Section
3.24.010 Adoption of purchasing system
3.24.020 Definitions
3.24.030 Centralized Purchasing Division; Purchasing Agent
3.24.040 Exemptions from centralized purchasing
3.24.050 Requisitions
3.24.060 Use of purchasing cards, purchase orders, and written contracts
3.24.070 Open market purchases
3.24.080 Informal solicitation purchases
3.24.090 Formal solicitation purchases
3.24.100 Professional service purchases
3.24.110 Public works project purchases
3.24.120 Special circumstances
3.24.130 Bonds
3.24.140 Change orders
3.24.150 Surplus personal property disposal
In order to establish efficient procedures for the purchase of supplies, materials, equipment, and services at the lowest cost commensurate with quality needed and with due consideration to disposability; to exercise positive financial control over purchases; to clearly define authority for the purchasing functions; and to buy without favor or prejudice, a purchasing system is adopted and shall control the procedure for all purchases except as otherwise provided by law.
(Ord. 1198, passed 11-21-17)
For the purpose of this chapter, the following definitions shall apply unless the context clearly indicates or requires a different meaning.
COST-BASED SERVICES. All services other than professional services.
DEPARTMENT. Any of the departments, offices, or other organization units of the city, or of any special agency whose affairs and funds are under the supervision and control of the City Council and for which the City Council is ex-officio the governing body.
DIRECTOR. The person appointed by the City Manager to lead a department.
EMERGENCY. A sudden, unexpected occurrence requiring immediate action to maintain public safety, or to prevent or mitigate the loss or impairment of life, health, property, or essential public services.
LOCAL VENDOR. A vendor that satisfies all of the following criteria:
1. Regularly maintains a place of business and transacts business in, or regularly maintains an inventory of merchandise for sale in, the city;
2. Is current in the payment of business taxes to the city; and
3. Possesses all necessary licenses and permits from the city.
LOCAL VENDOR PREFERENCE AMOUNT. The amount by which an offer from a local vendor in a formal solicitation pursuant to § 3.24.090 shall be reduced for offer comparison purposes.
OFFER. A quote, bid, or proposal.
OFFEROR. The individual or entity providing a quote, bid, or proposal.
PROFESSIONAL SERVICES. The services of architects, artists and designers, attorneys, auditors, computer programmers, economic analysts, engineers, environmental analysts, financial analysts, grant and specification writers, insurance brokers, property analysts, real estate agents, specialized trainers, or other individuals or entities possessing a high degree of specialized skill or expertise that, in the determination of the City Manager, do not readily fall within a cost-based competitive offer process.
PUBLIC WORKS PROJECT. A public project as defined by the UPCCAA.
PURCHASE. Purchase of supplies, materials, equipment, and services shall include leases or rentals of such items as well as transactions by which the city acquires ownership or services.
PURCHASING POLICY. The City Council resolution designating:
1. The limits for open market, informal solicitation, and formal solicitation purchases of supplies, materials, equipment, services, and public works projects; and
2. The local vendor preference amount.
RESPONSIVE AND RESPONSIBLE OFFEROR. An offeror that both:
1. Has submitted an offer to furnish supplies, materials, equipment, services, or a public works project in conformity with the solicitation; and
2. Has demonstrated the attribute of trustworthiness, as well as quality, fitness, capacity, and experience to satisfactorily provide the supplies, materials, equipment, services, or public works project specified in the solicitation (as determined from prior experience with the city, references, and other available information).
SERVICES. Any and all cost-based services and professional services.
SOLICITATION. A request for quote, bid or proposal.
SUPPLIES, MATERIALS, AND EQUIPMENT. Any and all items that shall be furnished to or used by any department.
SURPLUS PERSONAL PROPERTY. Any item that is obsolete, worn out, or no longer used by the acquiring department.
UPCCAA. The Uniform Public Construction Cost Accounting Act (Cal. Pub. Cont. Code § 22000 et seq.).
VENDOR. A consultant, contractor, or provider of supplies, materials, equipment, and services.
VENDORS LIST. A current file of vendors for supplies, materials, equipment, and services.
(Ord. 1198, passed 11-21-17)
A. Centralized Purchasing Division. There is created a Centralized Purchasing Division within the Administrative Services Department in which is vested authority to purchase supplies, materials, equipment, and services. The City Manager, acting for and on behalf of the City Council, shall have the power to issue instructions as deemed necessary for the operation of the Purchasing Division.
B. Purchasing Agent. There is created the position of Purchasing Agent. The Purchasing Agent shall be appointed by the City Manager to direct and manage the city’s purchasing division. The Purchasing Agent shall have the authority to purchase supplies, materials, equipment, and services in accordance with this chapter. The Purchasing Agent shall establish methods and procedures necessary for the efficient and economical functioning of the purchasing division.
(Ord. 1198, passed 11-21-17)
The Purchasing Agent may, and where legally required to do so shall, authorize a department to independently purchase particular classes of supplies, materials, equipment, or services in accordance with this chapter. Unless otherwise prohibited by law, the Purchasing Agent also may rescind such authorization to purchase independently.
(Ord. 1198, passed 11-21-17)
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