HomeMy WebLinkAbout2020-03-10 - AGENDA REPORTS - UPDATES TO THE CITY'S PURCHASING POLICY (2)O
Agenda Item: 6
P
CITY OF SANTA CLARITA AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:1
DATE: March 10, 2020
SUBJECT: UPDATES TO THE CITY'S PURCHASING POLICY
DEPARTMENT: Administrative Services
PRESENTER: Joseph Oerum
RECOMMENDED ACTION
City Council approve updates to the City of Santa Clarita's Purchasing Policy in an effort to
enhance and strengthen the City's procurement practices.
BACKGROUND
The City of Santa Clarita's (City) Purchasing Policy was adopted by City Council on April 24,
2012, and most recently modified by City Council on June 26, 2018. The policy establishes the
guidelines for staff to make fiscally responsible purchases in compliance with applicable codes
and laws.
In an ongoing effort to streamline processes and reflect best practices, staff conducted a survey
of purchasing policies from ten benchmark cities and researched state and federal laws pertaining
to procurement. Based on the analysis, staff recommends several changes to the Purchasing
Policy. These changes are primarily in three different categories, including increases to dollar
thresholds, revision of requirements for the solicitation of professional services, and
incorporation of debarment language.
Threshold Increases
The proposed updates include increases to the purchase order and solicitation thresholds set forth
in the Purchasing Policy. Research reveals that benchmark cities have much higher purchase
order and solicitation thresholds. Staff proposes the following changes:
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Thresholds
Current
Proposed
Purchase Orders
$ 3,000
$ 5,000
Quotes
$ 3,000 - $40,000
$ 5,000 - $50,000
Formal Bids
$ 40,000
$ 50,000 and up
Public Projects (Informal Bid)
$ 45,000
$ 60,000
Public Projects (Formal Bid)
$175,000
$200,000
The increases will allow staff to procure the supplies, services, and equipment needed by the
departments at the lowest possible cost, taking into consideration quality, service levels, and time
constraints. The increase in the formal process will match the City Manager's expenditure
authority of $50,000, which will remain unchanged. Additionally, in order to comply with the
California Public Contract Code mandates, the City is required to follow suit by raising the
thresholds for public projects from $45,000 to $60,000 for informal bids and from $175,000 to
$200,000 for formal bids. With requirements still in place, the Purchasing policy will ensure that
the City is a responsible steward of public monies and that staff is obtaining the most competitive
pricing.
Professional Services Updates
Professional service contractors provide expert or professional advice and generally require
licensing, certification, education, or professional designation to perform such services. These
types of services include, but are not limited to, accounting, architectural, auditing, consulting,
engineering, environmental, legal, surveying, and training. The Purchasing Policy outlines that
the selection process should be based on the evaluation of proposals based on qualifications first,
and cost second. Staff recommends updating the Purchasing Policy to further specify that staff
1.) shall solicit a minimum of three proposals for all professional services between $5,000 and
$50,000 and 2.) shall draft a formal request for proposal (RFP) above $50,000 in order to
facilitate a fair and competitive pool of vendors prior to awarding contract.
Debarment
The City endeavors to solicit offers from, award contracts to, and consent to subcontracts with,
responsible vendor and contractors only. To further this policy, staff recommends the addition of
a debarment section to the Purchasing Policy. Debarment functions as a safeguard for the City
against contractors who are prohibited from bidding, proposing, or being awarded a contract by
federal, state, and/or county agencies. The policy ensures and enforces that staff will not accept
bids and proposals from, or execute contracts with, any contractors identified on such debarment
lists.
ALTERNATIVE ACTION
Other actions as determined by the Council.
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FISCAL IMPACT
None by this Council action.
ATTACHMENTS
Purchasing Policy 10 - Red Line Draft
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City of
SANTA ULAR 7TA
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TABLE OF CONTENTS
SECTION
DESCRIPTION
PAGE
INTRODUCTION
1
SECTION 1.0
GENERAL PROVISIONS
2
SECTION 2.0
SOLICITATION PROCESSES
4
SECTION 3.0
SUPPLIES/SERVICES/EQUIPMENT
15
SECTION 4.0
PROFESSIONAL SERVICES
18
SECTION 5.0
PUBLIC PROJECTS
2-021
SECTION 6.0
PURCHASE ORDER CHANGES
2-324
................
SECTION 7.0
SUPPLIER RELATIONS
2526
SECTION 8.0
DEBARMENT
2.82
SECTION ..... .0
POLICY EXCEPTIONS
30.................................2
SECTION ,010.0
PROCUREMENT DURING A PROCLAIMED
32 1
EMERGENCY OR DISASTER
SECTION 440, 11.0
GRATUITIES
94.35
SECTION - 12.0
SURPLUS/TRANSFER OF PROPERTY
3,5.3..6.
SECTION 13.0
PURCHASING WITH SPECIAL FUNDS
3T
SECTION 14.4 14.0
SUSTAINABLE PURCHASING
338
SECTION 14a01 15.0
PROCUREMENT CARD
40
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APPENDICES
APPENDIX A PURCHASING STANDARDS OF CONDUCT
APPENDIX B SUMMARY OF RESOLUTIONS AFFECTING
PROCUREMENT
APPENDIX C RECYCLED PRODUCT PROCUREMENT
POLICY RESOLUTION 93-09
APPENDIX D PROTECTION OF TROPICAL TIMBER
RESOLUTION 91-91
APPENDIX E STATE OF CALIFORNIA CO-OPERATIVE
PURCHASING RESOLUTION 89-95
APPENDIX F CITY COUNCIL AGENDAACTION AUTHORIZING CO-OPERATIVE
AND "PIGGY BACK" PURCHASING JULY 11, 1995
c�
APPENDIX G SUPPORT OF SANTA CLARITA BUSINESS
ORDINANCE 04-12 AND ORDINANCE 09-6
APPENDIX H ENVIRONMENTALLY PREFERABLE PURCHASING (EPP)
PROGRAM RESOLUTION 05-103
APPENDIX I UNAUTHORIZED PROCUREMENT FORM
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INTRODUCTION
Purchasing has prepared the Purchasing Policy Manual to assist customers with
procurement issues. The policy manual is designed for use by managers and
supervisors directing or approving purchases. Derived from the Municipal Code, the
policy provides the processes to be used in making purchases to ensure compliance
with the code. In the policy manual you will find a summary of the requirements of
the code and the steps necessary to satisfy those requirements.
In addition to this document, there are several references available online through
rNet. You are encouraged to review the Purchasing website periodically for more
detailed information.
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SECTION 1.0
GENERAL PROVISIONS
SCOPE
All provisions listed here apply to all purchases in general. As used in this
policy, unless the purchase order or contract specifically indicates otherwise:
A. "Purchasing Agent" shall mean the person responsible for the day to
day operations of the City's Procurement Program.
B. Any purchase contrary to the provisions of this policy may be
documented on an Unauthorized Procurement form.
PROCUREMENT AUTHORITY
A. All purchases of $ and over require a purchase order
processed by Purchasing as stated in this policy, before an order is
placed, unless otherwise authorized by City Council. A purchase order
is not required for professional services up to $ ; however, a
written contract is required.
B. The City Manager may waive this policy as necessary by
recommendation to, and approval from, the City Council with the
exception of those provisions applying to Public Works.
PROCUREMENT RESPONSIBILITY
It shall be the responsibility of the Purchasing Agent to:
A. Procure quality supplies and services at the least expense to the City
in a timely fashion;
B. Ensure full and open competition as required in this policy and
discourage uniform or collusive bidding;
C. Examine each estimate and requisition and revise it as necessary to
meet statutes and policy;
D. Prepare and maintain vendor files;
E. Delegate the responsibilities of the Purchasing Agent as deemed
necessary.
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IV. GENERAL
A. All purchases must be authorized by the Director (or designee) of the
requesting department.
B. Splitting of purchases to circumvent thresholds is prohibited.
C. All listed thresholds include taxes, packing, shipping and handling.
D. Competition is required for all purchases of $3-,GW. or more.
E. City Council approval is required for all expenditures over $50,000,
except public projects where Council approval is required when the
amount exceeds,
F. City Manager has the authority to resolve disputes and .2
0
.." . eP, -- IIe m e n s of $50,000 or less pursuant to Government 0-
Code section 935.4.
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SECTION 2.0
SOLICITATION PROCESSES
SCOPE
An appropriate competitive procurement process is required for all purchases
of -3 �900� Q.Q.Q and over. This section will cover the various solicitation
processes and their use as well as requests for information, material,
equipment, general services, and their use. Public project procurement is
governed by State Codes and is discussed separately. Although not
mandatory, Purchasing will make available sample templates for the various
types of solicitations for use by staff. Recommendations for the
administration of the solicitation process are also provided.
SOLICITATIONS
A solicitation is the document by which the City's procurement needs and the
format for responding is conveyed to vendors. The intended result of a
solicitation is a procurement contract (including purchase orders and written
contracts) and the solicitation must contain a process for determining the
elements of a contract. There are various types of solicitations to cover
different procurement situations. The most commonly used City forms are:
Request for Quote (RFQ), Invitation for Bid (IFB) and Request for Proposal
(RFP). Some professional services are required by law to use a Quality
Based Selection (QBS) process. For these services, a Request for
Qualifications may be used or a RFP template may be used with the
elimination of the cost section.
The type of solicitation does NOT determine the method of successful vendor
selection. With the exception of public projects, quotes and bids may be
awarded on a basis other than lowest cost and for other than true
professional services, RFPs may be awarded based on the lowest cost. The
method of successful vendor selection needs to be specified in the
solicitation.
There are four types of solicitations authorized for use by this Purchasing
Policy:
A. Request for Quote — The RFQ process is used for the procurement of
material, equipment, e nt and general services costing ,5,,,,,,or
less where the needs of the City may be adequately defined.
B. Invitation for Bid — The IFB process is used for the procurement of
material, equipment, e nt and general services costing over ,,.,,,,,,,,,,,
where the needs of the City may be adequately defined.
C. Request for Proposal — The RFP process is used for the procurement
of professional services and general services where the City seeks
proposed solutions from the marketplace to achieve goals and
objectives stated in the RFP.
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IV.
D. Request for Qualifications — The Request for Qualification process is
used for the procurement of certain professional services required by
law to be solely based on qualifications. These are architecture,
landscape architecture, engineering, environmental services, land
surveying, or construction project management. These are also
commonly referred to as "A&E" services.
