1.5.109: SPECIAL PROJECTS; NONLAPSE OF APPROPRIATIONS:

   A.   Appropriations for special projects of the various funds included in the budget shall not lapse until the purpose for which the appropriation was made has been accomplished or abandoned.

   B.   Any unexpended funds which were appropriated for a special project which has been completed or abandoned and which have not been transferred pursuant to section 1.5.108 of this part shall lapse back to the originating fund for reappropriation by ordinance. (Ord. 11-18)

1.5.110: FILING OF INVENTORIES:

The Mayor shall cause an account of all capital items of equipment, real estate, buildings and permanent installations owned by the City. Accounting shall comply with rules and regulations promulgated by the Mayor in accord with generally accepted accounting principles. (Ord. 11-18)

PART 2 PURCHASES 1

SECTION:

1.5.201: Title

1.5.202: Definitions

1.5.203: Establishment Of Purchasing Office

1.5.204: Purchasing Manager

1.5.205: Competitive Bidding Required

1.5.206: Formal Bidding Procedure

1.5.207: Sufficiency Of Funds

1.5.208: Cooperative Purchasing

1.5.209: Exclusions

 

Notes

1	1. Prior ordinance history: 1968 Code §§3-4-101, 3-4-202, 3-4-301, 3-4-302, 3-4-303, 3-4-304, 3-4-401, 3-4-402, 3-4-403, 3-4-404, 3-4-405; Ord. 80-1; Ord. 80-132; Ord. 86-23; Ord. 88-234; Ord. 01-42; Ord. 04-109.

1.5.201: TITLE:

This part shall be known and may be cited as the City's PURCHASING CODE. (Ord. 11-18)

1.5.202: DEFINITIONS:

PURCHASING MANAGER OR MANAGER: The Purchasing Manager of the City.

SHALL: Is always mandatory and not merely directory.

USING AGENCY: Includes any department, division, agency, commission, office or other unit of the City government using supplies or procuring contractual services as provided in this part. (Ord. 11-18)

1.5.203: ESTABLISHMENT OF PURCHASING OFFICE 1 :

There is hereby established a Purchasing Office. (Ord. 11-18)

 

Notes

1	2. See section 1.2.312 of this chapter.

1.5.204: PURCHASING MANAGER:

   A.   Purchasing Authority: The Manager shall have the power and duty to purchase or contract for all supplies, services, and construction needed for any City function or by any using agency that derives its support wholly or in part from the City, in accord with the City of Colorado Springs Procurement Rules and Regulations ("Rules and Regulations") prescribed and approved by the City Council.

   B.   Other Powers And Duties: In addition to purchasing authority and in addition to any other powers and duties conferred by this part, the Manager shall:

      1.   Minimum Expenditure: Act to procure for the City the highest quality in supplies and contractual services at least expense to the City;

      2.   Open Competition: Discourage uniform bidding and endeavor to obtain as full and open competition as possible on all purchases and sales;

      3.   Rules And Regulations: The Manager may recommend changes to the Rules and Regulations to the Mayor. The Mayor or the Mayor's designee shall submit proposed changes to the Rules and Regulations in writing to all City Council members. Within ten (10) business days of the submission to Council, any Council Member may request that the proposed changes be scheduled for discussion at an informal City Council meeting. After City Council has discussed the proposed changes Council may accept the changes or request modifications be made. If Council accepts, the proposed changes shall automatically become effective. If Council requests modifications, the Mayor shall reconsider the proposed change and resubmit any modifications to Council. Any resubmitted modifications shall follow the same procedure as outlined above. Should no City Council Member request that the proposed changes be scheduled for discussion, the proposed changes shall automatically become effective;

      4.   Purchasing Analysis: Keep informed of current developments in the field of purchasing, prices, market conditions and new products and secure for the City the benefits of research performed in the field of purchasing by other governmental jurisdictions, national technical societies, trade associations having national recognition, and private businesses and organizations;

      5.   Forms: Prescribe and maintain forms reasonably necessary to the operation and administration of this part;

      6.   Standard Nomenclature: Prepare and adopt a standard purchasing nomenclature for using agencies and suppliers;

      7.   Vendors' Database: Prepare, adopt and maintain a vendors' database, that will allow vendors to register and receive automated notifications electronically for invitation of bids and requests for proposals via the City's website;

      8.   Bulk Purchases: Explore the possibilities of buying "in bulk" so as to take full advantage of discounts;

      9.   Federal Tax Exemptions: Act so as to procure for the City all Federal tax exemptions to which it is entitled;

      10.   Cooperation With Other City Departments: Cooperate with other City departments so as to secure for the City the maximum efficiency in budgeting and accounting; and

      11.   Disqualification Of Bidders: Have the authority to declare as irresponsible bidders vendors who default on their quotations, and to disqualify the vendors from receiving any business from the City for a stated period of time. (Ord. 11-18)

1.5.205: COMPETITIVE BIDDING REQUIRED:

All purchases of and contracts for supplies and services, and all sales of personal property which has become obsolete and unusable shall, except as otherwise specifically provided in this part, be based whenever possible on competitive bids. (Ord. 11-18)

1.5.206: FORMAL BIDDING PROCEDURE:

   A.   The provisions of this section shall not apply to the purchase of justified sole source items. Purchases of supplies, materials, equipment and services having an estimated value of less than the formal competition threshold specified in the City Procurement Rules and Regulations may be made using informal bidding procedures in accord with the procurement rules and regulations.

   B.   Notice inviting bids or proposals shall be published and advertised in accord with the City Procurement Rules and Regulations. Notice shall include a general description of the articles to be purchased or sold, a statement as to where solicitation documents may be obtained, and the time and place where the bids will be opened or proposals received.

   C.   Each bid or proposal shall be submitted in accord with the instructions in the solicitation to the Manager in a sealed envelope. All bids shall be opened in public at the time and place specified in the solicitation, and a tabulation of all bids received posted for public inspection on the City's website. All proposals shall be received by the time and date specified in the request for proposal. Information regarding the names and number of proposals received will not be made known to the public until an award is announced, in accord with the City Procurement Rules and Regulations.

   D.   The Manager may reject all bids, under the conditions defined in the City's Procurement Rules and Regulations. The Manager shall not accept the bid or proposal of any contractor who is currently suspended or debarred from doing business with the City as per the City Procurement Rules and Regulations.

All bids and proposals shall be handled, reviewed and evaluated, and any bid accepted or awarded shall be in strict accord with the City Procurement Rules and Regulations. (Ord. 11-18)