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HomeMy WebLinkAboutOrdinance - 2419 - Amend Title 4 . . , '- . ORDINANCE NO. 2419 AN ORDINANCE OF THE CITY OF REDDING AMENDING TITLE 4 (REVENUE AND FINANCE),CHAPTER 4.20 (PURCHASING SYSTEM) OF THE REDDING MUNICIPAL CODE BY AMENDING SECTIONS 4.20.040, 4.20.050, 4.20.070, 4.20.080, 4.20.090, 4.20.100, 4.20.120, AND 4.20.150 ALL RELATING TO THE PURCHASING SYSTEM THE CITY COUNCIL OF THE CITY OF REDDING DOES ORDAIN AS FOLLOWS: Section 1. Chapter 4.20 (Purchasing System), section 4.20.040, subsection C and subsection I are hereby amended to read as follows: 4.20.040 Purchasing Officer - Duties. C. Procure for the city the needed quality in supplies, services and equipment that prove to be the best value to the city. L Recommend the transfer of surplus or unused supplies and equipment between departments as needed, and the sale or donation of all supplies and equipment that cannot be used by any department or which have become unsuitable for city use. Section 2. Chapter 4.20 (Purchasing System), sections 4.20.050 and 4.20.070 is hereby amended to read as follows: 4.20.050 Exemptions from centralized purchasing. The purchasing officer, with approval of the city manager, may authorize in writing any city department or division to purchase or contract for specified supplies, services and equipment independently of the purchasing division, but shall require that the purchases or contracts be made in conformity with the procedures established by this chapter. The purchasing officer may further require periodic reports from the department on the purchases and contracts made under the written authorization. 4.20.070 Requisitions. When awards are to be made by the purchasing officer, all departments shall submit requests for supplies, services and equipment to the purchasing officer utilizing pre-approved electronic or paper formats. Section 3. Chapter4.20 (Purchasing System), section 4.20.080, subsection A is hereby amended to read as follows: ~ I '"'- -Q . . , . 4.20.080 Bidding - When Dispensed With. A. Purchase of supplies, services, equipment shall be by bid procedures pursuant to Sections 4.20.120 and 4.20.130, except that bidding may be dispensed with only in the following instances: Section 4. Chapter 4.20 (Purchasing System), section 4.20.090, subsection B is hereby amended to read as follows: 4.20.090 Bidding-Opening Procedures. 8. A formal report of the full contents of supplies, equipment, and service bids; and requests for proposals (RFP) exceeding one hundred twenty-five thousand dollars for one-time procurements---Qr exceeding one hundred twenty-five thousand dollars annually in the case of multiple-year procurement agreements-shall be made and presented to the city council with the recommendation of award. The bid opening procedure set forth herein is designed to expedite the conduct of official business at regular city council meetings, and is an alternative procedure only. Nothing contained in this section shall be deemed to deprive the city council of its right to require that bids for certain projects or contracts be opened only in the presence of the city council. Section 5. Chapter4.20 (Purchasing System), section 4.20.1 00, subsection A is hereby amended to read as follows: 4.20.100 Purchase Orders. A. Except as stated in this chapter, or if procurements are made pursuant to previously adopted alternative procedures such as Cal Card purchases or request for demand (RFD), no purchases of supplies, services and equipment shall be made without a purchase order. Section 6. Chapter4.20 (Purchasing System), section 4.20.120, subsections A, E, G and K are hereby amended to read as follows: 4.20.120 Formal Contract Procedures. A. Except as otherwise provided in this chapter, purchases and contracts for supplies, services and equipment with an estimated value greater than thirty thousand dollars shall be by written contract with the lowest responsible bidder, pursuant to the procedures prescribed in this section. In the case of service procurements wherein qualitative factors should be considered in the selection of a provider, award may be made utilizing an RFP process in accordance with policies set by the city councilor the purchasing officer. E. Sealed bids and proposals shall be submitted to the city official designated in the notice inviting bids, and shall be identified as bids or proposals on the envelope. Bids and proposals shall be opened in public at the time and place stated in the public notices. A tabulation of all bids received shall be open for public inspection during regular business hours for a period of not less than thirty calendar days after the bid opening. 