REQUEST FOR QUOTE
A Request for Quote (RFQ) is a simplified solicitation that can be as short as
one page or more than 100 pages. The format is dependent on the
circumstances of the procurement and the needs of the user.
A. The RFQ must be in writing as well as any response. The records
must be retained for k ulr�,,,, accordance
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B. The response rate for RFQs varies, but is usually less than 25%.
RFQs should be sent to as many businesses as possible to ensure a
minimum of three good quotes are received. The process for
distributing solicitations should document when and to whom notices
are sent. The process should have adequate controls to allow staff to
respond intelligently to public inquiries.
C. While not required, users are encouraged to allow sufficient time to
permit advertisement on the City's website.
D. Normally, 2-3 weeks should be allowed for a response to a quote.
Simple and emergency quotes may be done as quickly as vendors can
respond.
E. If the RFQ is for services, it must contain a sample of the contract
document.
F. The successful contractor is selected in accordance with the Municipal
Code.
INVITATION FOR BID
An Invitation for Bid (IFB) is a more structured solicitation reflecting the dollar
value and complexity of the procurement.
A. The IFB will contain detailed instructions and the City's terms and
conditions.
B. Notices of the IFB should be sent to all businesses that have provided
information to the City as well as any known by the users to be
interested in the opportunity. The process for distributing solicitations
should document when and to whom notices are sent. The process
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should have adequate controls to allow staff to respond intelligently to
public inquiries.
C. IFBs may be advertised in the local newspaper as well as posted on
the City's website.
D. Normally, IFBs should be advertised at least 30 days before the
responses are due. Slightly shorter response timeframes may be
permitted for simple bids for off -the -shelf commercial items. Slightly
longer timeframes may be needed to support questions or pre -bid
meetings/site visits.
E. The IFB and notice will state a time, date, and place for submission of
sealed responses.
N
F. If the IFB is for services, it must contain a sample of the contract
document. -
G. The successful contractor is selected in accordance with the Municipal
Code.
REQUEST FOR PROPOSAL
GENERAL, A Request for Proposal (RFP) solicitation is normally used for
professional services or where detailed specifications are not available and
the City seeks solutions in the form of proposals from experienced firms.
RFP solicitations are very specific to the situation. As the template from
Purchasing must serve a variety of purposes, it is intended to be modified for
each situation. If procurement of architecture, landscape architecture,
engineering, environmental services, land surveying, or construction project
management will be conducted using the RFP process, the cost section must
be deleted. A&E services (Architectural & Engineering) may also be procured
using the Request for Qualification process described later.
A. The RFP will contain detailed instructions and the City's terms and
conditions........:. u.. ii.n..........fou:......re.te.nt.
B. Notices of the RFP should be sent to all businesses that have provided
information to the City as well as any known by the users to be
interested in the opportunity. The process for distributing solicitations
should document when and to whom notices are sent. The process
should have adequate controls to allow staff to respond intelligently to
public inquiries.
C. RFPs should be advertised at least twice in the local newspaper as
well as posted on the City's website.
D. Normally, RFPs may be advertised more than 30 days before the
responses are due. More complex RFPs and those expected to
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generate a large number of questions should be advertised 45 days
prior to the date responses are due.
E. The RFP must contain a sample of the contract document.
F. Users can and should tailor the Scope of Work section to match their
needs. Particular attention should be paid to the cost and evaluation
portions.
EVALUATION. The evaluation of RFP responses and selection of successful
contractor will be in accordance with the procedures identified in the RFP. It
is very important this process be clear and unbiased. The process should be
carefully thought through and incorporated into the RFP. There should be a
minimum of three individuals to evaluate proposals. To facilitate the process a
few general principles should be followed:
A. The evaluation criteria should be listed in the order of their importance
B. The weight for each criterion should be determined and entered onto
the evaluation score sheet form. The form should be prepared when
the RFP is prepared, but NOT included with the RFP.
C. Pricing should be requested as a separate, detachable section. The
pricing format should be set up to provide all of the pricing information
needed to provide a clear picture of costs including potential changes.
D. When conducting RFP evaluations, a single individual should conduct
reference checks, and that score included on the score sheets. If
pricing is included, the scoring for all other criteria should be completed
before opening and including the pricing.
E. Contract negotiations should begin with the highest ranked firm.
Should an agreement not be reached, negotiations should be
terminated with that firm and begin with the second ranked firm. The
process should continue until an agreement is reached with a
satisfactory firm.
REQUEST FOR QUALIFICATIONS
The Request for Qualifications may use a streamlined RFP format tailored to
the specific needs and calling for qualifications in lieu of a "proposal." Most of
the administrative process will be similar to that for the RFP with the
exception of cost data. While pricing may not be considered in evaluating
A&E services, a competitive process is still required by the state Government
Code.
A. The evaluation criteria should be listed in the order of their importance.
B. The weight for each criterion should be determined and entered onto
the evaluation score sheet form. The form should be prepared when
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the Request for Qualifications is prepared, but NOT published with the
document.
C. When conducting Request for Qualification evaluations, a single
individual should conduct reference checks, and that score included on
the score sheets.
D. Contract negotiations should begin with the highest ranked firm.
Should an agreement not be reached, negotiations should be
terminated with that firm and begin with the second ranked firm. The
process should continue until an agreement is reached with a
satisfactory firm
PUBLIC PROJECTS
The City's public project solicitation process is governed by the State Public
Contract Code (PCC). Additionally, the City has elected to become subject to
the uniform construction cost accounting procedures. Public projects are
defined at Public Contract Code Section 22002. The procedures allow for an
alternative bidding process. These alternative bidding procedures are found
in PCC 22030-22050 and supplement the requirements of PCC 20100-
20104.70 and PCC 20160-20189. The successful contractor will be selected
in accordance with the Public Contract Code.
Public project solicitations are also guided by other State Codes as well as
Federal Codes when any Federal funding is involved. The dollar thresholds
that follow are set by PCC 22032, which takes precedence over these figures
if different. Due to the complexities involved, staff is encouraged to contact
Purchasing about their specific project.
A. The alternative bidding procedure provides thresholds for the public
project procurement process. For projects under 45,0 , the
procedure provides for the award of projects by Purchase Order other
than by bidding. For staff this means that for projects between ,
...,.......and $4 , the solicitation process may be a request
for quote. Projects over $.. 4, must be bid by either the
Informal (projects from 60.000 to $W5,5 .) or formal
$.................................................
(projects over $ ...�, G"200 „ , ) solicitation. The PCC provides for
simplified and shortened notification procedures for informal bids.
B. Request for Quote — The public project request for quote will follow the
normal City request for quote process with the exception of the format
of and the award of the solicitation. The solicitation format will be
modified to meet the needs of the using department and the public
project. The contract will be awarded to the lowest responsible bidder
and may be awarded by the City Manager or designee.
C. Invitation for Bid — Informal
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Public projects over $ , 06 0....0 0" but less than 0.. will
follow the City's normal bid process with the changes permitted by the
informal bid process cited in the Public Contract Code (PCC).
(1) The notice inviting bids must be sent to the trade journals or all
firms on Purchasing's contractor list, or both, at least 10 days
before the bids are due to the City. The notice is not required to
be published in the newspaper.
(2) A bid bond in an amount equal to at least 10% of the amount of
the bid is required.
(3) A payment bond in an amount equal to 100% of the contract
value is required for all public projects over
Performance bonds may also be required.
2
(4) The sealed bids will be opened and read in public.
(5) The successful bidder will be the lowest responsible bidder and
the contract may be awarded by the City Manager or designee.
Plans and specifications do not require the approval of the City
Council.
D. Invitation for Bid — Formal
Public projects over $1= , 0 ....,.. 0" will follow the City's normal bid
process with the additional requirements of the Public Contract Code
(PCC).
(1) The notice inviting bids must be sent to the trade journals at
least 30 days before, and to the local newspaper at least 14
days before the bids are due to the City.
(2) The plans, specifications, and contract award must be approved
by the Council.
(3) A bid bond in an amount equal to at least 10% of the amount of
the bid is required.
(4) A payment bond in an amount equal to 100% of the contract
value is required. Performance bonds may also be required.
(5) The sealed bids will be opened and read in public.
(6) The successful bidder will be the lowest responsible bidder and
the contract will be awarded by the City Council.
E. Acceptance of Public Works Projects, Execution and Recording of
Notice of Completion and Release of Bonds
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(1) The City Manager is hereby authorized to accept public works
projects as complete upon satisfactory completion of the project.
(2) Pursuant to Civil Code Section 9200, a public works project is
deemed complete on the date of acceptance of the project or
when there has been a cessation of labor on the project for a
continuous period of 30 (thirty) days, whichever date is earlier
("Completion Date."). Within 10 (ten) days of the Completion
Date, the City Manager is hereby authorized to sign and cause
to be recorded with the County Recorder's Office a Notice of
Completion.
(3) Pursuant to Civil Code Section 9362, within 10 (ten) days of
recording a Notice of Completion, a copy of the Notice of
Completion shall be mailed by the City by registered or certified
mail to any stop notice claimant who has paid to the City the
sum of two dollars ($2) at the time of filing of the stop notice.
(4) The City Manager is hereby authorized to release bonds relating
to public works projects upon the recommendation of the City
Engineer as follows:
(a) The Performance Bond shall not be released until there
has been satisfactory completion of the project
(b) The Labor and Material Bond (also known as the
"Payment Bond") shall not be released until the date of
either the final disposition of all stop notices lawsuits or
the date the statutory limitation period for filing a stop
notice lawsuit has expired without the filing of any stop
notice lawsuits, whichever is later
(c) Warranty Bonds shall not be released until the warranty
period has expired.
(d) Maintenance Bonds shall not be released until the
maintenance period has expired.
VIII. SOLICITATION PROCESS ADMINISTRATION
The solicitation process governs the interaction between Purchasing and both
City staff and the City's potential business partners. The process must be
clear, open, and consistent, and provide a fair opportunity to enter the bidding
process. City staff is responsible for ensuring solicitation processes are
properly carried out or seek the assistance of Purchasing.
A. Sales and Use Taxes — Pricing schedules will clearly call for the taxes
included in the pricing for the solicitation. Where out of state vendors
indicate they are not including/collecting/or paying the use tax or fail to
reflect the amount of use tax, staff will determine the amount of use
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tax. This will be included in the vendor's cost for comparison
purposes.
