(A) The table below sets forth the required methods for purchasing of supplies and equipment, as well as contracting for public projects. (Contracting for consultants and professional services is addressed in Chapter 3.38.)
Value of Purchase | Purchase Method | Agreement Format |
$3,500 and under ($2,000 and under if the purchase is subject to the requirements of the Davis Bacon Act) | No quotations required. However, such purchases must be distributed among qualified suppliers. | As required by Director of Finance |
$3,501 to $24,999 | 3 non-written quotations1 | Purchase order approved by Director of Finance or contract signed by City Manager for supplies or equipment2 City Manager-executed contract for public projects (for projects between $12,501 and $24,999)4 |
$25,000 to $50,000 | 3 written quotations1 | Purchase order approved by Director of Finance or contract signed by City Manager for supplies or equipment2 City Manager-executed contract for public projects4 |
Over $50,000 | Council-authorized notice inviting sealed bids3 | Council-approved contract4 |
1. See § 3.36.120 2. See § 3.36.090 3. See § 3.36.110 4. For tracking and filing purposes, the City Clerk shall assign contract numbers to all city contracts. | ||
(B) Notwithstanding the table in division (A), the purchase method for the purchase of supplies or equipment may be dispensed with under the following circumstances:
(1) An emergency, as described in § 3.36.070, requires that an order be placed immediately to protect the public health, safety or welfare; or
(2) The supply or equipment can only be obtained from one source (“sole source”); or
(3) The supply or equipment is available through or in conjunction with another public agency’s purchase of such supply or equipment, and the other public entity has gone through a bidding process the City Manager determines is comparable to the processes described above (“piggybacking”).
(C) Notwithstanding the table set forth in division (A), the purchase method for public projects may be dispensed with under the following circumstances:
(1) An emergency, as described in § 3.36.070, requires that the project or service be undertaken immediately; or
(2) The project can only be performed by or the service can only be rendered by one vendor; or
(3) If, after rejecting bids for a public project, the Council makes any of the determinations set forth in § 135 of the City Charter.
(D) The agreement format required by the table in division (A) shall be required for any purchase pursuant to divisions (B) or (C).
(E) At its discretion, except where it would conflict with state or federal laws or regulations, the City Council may at any time, by a majority vote and without amending this chapter, waive the purchasing procedures or alter these proceedings to fit a specific purchase.
(Ord. 4517, passed 2-25-08; Am. Ord. 4593, passed 2-13-12; Am. Ord. 4745, passed 10-22-18)