern municipal fiscal and administrative procedures, including, but not limited to evidence of the internal auditing and of the payments made.
History —Aug. 30, 1991, No. 81, added as § 10.007 on Aug. 21, 1999, No. 279, § 5.