B. Solicitation Responses — The City acknowledges the possibility of an
imperfect solicitation response. The City believes in the concept of
"substantial" compliance and reserves the right to waive or not, minor
irregularities.
(1) Late sealed bids may not be accepted and shall be returned
unopened in accordance with Government Code Section 53068.
(2) The absence of a signature, except those on the bonds or of the
notary, may be waived if the balance of the response contains
those signatures to constitute a valid contract or convey
convincing evidence of the intent to enter into a contract.
2
(3) City staff will be consistent in the application of these sections.
(4) Purchasing Agent or designee will have the authority to accept
or reject a request by a bidder to withdraw its bid under Public
Contract Code Section 5100 et.seq. Any objections to the
decision by the Purchasing Agent must follow the Bid Protest
procedures.
(5) Purchasing Agent or designee will have the authority to reject a
bid as non -responsive. Any objections to the decision by the
Purchasing Agent must follow the Bid Protest procedures.
(6) Purchasing Agent or designee will have the authority to reject all
bids as permitted by the Public Contract Code.
(7) The Purchasing Agent or designee shall have the authority to
find a bidder is not a responsible bidder as defined in Public
Contract Code Section 1103. Any such finding must be in
writing to the bidder and include: (1) All information in support of
the finding that the bidder is not responsible; (2) A statement
that if the bidder objects to the finding of the Purchasing Agent,
then the bidder must follow the Bid Protest procedures and (3)
As part of the City Manager's review of the protest, the bidder
may meet with the City Manager to present its position on the
finding.
C. Bid Correction Rules — In the case of mathematical discrepancy or
discrepancies in the bid submitted, the City shall apply the following
Rules to correct the bid amount:
(1) Unit prices shall govern over extended item prices.
(2) The total of the extended item pricing, if corrected by Rule #1,
will govern over the Total Amount of the Bid.
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(3) If the Total Amount of the Bid, as submitted by the bidder, has a
discrepancy between the number amount and the amount
written in words, then words shall govern. This rule shall not
apply if the City has corrected the Total Amount of the Bid
pursuant to Rule #1 and/or Rule #2.
Protest Procedures - Any person or entity may present a formal protest
to the City with respect to solicitations being conducted by staff.
(1) Definitions
(a) "Bidder" - any person or firm providing a timely, written
response to the City solicitation.
(b) "Bid Protest" - any protest with regard to the response
submitted by another bidder.
(c) "Response" - written response to the City solicitation
provided by a person or firm.
(d) "Solicitation Protest" - a statement of protest, dispute,
challenge, disagreement, disapproval or other objection
regarding documents, determinations or actions taken or
contemplated by the City with respect to a solicitation.
(e) "Solicitation" - document by which the City identifies goods,
equipment, services or public construction projects for which
it seeks a response.
(2) Format
The protest must be in writing and include the following
information at a minimum:
(a) The name, address, and phone number of the protester,
or the authorized representative of the protester;
(b) The signature of the protester or authorized
representative of the protester;
(c) The solicitation number and title under which the protest
is submitted;
(d) A detailed description of the legal and/or factual grounds
for the protest and all supporting documentation. For
protests containing elements not based on publicly
released information, the protest must contain
documentation clearly showing the date on which the
protester received the information; and
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(3)
(4)
(5)
(e) The form of relief requested.
Solicitation Protests
Protests of any kind regarding the solicitation including, but not
limited to, specifications, scope of work, or process, must be
received by the City's Purchasing Agent not more than five
calendar days after the last day for questions or the last
addendum is issued, whichever is later. The decision by the
Purchasing Agent on any solicitation protest shall be final.
Bid Protest and Review
(a) The protest, in the Format specified above, must be
submitted to the City Manager by email or by personal
delivery or overnight mail (to City Hall, 23920 Valencia
Boulevard, Suite 120, Santa Clarita, CA 91355) so that it
is received by the City no later than seven calendar days
after the bid opening.
(b) A copy of the protest must be served upon the bidder
subject to the protest in the same manner by which the
protest was submitted to the City Manager. Failure to
serve the protest upon the bidder subject to the protest is
grounds upon which the City may deny the protest.
(c) A bidder whose bid has been protested by another bidder
may submit to the City Manager a written response to the
protest by email or by personal delivery or overnight mail
(to City Hall, 23920 Valencia Boulevard, Suite 120, Santa
Clarita, CA 91355) so that it is received by the City no
later than seven calendar days after the protest has been
served by the protesting bidder.
(d) The City Manager or designee shall have up to ten
calendar days to decide whether to approve or reject the
protest. The written decision of the City Manager or
designee on the protest shall be served upon the
protesting bidder and any bidder subject to the protest
within 14 calendar days of receipt of the bid protest. The
City Manager or designee may extend the 10 calendar
days if necessary to review additional information
requested from any bidder.
(e) The decision of the City Manager or designee on the bid
protest shall be final with no further review.
State or Federal Funding
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(6)
(a) If the subject matter of the solicitation or project is
receiving any State or Federal funds which require a
protest procedure different than the procedures stated
above, then that protest procedure shall control.
(b) In the event there is any lawsuit filed against the City
relating to any federally funded project, the City will
provide prompt notice of that lawsuit to all agencies who
participated in the funding of the project.
Mandatory Procedure.
This administrative procedure and the time limits set forth herein
are mandatory. Failure to comply with these mandatory
procedures shall constitute a waiver of any right to pursue the
bid protest, including filing a Government Code claim or any
legal proceedings or actions.
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SECTION 3.0
SUPPLIES/SER VI CES/EQ UI PMEN T
SCOPE
This section, in conjunction with Section 1, provides the requirements for the
procurement of all supplies, services (other than professional), and
equipment.
DEFINITIONS
A. Supplies - Essential materials required for the effective operation of the
City. Includes things such as, office supplies, tools, and repair
materials.
B. Services - A service vendor (other than professional) generally
provides maintenance and/or intangible goods, and does not typically
require a license, certification, or other professional criteria to perform
the work. This includes services such as equipment maintenance,
janitorial, printing, landscaping, and refuse disposal.
C. Equipment - Essential hardware required for the effective operation of
the City. Includes things such as vehicles, fax machines, computers,
and copiers.
D. D.D.P — Delivery Duty Paid is a shipping term outlining who is
responsible for arranging shipping and the material while it is in transit.
D.D.P. destination means the seller arranges shipping and is
responsible for the material until it is delivered to the destination and is
recommended on all purchases.
E. Piggyback - Piggyback is a descriptive term referring to an activity
where a third party, not part of the original contract, is allowed to place
orders against the contract.
REQUIREMENTS
A. PURCHASES UNDER $,„
(1) Coded invoice - determination of price reasonableness is
recommended.
(2) Evidence of a Contract - (services only)
N..q...- the Ge. t LA County is covered
under a master agreement for most services.
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X
0
50.000 PURCHASES FROM $4,W0.,�. TO,,,,,,,,,,,,,,,,,,,,�,,,,,,,,,,,,,,,,,,,,,,,,,,,,
(1) Product/service description/specifications
(2) A minimum of three (3) written quotes
(3) Evidence of a Contract - (services only) ° r Wit-the,-6,e44i-pkAed
is, LA County is covered
under a master agreement for most services.
(4) Purchase order
PURCHASES OVER $"„ , Q. Q.,.Q.00
(1) Product/service specifications
0
(2) Formal bid process (See Purchasing)
(3) Evidence of a Contract - (services only) y- �, �P4-pA
LA County is covered
under a master agreement for most services.
(4) City Council approval over $50,000 (Cite date of Council
meeting and agenda item number)
(5) Purchase order
"SHOP LOCAL" INITIATIVE
(1) All bids and quotes, not using a multi -criteria award
es.. .i.... IC;ocess,,,,or desk ,,,,!�„ ,�, , ,, a �„ ,Il,ii,�,,,,,,,,,!C; a, �,� are now
p„,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,q „ „ pp u
required to be reviewed on a local preference basis. Local
refers to any business having a working address within the City
limits. For any bid that would have been awarded to a non -local
vendor, where a local vendor has come within 10% of the non -
local bid, you must now contact the local vendor and offer them
a chance to meet the low bid. If the closest local vendor (within
10%) is not able to meet the bid, the next lowest, local bid,
within the 10% threshold will be contacted, and so on, and so
on. This will continue until a local bidder has accepted the
chance to meet the low bid or, all local bidders within the 10%
threshold have been contacted and none could meet the low
bid. Then, and only then, will the non -local bidder be awarded
the bid.
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IV. GENERAL
A. All purchases of supplies/services/equipment over $50,000 require City
Council approval, including cumulative and cooperative "piggyback"
purchases.
B. All purchases that are delivered must be Delivered Duty Paid to the
City of Santa Clarita receiving dock.
C. A Purchase Order serves as a City contract for supplies and
equipment. A formal service contract, including all applicable
insurance and bonds, is required for all services. t-.
LA County is covered under a master agreement for most services.
2
D. For purchase orders of $50,000 or less (per fiscal year), including
those awarded by a formal bid process; the City Manager (or
designee) may approve the purchase order. All purchase orders over
$50,000 must have City Council approval evidenced by the approved
agenda report or the date of the council meeting and agenda item
number.
E. If you have a requisition that includes Section 3 items (supplies,
services, and equipment) and Section 4 items (professional services),
it will be processed as a Section 3 requisition unless directed otherwise
by the City Manager (or designee).
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SECTION 4.0
PROFESSIONAL SERVICES
I. SCOPE
This section, in conjunction with Sections 1 and 2, provides the requirements
for the procurement of professional services.
II. DEFINITIONS
Professional service - A professional service contractor provides expert or
professional advice and generally requires special licensing, certification,
education or professional designation to perform such services. Professional
services , :... e'' 'L... ii„irk,�.,II„u„ , ,,,,,, ,u,;t;,,,,, ,!;,; ,,,,,!�„ ?;t,,,,,,IlHrn, !I;t; ,,,,,,;t; ,,,,;th„ ,,,,,;f a,II,JIlowii',ir�„g,,,„
accounting, architectural, auditing, consulting, engineering, environmental,
legal, surveying, or training.
Pali . D Ip�...1`n Q
(.2... A...... :.Ih.e.....c....... Ir.
