HomeMy WebLinkAboutCC Resolution 8703 (Purchasing Division Establishment)RESOLUTION NO. 8703
RESOLUTION AMENDING RESOLUTION 1567 AND IMPLEMENTING
THE PROVISIONS OF SUBDIVISION (1) OF SECTION 2 AND
SECTIONS 5 AND 6 OF CHARTER ORDINANCE NUMBER 423 BY
ESTABLISHING A PURCHASING DIVISION UNDER THE CONTROL
AND DIRECTION OF THE CITY MANAGER
The City Council of the City of San Rafael do hereby
establish a Purchasing Division within the Finance Department, and
hereby resolve as follows:
Section 1. ESTABLISHMENT. There is hereby established
under the control and direction of the City Manager and the Finance
Director a Purchasing Division, and a purchasing officer, appointed
by the City Manager, shall be the head of the division.
Section 2. SCOPE OF PURCHASING AUTHORITY AND DUTIES. It
shall be the duty of the purchasing officer, under the supervision
and control of the City Manager and the Finance Director, to
purchase or contract for all supplies, materials, equipment, and
contractual services needed by any and all departments, boards,
commissions, and other agencies which derive their support from
City funds and which are hereinafter referred to as the "using
agencies," excepting those transactions for supplies, materials,
equipment, and contractual services otherwise provided for in the
City Charter. The purchasing officer is hereby limited in his
authority to purchases pursuant to budgetary appropriations
authorized by the City Council in the annual budget or in
subsequent supplementary appropriations authorized by the City
Council. The purchasing officer shall maintain such records as
will facilitate efficient operation of the Purchasing Division.
Section 3. REOUISITIONS AND ESTIMATES. All using
agencies of the City shall file with the purchasing officer
detailed estimates of their requirements of supplies, materials,
equipment, and contractual services in such manner, at such times,
and for such future periods as the purchasing officer may
prescribe. The requirement for preparing estimates shall in no
case prevent any using agency from filing with the purchasing
officer at any time a requisition for any supplies, materials,
equipment or contractual services the need for which was not
foreseen when the detailed estimates were filed.
Wi1�UIlY 61� d8�9
Section 4. PURCHASING PROCEDURE. All expenditures for
supplies, materials, equipment, or contractual services amounting
to more than twenty-five hundred dollars ($2,500) and less than
amounts prescribed in Article XIII, Section 3 and Section 3.1 of
the City Charter shall be made on the basis of at least three
written or verbal proposals or quotes whenever possible.
The lowest responsible bidder shall be awarded the sale;
if the lowest bidder does not receive the award, a full written
statement of reasons therefore must be submitted to the City
Manager and appended to the tabulation sheet dealing with the
transaction.
The purchasing officer, with the approval of the City
Manager and Finance Director, may reject any and all bids and
readvertise for bids when the public interest will be served
thereby. When bids are called for and no bid is received, or when
all bids received are for the same total amount or unit price, the
purchasing officer may purchase the commodities called for on the
open market, provided, however, that the price paid in the open
market does not exceed bid price received for the same commodities.
Section 5. OPEN MARKET PURCHASES. Purchases of
supplies, materials, equipment, or contractual services, the
established cost of which is less than twenty-five hundred dollars
($2,500), may be made by the purchasing officer on the open market,
dealing with vendors who are known to provide merchandise for the
lowest cost commensurate with quality need. The purchasing officer
may establish rules and regulations which would require two or more
quotes in certain situations for purchases under $2,500 if, in the
judgement of the purchasing officer, the market conditions warrant
such a restriction.
Section 6. DETERMINATION OF AVAILABILITY OF FUNDS.
Except in cases of emergency purchases, the purchasing officer
shall issue purchase orders only after determining the availability
of sufficient unencumbered funds allocated in the budget for the
specific purpose desired.
Section 7. EMERGENCY PURCHASES. In case of actual
emergency with the prior written authorization from the purchasing
officer, department heads and their designated agents may make
emergency purchases of supplies, materials, equipment, or
contractual services whose immediate procurement is essential to
prevent delays in the work of the using agency which may vitally
affect the life, health, or convenience of citizens, and whose
purchase cannot be delayed until the purchasing officer can be
reached. The head of a using agency making such emergency purchase
shall send to the purchasing officer within one working day of the
purchase a copy of the delivery tag, together with a full
explanation of the circumstances of the emergency, which shall be
filed by the purchasing officer as a part of the record of the
purchase.
Section 8. INSPECTION. Department heads shall inspect
or supervise the inspection of all deliveries of supplies,
materials, equipment, or contractual services to determine their
conformance with the specifications set forth in the purchase order
or other instrument designating specifications. The purchasing
officer shall have the power to supervise such inspections and
shall have authority to prescribe chemical and physical tests of
samples to determine their conformance with specifications. In the
performance of such tests, the purchasing officer shall have
authority to make use of laboratory facilities of any agency of the
city government or any outside laboratory. The cost of such tests
shall be charged to the appropriation of the agency in whose behalf
the test is made.
Section 9. SURPLUS STOCK. All using agencies shall
submit to the purchasing officer, at such times in such form as he
shall prescribe, reports showing stocks of supplies, materials, and
equipment on hand awaiting use. When a surplus of stock exists,
the purchasing officer may transfer it to any other agency or
agencies which have need for it. Sales of supplies, materials, and
equipment, other than said property not needed for public use or
that might have become unsuitable for public use, shall be sold
based on competitive quotes or bids where feasible.
Section 10. CENTRAL STOREROOM. The purchasing officer
shall supervise a central storeroom and such other warehouses as
may hereafter be established and placed under his control.
Section 11. RULES AND REGULATIONS. The purchasing
officer shall issue all rules and regulations necessary to carry
out the intent of this resolution, subject to the approval of the
City Manager and the Finance Director.
Section 12. IRRESPONSIBLE BIDDERS. Upon a written
report and recommendation of the purchasing officer, reviewed and
approved by the City Manager, the City Manager is authorized to
declare vendors who default on their quotations "Irresponsible
bidders," and to disqualify them from receiving business from the
City for a period of one year from the date of default. Such
vendors may be reinstated as responsible bidders after the one-year
period by the City Manager, or prior to the one-year limit only if,
in his/her opinion, the best interests of the public will be served
thereby.
I, JEANNE M. LEONCINI, Clerk of the City of San Rafael,
hereby certify that the foregoing resolution was duly and regularly
introduced and adopted at a regular meeting of the Council of said
City held on the 6th day of Julv 1992, by the
following vote, to wit:
AYES: COUNCILMEMBERS: Breiner, Cohen, Shippey, Thayer & Mayor Boro
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
JEANgkAlq4. LEONCIN�Cityrk