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A. The city manager, or his or her designee(s), shall be known as the "purchasing officer" or “purchasing agent” for purposes of this chapter. The purchasing agent, or his or her designee(s), shall be the head and have general supervision of purchasing functions. The duties of purchasing agent may be combined with those of any other office or position and may be shared among more than one office or position.
B. The purchasing agent or other authorized personnel shall have the authority to:
1. Purchase or contract for services, supplies and equipment, or contracts for public projects, required by any city department in accordance with purchasing procedures prescribed in this chapter, such administrative regulations as the purchasing agent shall adopt for the internal management and operation of purchasing, and such other rules and regulations as shall be prescribed by the city council or the city manager;
2. Negotiate and recommend execution of contracts for the purchase of services, supplies and equipment and public projects;
3. Act to procure for the city the needed quality in supplies and equipment at least expense to the city;
4. Discourage uniform bidding and endeavor to obtain as full and open competition as possible on all purchases;
5. Prepare and recommend to the city council rules governing the purchase of supplies and equipment for the city;
6. Prepare and recommend revisions and amendments to the purchasing rules;
7. Keep informed of current developments in the field of purchasing, prices, market conditions and new products;
8. Prescribe and maintain such forms as are reasonably necessary for the operation of this chapter and other rules and regulations;
9. Supervise the inspection of supplies and equipment purchased to ensure conformance with specifications;
10. Recommend the transfer of surplus or unused supplies and equipment between departments as needed;
11. Maintain an approved vendors list, vendors' catalogue file and records needed for the efficient operation of purchasing functions.
(Ord. 567-21 Exhibit A, 2021; Ord. 460 § 1 (part), 2011: Ord. 3 § 1 (part), 1991: prior code § 3.12.030)
Using departments shall submit requests for supplies, equipment, or services to the purchasing agent or designee(s) by standard requisition forms, or by other means as may be established by the purchasing rules and regulations.
(Ord. 567-21 Exhibit A, 2021; Ord. 3 § 1 (part), 1991: prior code § 3.12.070)
Purchases of supplies and equipment shall generally be made only by purchase orders, subject to limited exceptions authorized by the purchasing agent. Except as otherwise provided in this chapter, no purchase order shall be issued unless the prior approval of the purchasing agent or designated representative has been obtained.
(Ord. 567 Exhibit A, 2021; Ord. 460 § 1 (part), 2011: Ord. 3 § 1 (part), 1991: prior code § 3.12.080)
Except in cases of emergency, the purchasing agent shall not issue any purchase order for supplies or equipment or authorize the procurement of services unless there exists an unencumbered appropriation in the fund account against which said purchase is to be charged.
(Ord. 567-21 Exhibit A, 2021; Ord. 3 § 1 (part), 1991: prior code § 3.12.090)
Appropriate personnel within each ordering department shall inspect supplies and equipment delivered to determine their conformance with the specifications set forth in the order. At his/her discretion, the purchasing agent shall have authority to require chemical and physical tests of samples submitted with bids and samples of deliveries, which are necessary to determine their quality and conformance with specifications.
(Ord. 567-21 Exhibit A, 2021; Ord. 460 § 1 (part), 2011: Ord. 3 § 1 (part), 1991: prior code § 3.12.100)
Except as otherwise provided in this chapter, public projects, as defined in Section 20161 of the California Public Contract Code, which exceed five thousand dollars ($5,000.00), shall be awarded to the lowest responsible bidder in compliance with the procedures and requirements of the Public Contract Code including, without limitation, requirements related to bid security, publication and content of bid notices, contract awards, etc. Except as otherwise provided in this chapter, public works contracts over seventy-five thousand dollars ($75,000.00) shall be awarded by the city council.
(Ord. 567-21 Exhibit A, 2021)
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