II
w...........m�..�• AINn a:'w.
t...................................... ..:::° :::::.......I...%
(...1. ' .... . G ::...._...A...... :.Ih.e.....c...... ::
ptaII'°k C9Q. III bN R
� n n p
e.�r.r..... M...n b...r II"8.nlf�B �R4�.Alf"""'Y......................e. 'M'ti'n'.i "°
I'"PW.P"tl If"N"L i"M P4 r WA';;'
(..2.)..............................1-Z II II"
G......................................12�1.. ..&...... .......I .)' , ...
(...1. ' .... . G ::...._...A...... :.Ih.e.....c...... ::
.. �• ,r'Yf:..... —rw✓w�irV"11�'l"�G". �. .... w............�m`�.�.f•
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�I�I�In GENERAL
A. Formal bids are not required e44 fg.u° professional services as they must
be selected based on qualifications first, cost second. .H cu.%
selection process lhowever is ...=...e...................:......°.,.. pquotations or
proposals are recommended from a minimum of three qualified
individuals or firms to ensure adequate comparison and fair pricing
eG Guw..----Should negotiations prove unsuccessful with the primary
professional service provider, written notice must be given to formally
terminate negotiations and negotiations shall commence with the
second most -qualified firm.
B. A copy of the contract ea= _must be included in all
..............................................................
solicitations.
0
................................... : A contract or letter of agreement specifying all necessary
insurance and bonding requirements is required for services under this
section.:::.... ., �,. t.....ce....... . ooz�:
e ...... .ute
&Ihe .,..� -LA County is covered under a master agreement
for most services.
IPURCHASES �B ,7�0;,,,,,,,,,,,,,,,,,,„�„,,,,,,,, „ „ „ ,,,„„„,,
I Ida be Ilea to the most ualllifiied consulltant at thedliscreflon of the
Ilse autmelru� wli�lhou� a°o osalls.
Sub ec� !o fair oust a!rj e uli�ablle feu°ms alrud colrudli�'iiolrus.
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,u,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,.......... ,,,,,, ,,,,,,,,,,,,,,,,,,.....,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,g,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,.....'
:vlidence of a Contract II.....A Count...vis covered under a master
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
agreement for most serviices.
...::...................................I _IJ IR. C I NA S S 11:::::.J.R 0..I.......... ............[". ............... .
I Ida be made on t1he op eli0 main°Ikea alrud au°e IiOot sub ec� �o Cliff
.g..u:.h..pii.Il......p.pu::ov I1.
Contracts slhallll unlless linfeasliblle or unlless slip Ile souu°6k is
a u'°oved b !Ihe Clit IMana er be based on at (least t1hree
p,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,v,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,v,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,g,.................
ilrufou°mall a°o osalls alrud slhallll be Iles �o the most uallliflied fiirm.
g.................g....................................................................................................................................................................................................................................................................................................................................................
(., Se Mire a urclhase order
:vlidence of a Contu"act II.....A Count is coven°ed under a master
agreement for most serviices.
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II,PURCHASES I „.,;;;;;,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,„,,,,,,,,,, I ,,,, „,.
(,.". a ct � lit C If nil u° v II.
fu.. ! P..z 21� ILllll cliff th dead lh nd l 22 u..
j
vent of one or m o r f
the f Il ll � li lr� .2
.................................................... 0
CL
�. IIII .r.
.........................................................................
uaulr aN ne flat f liu° nd u° n 11 a°lice M lh n f tIh
g.g ilF d��ltant
:...IC.h ::hc�u�ant
:.:................!:..............:. .......i:...:.l.
esp
.:..................IC...Ih..ii::........ii::......h:.......1!::.....i:..!Lb.L.....c..n..u.I.n ..
. ll.11h cliflic �'ii alr� c nd/eau° term nd con6flon r
IIII a° II m a° cted and tIhro I u� � � u.. I u° II
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,u,,,,,,,,,,,...............................................................................................,,,,,,,,,..................,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,.
u° li uu c� u° c lr��u° � u.. uylic lf�C a�'ii � c� n theClf�
mar.Ik t �lt..Ih .cue uau t docuauu�enta'iion f th r uaulR f th
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
u� �u.. Iu° II a°c lid II t..I.h i.s s e can.
If Staff sets out tIhta° ct'ii alr� IIII a° II li lr� c u.. cll u°
` .!I'J.tt .!r:... g t'iifiicaflon ho ulId Vie. I ..u:: viic� c� ...::.........IC....�h:.....c� 6ii ii. ?..i�:.....' ...:t:....b
..........b..� .�!.iiv ll„ lf�C� � � � u..
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SECTION 5.0
PUBLIC PROJECTS
SCOPE
This section, in conjunction with Sections 1 and 2, provides the requirements
for procurement associated with all public projects and is derived from the
State Public Contract Code.
DEFINITIONS
A. A Public Project (also known as Public Works Projects and includes
Capital Improvement Projects) - is defined in the Public Contract Code
as follows:
"Public project" means any of the following-
(1) Construction, reconstruction, erection, alteration, renovation,
improvement, demolition, and repair work involving any publicly
owned, leased, or operated facility;
(2) Painting or repainting of any publicly owned, leased, or operated
facility;
(3) In the case of a publicly owned utility system, "public project"
shall include only the construction, erection, improvement, or
repair of dams, reservoirs, and electrical transmission lines of
230,000 volts and higher.
(4) "Public project" does not include maintenance work. However,
maintenance work may require the payment of prevailing wages
under the Labor Code, depending upon the scope of the
contract.
B. Maintenance work - For the purpose of public projects, "maintenance
work" includes all of the following-
(1) Routine, recurring, and usual work for the preservation or
protection of any publicly owned or operated facility for its
intended purposes;
(2) Minor repainting;
(3) Resurfacing of streets and highways at less than one inch;
(4) Landscape maintenance, including mowing, watering, trimming,
pruning, planting, replacement of plants, and service of irrigation
and sprinkler systems;
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(5) Work performed to keep, operate, and maintain publicly owned
water, power, or waste disposal systems, including, but not
limited to, dams, reservoirs, and electrical transmission lines of
230,000 volts and higher.
C. Facility - For the purposes of a public project, "facility" means any
plant, building, structure, ground facility, utility system subject to the
limitation found in paragraph 3 of the public project definition previously
stated, real property, streets, highways, or other public works
improvement.
REQUIREMENTS
A. FOR PROFESSIONAL SERVICES ASSOCIATED WITH PUBLIC
PROJECTS REFER TO SECTION 4.0
c�
B. PROJECTS UNDER
(1) Coded invoice
c�
(2) Evidence of a Contract - A copy of the completed contract
routing sheet is acceptable. LA County is covered under a
master agreement for most services.
C. PROJECTS FROM TO $ f...,......
(1) Product/service descriptions/specifications
(2) A minimum of three (3) written quotes
3 Evidence of a Contract - Ilcte 4.
u. is, LA County is covered under a
master agreement for most services.
(4) Purchase Order
D. PROJECTS FROM $... TO $ ..... 5..x .....�.... .
(1) Product/service descriptions/specifications
(2) Informal bid process (See Section 2.Vl)
(3) Evidence of a Contract - puete 9 4. F° c:4
u:�ee�. --�. .�. County .G °LA Is covered under a
master agreement for most services.
) Purchase Order
E. PROJECTS OVER
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(1) Product/service descriptions/specifications
(2) Formal bid process (See Section 2.Vl)
(3) Evidence of a Contract - G ° puete 9 4. r° c:4
u= LA Count Is covered under a
--�. .�. y .
master agreement for most services.
(4) City Council approval of plans and specifications as well as the
award of contract and expenditure (Cite date of Council meeting
and agenda item number)
(5) Purchase Order
IV. GENERAL
A. Project specifications and a contract identifying all insurance and
bonding requirements are required for work contracted under this
section. A copy of the contract.x GGwfAe4ed4nG 4 or the Risk
Manager's authorization by email or memo satisfies this requirement
B. The project manager is responsible for ensuring all requirements of the
Uniform Public Construction Cost Accounting Commission Act are
followed.
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SECTION 6.0
PURCHASE ORDER CHANGES
I. SCOPE
This section provides guidelines for changing established purchase orders.
DEFINITIONS
A. Change Order - A request to change any entry on an approved
purchase order.
GUIDELINES
A. Generally, any change to a purchase order not affecting any money
values may be made by Purchasing staff.
B. Changes resulting in a reduction in the dollar value of a purchase order
may be made by Purchasing staff.
C. Changes that result in a purchase order exceeding a quote, bid, or City
Council approval threshold will be required to comply with the
requirements of the new threshold. City Council approval will be
required to approve changes exceeding the threshold for City Council
approval.
D. For change orders to purchase orders originally requiring Council
approval, the following guidelines apply-
(1) Purchase orders may be established for the Council -approved
contract amount, plus any Council -approved contingency
amount or $175,000, whichever is less;
(2) A change to a purchase order that results in a purchase order
total dollar amount less than the Council -approved contract
amount plus any Council -approved contingency can be
approved by the department head or designee subject to
number three below;
(3) Cumulative changes greater than $175,000 to a contract that
result in a purchase order total dollar amount less than the
Council -approved contract amount plus any Council -approved
contingency must be approved by the City Manager and may
require additional Council approval if deemed necessary by the
City Manager;
(4) A change to a purchase order that results in a purchase order
total dollar amount greater than the contract amount plus any
Council -approved contingency requires City Council approval;
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E
(5) The maximum contingency is 15% unless otherwise approved
by the City Manager;
(6) The change order process and contingency amounts for all City
Council -approved items must be written into the recommended
action in the agenda report to effect change orders stated in this
policy without returning to City Council for approval. Five
specific things should be addressed in the recommended action
answering who, how long, how much, contingency amount, and
contract/change order signature authority. An example
paragraph is as follows:
"Award contract to XYZ Company for $400,000, $100,000 per
year for four years, and authorize a 15% contingency
expenditure should any change orders to the contract become
necessary. Authorize the City Manager or designee to approve
all change orders relating to this contract." See Purchasing for
additional wording for renewals.
For changes to purchase orders not originally requiring City Council
approval, the procedures are as follows-
(1) A change to a purchase order that results in a purchase order
total dollar amount less than the thresholds for City Council
approval, or, for supplies/service/equipment, a purchase order
total under $40,000 may be approved by the department head
or designee;
(2) A change to a purchase order for supplies/service/equipment
that results in a purchase order total dollar amount from $40,000
to $50,000 per fiscal year must be approved by the City
Manager or designee;
(3) A change to a purchase order that results in a purchase order
total dollar amount greater than the threshold limits requiring
Council approval must be approved by the City Council.
