Section
Subarticle I - General Provisions
3-5-1 Purpose
3-5-2 Applicability/exclusions
3-5-3 Authority
3-5-4 Contract preparation
3-5-5 Contract administration
3-5-6 Role of purchasing agent
3-5-7 Contract performance monitoring
3-5-8 Vendors list
Subarticle II - Purchasing Procedures
3-5-20 Acquisition of goods, materials, and non-professional services
3-5-21 Purchasing authority; dollar limits on purchasing authority for standard purchases
3-5-22 Purchase orders
3-5-23 Bid requirements; formal bid and quote levels
3-5-24 Personal service and construction contracts; exemptions from requisition submission
3-5-25 Internal controls; requisitions for items greater than $1,000
3-5-26 Special items; check requests
3-5-27 Powers and duties of purchasing agent
3-5-28 Types of contracts
3-5-29 Open market procedures
3-5-30 Rejection of bids
3-5-31 Low tie bids
3-5-32 Taxes
3-5-33 Capital outlay buying
3-5-34 Purchasing with grant funds
3-5-35 Transportation and freight charges
3-5-36 Cooperative purchasing
3-5-37 Prohibition against subdivision
3-5-38 Local preference in purchasing
3-5-39 Petty cash
3-5-40 City asset management and inventory
3-5-41 Purchase order delivery follow-up
3-5-42 Contract performance monitoring
3-5-43 Inspections
3-5-44 Government surplus
3-5-45 Repairs/warranty or guarantee items
3-5-46 Administration; documents and records
3-5-47 City credit cards
Subarticle III - Competitive Bids
3-5-60 Purchases of over $30,000
3-5-61 Bid specifications
3-5-62 Call for bids
3-5-63 Pre-bid conference
3-5-64 Bid opening
3-5-65 Pre-opening modification or withdrawal of bids
3-5-66 Errors/corrections to bids
3-5-67 Unsigned bids
3-5-68 Late bids
3-5-69 Addendum to notice of call for bids
3-5-70 Bid and performance/payment bonds
3-5-71 Responsibilities of bidders and offerors
3-5-72 Identical bids
3-5-73 Rejection and cancellation of bids
3-5-74 Bid evaluation and award
3-5-75 Protest of award
3-5-76 Change orders - construction projects
3-5-77 Contract award - state bid
3-5-78 Competitively negotiated contracts
3-5-79 Non-competitive negotiations
3-5-80 Option provision
3-5-81 Public award
Subarticle IV - Competitive Sealed Request for Proposals (RFPs)
3-5-95 General provisions
3-5-96 Requests for proposals
3-5-97 Selection and contracting of architectural-engineering professional services
3-5-98 Selection and contracting of legal services
3-5-99 Other professional services
Subarticle V - Suspension and Debarment of Contractors
3-5-110 Purpose
3-5-111 Authority to debar or suspend
3-5-112 Causes for debarment or suspension from consideration
3-5-113 Written determinations
3-5-114 Period of debarment
Subarticle VI - Leasing
3-5-125 General information
3-5-126 Procedural information
3-5-127 Rental of equipment
3-5-128 Lease of city property
Subarticle VII - Sole Source Procurement
3-5-140 General information
3-5-141 Sole source procurement
Subarticle VIII - Emergency Purchases of Materials and Services
3-5-155 Purpose
3-5-156 Activities authorized
3-5-157 Procedures
3-5-158 Definition of emergency
Subarticle IX - Receiving, Inspection, and Acceptance of Materials, Supplies, and Services
3-5-170 Purpose
3-5-171 Receiving procedures
3-5-172 Purchase order delivery follow-up
3-5-173 Encumbrances and year-end cutoff
Subarticle X - Contract Administration
3-5-185 Principles
3-5-186 Contracts
3-5-187 Monitoring of requirements contracts
3-5-188 Placing orders against existing requirements contracts
3-5-189 Termination of a contract
3-5-190 Contract periods
3-5-191 Advertisements for formal contracts
3-5-192 Arizona state contracts
3-5-193 Intergovernmental agreement (IGA)
Subarticle XI - Materials Management
3-5-205 General provisions
3-5-206 Disposition
Subarticle XII - Procurement Ethics
3-5-220 Employee ethics
3-5-221 Conflict of interest
3-5-222 Gratuities
3-5-223 Use of confidential information
3-5-224 Public access to procurement information
3-5-225 Vendor ethics
3-5-226 Fraud
3-5-227 Penalty
3-5-228 City Attorney opinion
Subarticle XIII - Miscellaneous Provisions
3-5-240 Records retention
3-5-241 Confidential information
3-5-242 Federal and state procurement requirements
3-5-243 Licensing/certification requirements
Subarticle XIV - Glossary of Procurement Terms
3-5-255 Definitions
Appendices
Appendix A: Disclosure of Responsibility Statement
Appendix B: Contractor Affidavit
Appendix C: Vendor Evaluation Form
Appendix D: Check Request
Appendix E: Credit Card Policy and Procedures