2 . . , , G. Contract Award. 2. Contracts for services between thirty thousand dollars and one hundred twenty-five thousand dollars in one fiscal year, regardless of possible multiple-year award, shall be awarded to the service provider representing the best value for the city. Such awards will be made by the director of the department for whom the service is being requested with the concurrence of the purchasing officer and with the additional authorization of either the assistant city manager, the deputy city manager or the director of support services, except as otherwise provided in this chapter. K. The city council, or the appropriate city officials as authorized by subsection G of this section, may authorize the execution of a contract for supplies, services or equipment without any previous publication or posting of notice inviting bids or proposals when the city council or the appropriate officials find and declare that anyone or more of the following situations exist: I. When an offer(s) has been received for the subject supplies, services or equipment obtained in accordance with all the provisions of this chapter, including publication or posting of notice, and the city has rejected any and all offers, and has authorized negotiation with one or more bidders or other parties who possess the capability of supplying the required supplies, services or equipment, and the city finds that the proposed contract so negotiated is more favorable to the city than any which could be made in accordance with the bids or proposals heretofore requested. 2. Prior solicitation yielded no bids or proposals. 3. [Former Subsections K..2 through K.7 are renumbered to K.3 through K.8] Section 7. Chapter 4.20 (Purchasing System), section 4.20.\30, subsections A.2 is hereby amended to read as follows: 4.20.130 Open market purchasing procedure. 2. Open market purchases for supplies and equipment shall not require bids if the value is less than two thousand five hundred dollars. Purchases between two thousand five hundred dollars and ten thousand dollars, wherever possible, shall be based on three or more written, faxed, electronic or verbal quotes. Section 8. Chapter 4.20 (Purchasing System), section 4.20.150 is hereby amended to read as follows: 4.20.150 Surplus Supplies and Equipment. All city departments shall submit to the purchasing officer, at such times and in such form as he or she shall prescribe, reports showing all supplies and equipment which are no longer used or which have become obsolete or worn out. The purchasing officer shall have authority to sell all supplies and equipment which cannot be used by any department or which have become unsuitable for city use, or to exchange them for, or trade them in on, new supplies and equipment. The purchasing 3 I . . . officer shall have the authority to dispose of surplus supplies and equipment having an estimated value of $1,000.00, or less, by whatever method and procedure is deemed to be in the city's best interest including as a donation. Donations shall be limited to Shasta County United Way participating agencies, Shasta County volunteer fire departments, Shasta County public schools, and other Shasta County government agencies and special districts. Any sale of surplus goods shall be made pursuant to Section 4.20.120 or4.20.130, whichever is applicable, except that surplus supplies and equipment may be sold for fair value without competitive bidding to public agencies and other nonprofit agencies listed in this section 4.20.150. Section 9. The passage of this ordinance is not a "project" according to the definition in the California Environmental Quality Act, and therefore is not subject to the provisions requiring environmental review. Section 10. This ordinance shall take effect 30 days after the date of its adoption, and the City Clerk shall certify to the adoption thereof and cause its publication according to law. I HEREBY CERTIFY that the foregoing ordinance was introduced and read by the City Council at a regular meeting on the 2nd day of September, 2008; and was duly read and adopted at a regular meeting on the 16th day of September, 2008, by the following vote: AYES: NOES: ABSENT: ABSTAIN: COUNCIL MEMBERS: Bosetti, Dickerson, Jones, Murray, and Stegall COUNCIL MEMBERS: None COUNCIL MEMBERS: None COUNCIL MEMBERS: None ~~CJ{ TEGALL, May Attest: " "'i".. .' Form Approved: ;- ~ ,- , " .', \ , ""~ ~ ~~~ RICHARD A. DUVERNAY ity Attorney . . ~~ .." ':-- .~.~ 4