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SECTION 7.0
SUPPLIER RELATIONS
SCOPE
This section provides guidelines for employees participating in transactions
on behalf of the City. See also the Purchasing Standards of Conduct Policy,
Appendix A.
ANTI-TRUST LAWS
Personnel performing a purchasing function shall not demand or negotiate a
special pricing structure from a supplier that the supplier is not willing to offer
to other customers under similar conditions and terms.
Violations of the antitrust laws in any of the City's operations may have far-
reaching effects, causing substantial injury to the City in lengthy and
expensive litigation, significant damage liability and injunctions or orders
affecting property and/or business. An employee who participates in a
violation may be individually and personally subject to fine or imprisonment.
CONFLICT OF INTEREST
Employees engaged in the purchasing function are expected to be free of
interests or relationships which are actually or potentially malicious or
detrimental to the best interests of the City, and shall not engage or
participate in any commercial transaction involving the City in which they have
a significant undisclosed financial interest.
Any employee engaged in purchasing who has assumed, or is about to
assume, a financial or other outside business relationship that might involve a
conflict of interest, must immediately inform the supervisor of the
circumstances involved. This information is to be reviewed at an appropriate
level for decision on whether a conflict of interest is present and, if so, what
course of action is to be taken. Therefore, a conflict of interest exists where
an employee:
A. has an outside interest that materially encroaches on time or attention
which should be devoted to the affairs of the City;
B. has a direct or indirect interest in or relationship with a non -employee
that is inherently unethical or that might be implied or construed to be
unethical, or make possible personal gain due to the employee's ability
to influence dealings; render the employee partial toward the outsider
for personal reasons or otherwise inhibit the impartiality of the
employee's business judgment; place the employee or the City in an
ambiguous, embarrassing or ethically questionable position; or reflect
on the integrity of the City;
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C. takes personal advantage of an opportunity that properly belongs to
the City.
IV. SUPPLIER SAMPLES
When suppliers offer samples for evaluation, they will be accepted only under
the following conditions:
A. The product is one that is of a type presently in use or is of potential
use to the City. Samples of goods not likely to be purchased must not
be accepted;
B. The quantity or size of the sample is relatively small and of low value.
The object of a sample is the examination of its fitness for our service -
not to provide an inventory of the material;
C. Any chemical offered as supplier samples shall not be accepted unless
accompanied by an OSHA Material Safety Data Sheet; (must be kept
on file with individual department accepting sample and a copy
submitted to Technology Services for inclusion in the Fire Safety
Manual);
D. If supplier samples are accepted, they shall be promptly conveyed to
the appropriate department for testing. Personal use of samples is
prohibited. The supplier is entitled to a prompt evaluation of the given
sample. In the event a sample is requested from a supplier to evaluate
its applicability to a particular situation, such samples shall be
purchased.
V. SUPPLIER TRANSACTIONS
It is the City policy to maintain and practice the highest possible standards of
business ethics, professional courtesy and competence in all dealings. At all
times, applicable laws must be scrupulously observed. In this regard, the
following should be observed when dealing with suppliers and their
representatives:
A. Accord prompt and courteous reception as well as fair and equal
treatment to all suppliers and their representatives;
B. Ensure vendors are not precluded from providing price and
specification quotations;
C. Ensure the confidentiality of all specifications and price quotations or
bids made by suppliers until all quotations or bids are received and the
contract is awarded;
D. Explain as clearly as possible to suppliers the reason for rejection of
their quotations upon request;
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VI.
E. Remain scrupulously free from obligations to any Contractor;
F. Ensure all vendors receive equal treatment and information. If one
vendor receives information as a result of questions asked then all
vendors must be given the same information unless such information is
already contained in the solicitation. Any changes to or extensions of a
solicitation should be made prior to the due date for the responses.
Once the due date has arrived the process must be completed. Re-
bidding should be restricted to substantive changes in the
specifications.
SUPPLIER PERFORMANCE
Most suppliers take great care to ensure their products and service meet the
City's high standards. On occasion a product or service may not meet the
City's expectations for one reason or another. Staff needs to ensure that the
level of quality contracted for is the level of quality received. To this end,
Purchasing has some basic steps to take if staff encounters such a situation.
A. The first step is to provide feedback to the company. This is a good
idea whether there have been problems or not.
B. For minor mistakes, notify the supplier as soon as possible. Mistakes
happen on occasion and most companies will correct the problem
rapidly and at no cost if notified without delay.
C. For more serious situations, provide the notification by letter and in
detail. The detail should include a request for remedy if appropriate
D. Always let Purchasing know as soon as any problems arise.
Purchasing can help you work through any problems with your vendor
Always provide copies of any documentation to Purchasing. The City has no
debarment policy (this means you cannot prevent a company form
responding to a solicitation) but awards go to the lowest responsive,
responsible contractor. Past performance, if well documented, can be
included in the determination of whether a company is responsible. Do not
hesitate to contact Purchasing if any questions arise.
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SECTION 8.0
DEBARMENT
1::: ebarr ent lis an acdon talken by Il:::::'der ll, State and County nt c ntr cfln
agen6ies, wlhIiclh resufts h a contractor b6ng pr lhli4 ted from Nd61rt ,
proposlhg, or b6ng awarded and/or performlhg work on a contract Ith that
agency. A contractor may be debarred for non lr ponst iNlllit for any of the
foIHoWhg reasons:
A. Viollaflng a term of a contract
l::?, Commlitflng an act or omlisslion wlhIiclh negaflv&ly refilects on the
contractor's qulllit , fitness, or capa6ity to perform under a contract
C. Commlitflng an act or omlisslion wlhIiclh h6cates a lack of buslhess
htegrlity or buslhess honesty.
.
i Malklhg or submlitflng a Belles cll lirui agalhst the agency or any other
puNhc enfity.
Il:::::'der ll, State and County nt verlrtr ent rug lilrtt lilrt a database of cu rr lr d
debarred contractors ....1f lhe llit of pairfies excUded for Il:::::'der 11 I1::::1lr culr r ent or
I''Jon 11::::1lr culr r ent I1::::1lr lr m may be accessed on the lhternet at
llittp-//ep�ls.arnet.gov. Gt mpg l must ensure that Aids and proposalls are
not accepted from contractors oIn a Il:::::'der ll, State or County nt debarment Illi t.
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SECTION 9.0
POLICY EXCEPTIONS
SCOPE
This section provides information on exceptions to this policy such as sole
source selection and emergency purchases.
II. DEFINITION
A. Sole Source — The services/products provided by the supplier are
proprietary or unique in nature, such as patented or copyrighted
material or an artist or performer's work;
B. Single Source —
(1) The supplier is the only source known to the City after a
reasonable search for other suppliers has been conducted;
-or-
(2) The current work requirements are an extension of the original
work and substantially rely on the experience gained during the
original work,.-.,
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IEu°ofesslionalI ser..yices wor°Ik r°e uJ!'ements ali°e such tIlhat lin t.Ihe
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interests are best served b awau°c�lilr� a colr��u°act wlitl�out
gym !iiflon.
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C. A Single/Sole Source form has been created by Purchasing and is
required for all department directed Single/Sole Source requests. See
Appendix I.
D. Emergency - A situation that threatens life or property. Time constraint
is NOT an adequate justification for an emergency purchase. Refer to
Section 9.0 PROCUREMENT DURING A PROCLAIMED
EMERGENCY OR DISASTER for details.
III. GENERAL
A. No purchase orders are required for employee benefit payments.
B. No quoting or bidding is required for purchases of products or
services from a validated sole source.
C. Grants made by the City are not considered purchases and are not
subject to the Purchasing Policy. An encumbrance may be established
if desired. When the grant is disbursed, care must be taken to
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reference the encumbrance number (same as a purchase order
number) to ensure the funds are disencumbered.
D. The formal bid process is waived for the purchase of information,
technology, goods, or services which may be acquired through the
quote procedures described in Sections 3.12.230 through 3.12.260 of
the Municipal Code.
E. Purchases for materials, equipment, or services may be exempt from
the requirement for competition by the City Manager in the event of an
emergency. City Council will ratify any such procurement that would
normally have required City Council approval at the next City Council
meeting. Refer to section 9.0 PROCUREMENT DURING A
PROCLAIMED EMERGENCY OR DISASTER for details.
F. All policy exceptions and justifications must be noted in the comments
or text field of the purchase requisition.
G. For non-public project purchases, any exceptions other than those
above require City Council approval.
H. For public projects, the only allowed exception is in cases of
emergency. Refer to section 9.0 PROCUREMENT DURING A
PROCLAIMED EMERGENCY OR DISASTER for details.
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SECTION 10.0
PROCUREMENT DURING A PROCLAIMED EMERGENCY OR
DISASTER
SCOPE
This section establishes procurement practices to be followed in the event of
an emergency or disaster, to allow the City to effectively obtain the goods or
services required in such circumstances.
The regulations in Title 2 of the Code of Federal Regulations, Part 200, as it
may be amended from time to time, are incorporated herein by reference.
DEFINITIONS
For purposes of Section 9.0, the following definitions apply:
A. "Proclaimed emergency or disaster" — a situation in which the president or
governor has declared or proclaimed a state of emergency for an area that
includes the geographic territory of the City or a local emergency has been
proclaimed and is currently in effect, as provided in the Santa Clarita
Municipal Code.
B. "Public exigency or emergency" - situation, related to a proclaimed
emergency or disaster, which demands immediate aid or action and/or
presents an immediate threat to public health, life, safety, or improved
property, as further defined in administrative regulations or policies.
C. "Purchase(s)" - the purchase(s), rental(s), or lease(s) of goods or services
related to a proclaimed emergency or disaster.
D. "Simplified acquisition threshold" - the dollar amount below which a non-
federal entity may purchase property or services using small purchase
methods, as set forth in Title 2 of the Code of Federal Regulations, Part
200, as it may be amended from time to time.
PROCEDURES FOR COMPETITIVE PROCUREMENTS
A. Competitive procurements for purchases below the simplified
acquisition threshold shall not be required to be formally bid.
B. Competitive procurements for purchases equal to or exceeding the
simplified acquisition threshold shall be conducted in accordance with
the following alternate purchasing procedures-
(1) Public Announcement - For public posting of requests for
proposals or solicitation of bids, the Purchasing Agent may use
alternate posting requirements in lieu of normal requirements.
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IV.
V.
Alternate locations may include the Emergency Operations Center,
City Hall, the public library, or other locations as specified by the
Purchasing Agent. The Purchasing Agent may shorten the normal
period for the public announcement period to expedite award, but
such period shall be no less than twenty-four (24) hours.
(2) Adequate Sources - The Purchasing Agent shall obtain competitive
sealed bids or proposals from potential suppliers. The Purchasing
Agent may use methods including, but not limited to, print,
telephonic, e-mail, or online/internet outreach in order to obtain
these responses. The Purchasing Agent may shorten the typical
period for responses to be submitted to expedite award, but such
period shall be not less than twenty-four (24) hours. A minimum of
three (3) responses from qualified sources shall be obtained. All
bids or proposals received, including those deemed nonresponsive
by the Purchasing Agent, shall be counted toward meeting the
minimum requirement.
PROCEDURES FOR NONCOMPETITIVE PROCUREMENTS
A. Noncompetitive procurements may be used when one (1) or more of
the following circumstances exist-
(1) Public exigency or emergency will not permit a delay resulting from
competitive procurement;
(2) The item is available only from a single source;
(3) After solicitation of a number of sources, competition is determined
inadequate; or
(4) The federal awarding agency or pass -through entity expressly
authorizes noncompetitive proposals in response to a written
request from the nonfederal entity.
B. The authorized purchaser shall document the justification for
noncompetitive procurement in accordance with established
procedures.
C. When a noncompetitive procurement is used due to public exigency or
emergency, the procurement shall be limited to that portion of the work
that must be performed immediately. Procurement for any additional
work shall be conducted through competitive procurement procedures.
POST -AWARD
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A. Bid Protests - The Purchasing Agent may alter and/or shorten the
normal bid protest process if emergency circumstances will not permit
a delay resulting from the normal bid protest process, but such period
shall be no less than twenty-four (24) hours.
B. Authority to Cancel Procurements - The City Manager or designee has
the authority to rescind a purchase contract for nonperformance within
twenty-four (24) hours when a contractor or vendor, once awarded a
contract, is unable to immediately perform under the terms of the
contract.
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SECTION 11.0
GRA TUI TIES
I. SCOPE
This section provides guidelines on the acceptance of gratuities.
II. DEFINITION
Gratuity - a payment, loan, subscription, advanced deposit of money, service,
or anything of more than nominal value, present or promised, without
expectation of substantial, equal, or greater consideration in return.
III. GENERAL
A. Employees may accept items such as coffee cups, pencil holders,
pens, etc. in the instance where-
(1) The item is valued at less than $25;
- and/or —
(2) The name of the offering firm is clearly displayed on the item for
purpose of advertisement and the item is not displayed in a
conspicuous manner;
(3) Any edible item such as fruit or candy may be accepted but
must be consumed by the department accepting the item.
B. Any employee accepting gratuities over the amount specified in
paragraph III.A.1 will be attended to in accordance with established
personnel policies.
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SECTION 12.0
SURPLUS/TRANSFER OF PROPERTY
SCOPE
This section provides the requirements for the transfer or sale of City -owned
property.
DEFINITION
A. City -owned property - any supplies, materials or equipment purchased
by or donated to the City for City use.
B. Surplus - no longer in use for the purpose for which it was originally
purchased.
GENERAL
0
A. The Administrative Services Director, or Designee, may, by direct sales
or otherwise, sell or dispose of City -owned property approved by the
City Manager for such disposal.
B. No member of the Council and no employee shall be permitted to
purchase any City -owned property except those items disposed of in
an open public auction and only through participation in said auction.
C. The City Council may authorize transfer of City -owned property for
non -monetary consideration to public agencies, educational
institutions, or for other such uses deemed to be in the public's
interest.
D. The City Manager, or designee, shall have the authority to dispose of
City -owned property by donation to local schools or non-profit
organizations when the estimated value of such City -owned property is
less than Gpe...:[Jive, thousand dollars ( .9.91.
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SECTION 13.0
PURCHASING WITH SPECIAL FUNDS
SCOPE
This section provides the requirements for the use of special funds for
purchasing supplies, equipment, and services.
DEFINITION
A. Special funds - proceeds of specific revenue sources that are restricted
to expenditure for specified purposes.
B. Granting agency - The state, federal, or other agency granting funds to
the City for expenditure.
GENERAL
Special funds may come with restrictions on the expenditure of those funds.
For example, some funds may only be used to support a specific program
and funds from federal sources generally require the purchasing process to
follow federal procurement guidelines as well as those of the granting agency
These requirements may be complex and time consuming and should be
considered when planning expenditures. The restrictions supplement and
take precedence over City procedures. It is the responsibility of the group
making the purchase with special funds to ensure compliance with any
requirements of the granting agency. These conditions on expenditure are
usually included with the grant but may also be found in legislation or
regulations associated with the source of the funds. The City group receiving
such funds will ensure proper distribution of all information regarding the use
of special funds received. Purchasing will assist in the determination of such
regulations and their application at the request of the using department.
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I1VA
SECTION 14.0
SUSTAINABLE PURCHASING
SCOPE
This section provides the requirements in support of sustainable purchasing
of supplies, equipment, and services. The City has adopted an
Environmentally Preferable Purchasing (EPP) Program included as Appendix
H. This program provides general guidance towards improving the
sustainable purchasing process. Additionally, the State Public Contract Code
outlines some specific requirements for cities to follow.
DEFINITION
A. Recycled products — For the purpose of compliance with the State
Public Contract Code, recycled products means printing and writing
paper, paper products, mulch -compost and related products, glass
products, lubricating oils, plastic products, paint, antifreeze, tires, tire
derived products, and metal products.
B. Businesses - includes bidders, contractors, and other interested parties
that provide services to, or sell products to, the state.
C. Postconsumer material - means a finished material that would have
been disposed of as a solid waste, having completed its life cycle as a
consumer item, and does not include manufacturing wastes.
GENERAL
State Public Contract Code Section 22150 requires cities to purchase
recycled products if fitness and quality are equal and the recycled items are
available at the same or lesser total cost as non -recycled items.
State Public Contract Code Section 22152 requires cities to require
businesses to certify in writing the minimum, if not exact, percentage of
postconsumer materials in the products, materials, goods, or supplies, offered
or sold.
All printing contracts shall require recycled content paper.
Appendix H provides additional information to support the Council's goal of
supporting sustainability.
REQUIRED ACTIONS
A. All City purchases will encourage businesses to identify potential
recycled product candidates with postconsumer waste. They may be
offered as alternatives to or equivalents for any products requested.
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B. All City purchases will require responding businesses to certify the
postconsumer content of the products being offered even if that
content is zero.
C. All City contracts resulting in printed materials will require the printing
to be on recycled paper.
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SECTION 15.0
PROCUREMENT CARD
SCOPE
The City has a program whereby regular employees (with Director's approval)
may obtain a City procurement card. The procurement card allows
employees to purchase goods under the City's Purchasing Policy threshold ,a,
. It eliminates the need to generate a requisition when the purchase is
for less than the current purchase order threshold. A lreg,ulisliflon, Ihowever, lis
not lreg,ulilred for purchases over the tlhreslholld when Il::::Iulrclh sling staff sellects
to use a procurement card. Il::::Iulrclh sling staff wlillll detelrmlilrte when lit lis cost
effecflve and effliclient to use a procurement card for purchases over the
tlhreslholldj an lintelrnat l vet ing process and approvall process lis conducted for
tlhls scenarlio.
The procurement card is intended only for official City business as outlined in
the Purchasing Policy. The card will not be used to circumvent purchasing
procedures and purchases will not be split to circumvent the requirements of
the Purchasing Policy. Approving officials/supervisors shall carefully
scrutinize cardholder purchases of food, electronic items, and any other item
that may be easily convertible to personal use.
ADMINISTRATIVE
A. Appointing Cardholders and Approving Officials - Procurement cards
may only be issued to regular employees. In limited exceptions,
procurement cards may be issued to part-time employees with the
approval of the City Manager or designee. Procurement cardholders
and approving officials will be approved by the Department Director or
designee. The approving official will typically be the cardholder's
supervisor. Exceptions to this policy will be approved by the City
Manager or designee.
B. Audits - To ensure the continued success of the procurement card
program, all accounts will be open to internal audit requirements.
Monthly review of transactions may be conducted by the internal
procurement card team.
The procurement card program will also be included in the City's
annual financial audit. Each audit will include a review of the program
as well as a sample of overall cardholders.
C. Changes - If a procurement cardholder changes departments, the
Program Coordinator must be contacted within 10 days to notify
him/her of changes. Cards must be returned to the Program
Coordinator.
If a card is needed as part of a new staffing responsibility, complete a
new request form/application and have it signed by the approving
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official and Department Head. If a procurement cardholder's approving
official changes, contact the Program Coordinator within 10 days.
D. Extended Absence - If a procurement cardholder will be absent from
the City for an extended period, upon notification from Human
Resources, please seek assistance from the Program Coordinator to
determine the best options to cover the procurement card
responsibilities, including, but not limited to, temporary return of the
card to the Program Coordinator or placement of card in inactive
status.
E. Resignation/Termination of Employment — A procurement cardholder
must return the procurement card to the Program Coordinator upon the
resignation or termination of employment with the City. Supervisors
must collect cards as part of the employee check-out process, and
return cards to Purchasing within 5 days of procurement cardholder's
separation of employment.
F. Reports - Informational reports are available to managers and
approving officials. Managers and approving officials are encouraged
to contact the Program Coordinator about specific reporting needs.
PROHIBITED ITEMS & SAFEGUARDING THE PROCUREMENT CARD
The procurement card should always be treated with great care. The only
person entitled to use the procurement card is the person whose name
appears on the face of the card. The procurement card may NEVER be used
for personal use even if reimbursement is intended.
It is very important that cardholders secure them properly. Failure to promptly
report a lost, misplaced, or stolen procurement card could result in the City
being held responsible for any charges incurred.
The procurement card may not be used to purchase any of the following
items unless approved by the Department Director in writing. Should any
questions arise about items that may be purchased, please contact
Purchasing staff for clarification.
A. Alcoholic beverages
B. Ammunition
C. Art work
D. Local food (confirm beforehand that you may make the purchase with
your approver and notify Purchasing about the transaction)
E. Car washes (except for vehicle maintenance)
F. Transit Passes
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IV.
G. Cash Advances
H. Computer hardware/software or peripheral purchases, except by
Technology Services Manager or designee
Contractors, consultants, instructors, or speakers
J. Gift cards
K. Medical services, drugs, narcotic drugs, or medical supplies
L. Service agreements
M. Tuition Reimbursements
PLACING ORDERS WITH THE PROCUREMENT CARD
When involved in any aspect of purchasing, employees are acting as an
agent of the City of Santa Clarita and are responsible to act in the best
interest of the City. Actions must not show personal favoritism to a merchant
at the expense of the City.
Cardholders are required to properly document all procurement actions. This
includes, but is not limited to, recording all information on the transaction log
and obtaining receipts for the items purchased. If a receipt is not offered, one
must be requested. Repeated failures to obtain and forward receipts may
result in loss of card privileges.
A. Transaction Limits - There are two types of transaction limits
determined when the procurement card is ordered. These limits may
be raised, but must be submitted in writing by the Division Manager
with approval of the Department Director.
(1) Dollars per transaction (single purchase limit)
(2) Monthly limit - limit set per cardholder, at Department's discretion
B. Documenting Transactions - Cardholders must maintain the following
records and documentation-
(1) Procurement card transaction log (to be submitted to Finance when
reconciling statement monthly)
(2) Receipts from transactions (itemized when appropriate; such as for
travel meals)
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(3) Pertinent information to record for each transaction includes:
(a) Transaction/purchase date
(b) Receipt/Invoice number
(c) Description of purchase
(d) Merchant's name
(e) Account number to be used for charge
(f) Total purchase amount
C. Returns and Billing Errors - Merchandise returns and billing errors are
the cardholder's responsibility. Cardholders must communicate with
merchants to process returns, correct billing errors, and ensure the
proper credit has been issued. In most cases, returns and errors can
be resolved directly between the cardholder and the merchant.
D. Accidental Personal Purchases — The Cal Card should NEVER under
any circumstances be used for personal business. In the event that a
personal charge is accidentally made, it is imperative to immediately
contact Purchasing.
E. Reasons for Declination or Rejection- Card may be rejected for the
following reasons. Please contact Purchasing or the customer service
number on the back of your card to verify-
(1) The cardholder has exceeded their individual transaction limit
(single purchase limit)
(2) The cardholder has exceeded their monthly transaction dollar limit
(3) The procurement card has been canceled, or reported lost or stolen
(4) The procurement card is being flagged for possible fraudulent
activity
V. RECONCILING THE MONTHLY STATEMENT
Procurement cardholders are required to substantiate all transactions shown
on their monthly billing statements, and edit the account code(s) for accurate
cost accounting. Once the statement is received, cardholders have
approximately one (1) week to complete verification. If a cardholder is
unavailable to complete the required review during this time, they are
responsible for designating someone in their area to complete it in the
cardholder's absence).
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The approving official is responsible for ensuring each purchase transaction is
appropriate and approved for payment. If a purchase has been made using a
fund that the cardholder's approving official can't approve, the correct
approver's initials for that purchase must be obtained prior to submitting the
statement. The completed statement and all back-up documentation must be
submitted to Finance for processing.
The City earns rebates based on the timeliness of submitting payments.
Payments can't be made until all open statements for the billing cycle have
been reconciled and turned in to Finance for payment. Lengthy delays in
submitting statements may result in suspension or termination of card.
If a Cardholder makes a purchase for a fund outside of their approving
official's signing authority, they are responsible for obtaining the correct
approver's signature or initials for that purchase on the log sheet.
A. Statements Not Received — Cardholder must contact Purchasing if
they do not receive a statement and have charged items on a
procurement card.
B. Timely Statement Submission - The City earns rebates based on the
timeliness of payments. These payments can't be made until all
cardholder statements have been reconciled and turned in to Accounts
Payable for payment. Lengthy delays in submitting statements may
result in card suspension.
C. Billing Disputes - A dispute is the action taken by the cardholder to
notify the procurement card company that a specified charge(s)
appearing on the monthly statement is (are) an unauthorized
transaction(s).
(1) Cardholders should attempt to resolve dispute issues first with the
merchant.
(2) Disputes may be escalated by opening a formal Customer Dispute
Contact the procurement card bank for instructions on how to
proceed.
D. Fraudulent Charges
(1) Confirm that the information supports a determination of fraudulent
action. This means a cardholder has reason to believe
procurement card information is being used by another party to
place unauthorized orders.
(2) Immediately notify Purchasing of fraudulent activity.
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(3) Immediately call the procurement card bank customer service
number and report the suspected fraud. Cardholder will be
connected with the fraud unit for further reporting and instruction.
(4) Make a clear note on the individual statement of the fraudulent
charge(s).
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APPENDIX A
PURCHASING STANDARDS OF CONDUCT
CITY OF SANTA CLARITA
Standards of Conduct Background for Purchasing Staff
In recognition of the special trust inherent in Purchasing Staff positions charged with guiding
the expenditure of public funds, the highest standards of conduct are considered essential.
These expectations are reflected in the Standards of Conduct established by this policy and
are applicable to all city employees assigned to Purchasing under the supervision of the
Purchasing Agent.
The California Code of Regulations and State Government Code provide basic guidance
regarding financial conflicts of interest. The intent of this policy is to supplement the
financial conflict of interest regulations with broader standards of conduct and cover
procurements involving federal funds.
POLICY
U)
All conflict of interest regulations as stated in the California Code of Regulations and
Government Code are considered an integral part of this policy. No part of this policy will
alter or supersede any portion of the City or State guidance on conflict of interest. All
requirements of this policy are additive to the City and State guidance.
In order to prevent the perception of favoritism, all administrative processes will be followed
diligently, consistently and openly.
One of the primary responsibilities of public servants is the protection of public confidence
and trust in the integrity of governmental processes. Any conduct which may detract from
this trust is prohibited. The mere "appearance" of a conflict of interest may result in the
same damage to public trust in government as actual wrongdoing. Action or inaction that
results in the "appearance" of conduct prohibited by this policy is also prohibited.
DEFINITIONS
Financial interest — Financial interest will be the same as defined in the Statement of
Economic Interest Form 700.
Immediate family member — Parents, siblings, spouse or partner, parents and siblings of
spouse or partner and children.
Organizational conflict of interest — Organizational conflicts may result in bias or unfair
competitive advantage. An organizational conflict of interest occurs where — because of
other activities, financial interests, relationships, or contracts — an employee or contractor is
unable, or potentially unable, to render impartial assistance or advice to the City; the
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employee or contractor's objectivity in performing work is or might be impaired; or a
contractor has an unfair competitive advantage. 1 z
Personal conflict of interest — A personal conflict of interest arises when an employee or
immediate family member has a financial interest in a firm selected, or competing, for a
contract. A personal conflict of interest also arises where any employee solicits or accepts
gifts, gratuities, favors, or anything of monetary value from a firm under contract or
potentially seeking a contract. In addition, a personal conflict of interest arises where any
such person uses his position, or non-public information gained during his work for the City,
for personal gain, including gain inuring to an immediate family member.
Personal gain — includes gain inuring to immediate family members unless otherwise stated.
Purchasing staff — The Purchasing Agent and any employee under the supervision of the
Purchasing Agent.
STANDARDS OF CONDUCT
Purchasing staff will:
A. Avoid the intent and appearance of unethical or compromising practice in
relationships, actions, and communications.
B. Avoid any personal business or professional activity that would create a conflict
between personal interests and the interests of the employer.
C. Immediately report any potential conflicts of interest to their supervisor.
D. Avoid soliciting or accepting money, loans, credits, or preferential discounts, and
the acceptance of gifts, entertainment, favors, or services from present or
potential suppliers that might influence, or appear to influence, procurement
recommendations or decisions.
E. Refrain from the use of City property or resources for personal advantage.
F. Avoid inequitable treatment of vendors to include, favoritism, unnecessary use of
brand names and organizational conflicts.
G. Handle confidential or proprietary information with due care and proper
consideration of ethical and legal ramifications and governmental regulations.
1. PERCEIVED IMPROPRIETY
Purchasing staff will avoid the intent and appearance of unethical or compromising conduct
in relationships, actions, and communications.
The consequences of a perceived impropriety can be the same as consequences of an
actual impropriety. Therefore, it is essential that any activity or involvement between
Purchasing staff and active or potential suppliers which in any way diminishes, or even
appears to diminish, open and fair treatment of suppliers shall be strictly avoided. Those
' - Generally, an organizational conflict arises because a person or entity has or appears to have loyalties to, or a
financial interest in, two organizations that may have competing or differing interests from each other -- one of
them being the grantee. For example, an organizational conflict would arise if an employee or a consultant serves
as a member of a public or quasi -public body with regulatory authority over a proj ect or has a stake in its outcome.
This arises most often where architects sit on design review or zoning boards.
2 - Federal transit law requires grantees to award contracts through a process of full and open competition.
Organizational conflicts of interest that give any parry an unfair competitive advantage impede full and open
competition, and thus are considered "restrictive of competition" under Paragraph VL2.a(4)(h) of FTA Circular
4220.1 F.
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who do not understand the circumstances will judge based on appearances. Purchasing
staff must consider this and act accordingly.
The following are recommended guidelines in dealing with perception:
• Situations may occur in which, through unanticipated circumstances, a business
relationship transpires with a personal friend. The perception (as well as the
potential) of a conflict of interest should be discussed with management, and a
reassignment of procurement responsibility should be considered.
• Business meeting locations should be carefully chosen. Environments other than the
office may be perceived as inappropriate by the business community or by co-
workers.
• Displays of personal preference may give an impression of impropriety and should
be avoided. Conversation that delves excessively into personal affairs should be
avoided.
• Positive action should be taken by management to alleviate suspicion of impropriety.
2
This does not mean you or your immediate family cannot have friends in the business
0
community or even ones that do business with the City. What it does mean is that when
they become involved with a purchase or contract, you must notify your supervisor.
U)
c�
2. CONFLICT OF INTEREST
Avoid any personal business or professional activity that would create a conflict between
personal interests and the interests of the employer.
Purchasing staff must not use their positions in any way to induce another person to provide
any benefit to themselves, or persons with whom they have family, business, personal, or
financial relationships. Even though a conflict may not technically exist, staff must avoid the
appearance of such a conflict. Whenever a potential conflict of interest arises, the employee
should notify the appropriate supervisor for guidance or resolution.
The following are recommended guidelines to avoid conflicts of interest:
Conduct to be Avoided
Engaging in outside business, or employment by an outside organization, which may
encroach upon the supply professional's primary responsibility of loyalty to the goals
of the City.
Engaging in improper personal business with or employment by, an organization
which has or may conduct business with the City. Examples include but are not
limited to:
a) Owning or leasing any property with knowledge that the employer has an
active or potential interest therein.
b) Having a direct or indirect interest in or relationship with a non -employee that
is inherently unethical or that might be implied or construed to be unethical, or
make possible personal gain due to the employee's ability to influence
dealings; render the employee partial toward the outsider for personal
reasons or otherwise inhibit the impartiality of the employee's business
judgment; place the employee or the City in an ambiguous, embarrassing or
ethically questionable position; or reflect on the integrity of the City.
c) Taking personal advantage of an opportunity that properly belongs to the City
or using City property or resources for personal gain.
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d) Using the City's name (unless authorized) to lend weight or prestige to
sponsorship of a political party or cause, or endorsing the product or service
of another organization.
• Taking personal advantage of an opportunity that properly belongs to the City or
using City property or resources for personal gain.
• Willfully or unlawfully concealing, removing, mutilating, falsifying or destroying any
government document or record, nor will he or she make any false or fictitious
statements in connection with any official matter, document or record.
Personal Investment
Ownership of stock in a supplier or potential supplier of goods or services should be
reported to the supervisor for review and guidance to avoid the potential for impropriety.
Interests by members of the professional's immediate family are considered to be of the
same significance as direct ownership.
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Outside Activities 0
Purchasing staff must not use their position with their employer when participating in outside
educational, professional, political, philanthropic, social, or recreational activities, which
might be detrimental to their employer's business or reputation.
3. ISSUES OF INFLUENCE
Avoid soliciting or accepting money, loans, credits, or preferential discounts, and the
acceptance of gifts, entertainment, favors, or services from present or potential suppliers
that might influence, or appear to influence, supply management decisions.
Those in a position to influence the supply process must be dedicated to the best interests
of the City. It is essential, for all in a position to influence a purchasing decision, to avoid any
activity which may diminish, or even appear to diminish, the objectivity of the decision
making process.
In some circumstances, items which could be considered an issue of influence may be a
bona fide business activity. In such cases, extreme care should be taken to evaluate the
intent and the perception of acceptance of such an offer to ensure:
• It is legal.
• It is in the best interests of the City.
• It will not influence the purchasing decision.
• It will not be perceived by peers or others to be unethical.
Sources of influence include:
• Management Policies
• Gifts, Gratuities, and Entertainment
• Product Samples
• Business Meals
• Personal Relationships
• Political Considerations
• Advertising
• Specifications and Standards
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The following are recommended guidelines when dealing with issues of influence:
Gifts, Gratuities, and Entertainment
Gifts, gratuities, and entertainment include material goods, services, or activities offered with
the intent of, or providing the potential for, influencing a buying decision. As such, these may
be offered to a supply professional or to other persons involved in the procurement process
(or members of their immediate families). They may be offered in various forms.
• Extreme caution must be used in evaluating the acceptance of gifts, gratuities, or
entertainment, even if of nominal value and the frequency of such actions (the
collective impact) to ensure that one is abiding by the letter and the spirit of these
guidelines.
• Soliciting gifts, gratuities, or entertainment in any form for yourself, other staff or the
City is unacceptable.
• Avoid accepting monies, credits, and prejudicial discounts.
• Comply with the nominal value established by the City Manager memo to address
supplier offerings of nominal value as a gesture of goodwill, or for public relations
purposes.
• Refuse gifts exceeding nominal value, and return them with a polite explanation, or if
perishable, either return the gifts or donate them to a local charity in the name of the
supplier.
• Seek direction of management if concerned that a business relationship may be
impaired by refusal of a gift, gratuity, or entertainment.
Business Meals
Occasionally, during the course of business, it may be appropriate to conduct business
during meals.
• Such meals shall be for a specific business purpose.
• Frequent meals with the same supplier should be avoided.
• Purchasing staff must pay for their share of the meal expenses.
Personal Relationships
Personal relationships are an inherent aspect of supply management. Purchasing staff
interact extensively with suppliers' representatives. Individuals in many other functional
areas in both the buying and supplying organizations also interact extensively with each
other. The development of personal relationships from such interactions is both expected
and desirable as it leads to relationships based on understanding and trust. It must also be
recognized that the purchasing decision must not be influenced by anything other than what
is in the best interest of the organization, and that personal relationships that develop
beyond what is necessary to ensure understanding and trust may be inappropriate. It is
important, therefore, for staff to closely monitor the nature of relationships with suppliers'
representatives to ensure that personal friendships do not develop that would result in
decisions not in the organization's best interest.
Political Considerations
All organizations are subject to internal and external forces and pressures. Internal forces
and pressures result from an organization's culture. External forces and pressures consist of
economic conditions, laws, regulations, public opinion, special interest groups, and political
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entities. The negative influence of internal and external forces and pressures on supply
management can be minimized when the organization adopts practices based on ethical
principles and standards.
Advertising
Care should be exercised when accepting promotional items or participating in activities
which tend to promote one supplier over another, or could be perceived as favoritism for a
supplier by staff. Purchasing Staff will be sensitive to the appearance of numerous
promotional items when meeting with representatives of other suppliers.
Specifications and Standards
Purchasing staff must ensure that specifications and standards are objectively written in a
manner that encourages competition when appropriate, excludes unnecessary restrictive
requirements, and appropriately defines quality.
4. CONFIDENTIAL AND PROPRIETARY INFORMATION
Handle confidential or proprietary information with due care and proper consideration of
ethical and legal ramifications and governmental regulations. Companies must
appropriately mark as confidential only that information meeting the criteria.
Proprietary and confidential information requires protection to the extent permitted by the
state's Public Records Act. Such information may or may not be upheld by patent, copyright,
or non -disclosure agreement. Proprietary and confidential information should be released to
other staff only as necessary in the performance of their duties. It is the responsibility of the
individual sharing confidential or proprietary information to ensure that the recipient
understands his or her obligation to protect such information.
Examples of information which may be considered confidential or proprietary include:
• Pricing
• Bid or quotation information
• Cost sheets
• Formulas and/or process information
• Design information
• Organizational plans, goals, and strategies
• Profit information
• Asset information
• Wage and salary scales
• Personal information about employees, officers, and directors
• Supply sources or supplier information
• Computer software programs
Requests for confidential information will be referred to the City Clerk as a Public Records
request. Such requests for confidential information will normally be reviewed by the City
Attorney.
5. SUPPLIER RELATIONSHIPS
Fairness and impartiality should be extended to all legitimate business concerns. While it
may be desirable to build long-term relationships with selected suppliers, such relationships
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should not eliminate opportunities for new suppliers or deter the potential of establishing
similar working relationships with other suppliers.
6. RECIPROCITY
Avoid improper reciprocal agreements.
If Purchasing staff influences a supplier to be a customer, the professional or the
organization is engaging in a practice known as reciprocity. These purchasing actions are
illegal if they tend to restrict competition or trade or if they are coerced, since such acts may
be construed as "restraint of trade" in violation of Sections 1 and 2 of the Sherman Act.
Purchasing staff must be able to recognize reciprocity and its ethical and legal implications.
Reciprocity is both a legal and an ethical issue that may result in legal sanctions against the
City, its management, and/or its procurement staff.
The following are recommended guidelines in dealing with reciprocity:
• Procurement strategy must include a positive effort to oppose any corporate or
organizational commitment to, or pursuit of, any form of improper reciprocity.
• Purchasing staff should become sufficiently knowledgeable of the provisions in
antitrust laws to recognize a potential legal problem and to know when to seek legal
counsel.
• If a supply management professional believes the potential for improper reciprocity
exists, or is being encouraged by marketing or management to engage in reciprocity,
legal counsel should be sought.
INFRACTIONS
Failure to comply with the standards of conduct may result in administrative action in
accordance with the City's Human Resource policies and procedures.
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APPENDIX B
SUMMARY OF RESOLUTIONS AFFECTING PROCUREMENT
Council RESOLUTION 93-09, RECYCLED PRODUCT PROCUREMENT
A. BACKGROUND
As businesses and communities grow, the ability of landfills to absorb
the refuse is diminished and the hazard to the environment increases.
The use of recycled items removes material from the refuse chain,
extending the life of landfills. By fostering markets for recycled
materials, the City serves a leadership role in promoting similar
procurement practices within all City departments, private businesses
and the general public. Appendix C further clarifies some of the terms
used below.
B. PROCEDURES
Comply with City Council Resolution 93-09.
2. Recycled products are purchased in preference, highest
percentage of post -consumer recovered material followed by
highest percentage of pre -consumer recovered material.
3. A 10% price preference may be given to recycled, reusable or
products designated to be recycled when offered as alternatives
to non -recyclable products. The preference shall be based on
the lowest bid or price quoted by the supplier offering recycled
products.
4. Equipment acquired by the City shall, whenever practical, be
compatible with the use of recycled content products.
5. Product specifications and performance standards shall not
require virgin material nor exclude recycled -content products
indiscriminately.
6. To the extent possible, City staff shall identify to Purchasing, on
the purchase requisition, products available with recycled
content and vendors from whom such products are available.
7. The Purchasing Agent may specify a minimum "recycled -
content" standard in bid solicitations.
8. City purchased and printed paper shall be labeled with "Printed
on recycled paper."
9. City requested documents, produced by contractors and
grantees shall be printed on post -consumer recycled paper.
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Council RESOLUTION 91-91, PROTECTION OF TROPICAL TIMBER
A. BACKGROUND
The importation and use of tropical timber promotes the loss of tropical
rain forests. This loss has been shown to not only destroy species and
cultures indigenous to the rain forest, but to also hasten the
deterioration of the global environment. As a responsible member of
the global community, the City is fundamentally opposed to actions
harmful to tropical rain forests. To set the community standard, the
City has prohibited the purchase of any item or product which has
originated in part or in whole from any tropical hardwood. See
Appendix D for additional information.
B. PROCEDURES
Comply with City Council Resolution 91-91.
2. Require wood vendors to note on each invoice for wood
products the identity of the manufacturer of the products, and
that the material supplied is not tropical wood.
3. Public Projects contractors shall certify that no tropical
hardwoods are being used by prime or subcontractors in the
awarded project.
Council RESOLUTION 89-95, STATE OF CALIFORNIA CO-OPERATIVE
PURCHASING
A. BACKGROUND
Frequently, during the course of business, the City requires material in
small quantities. Purchases of many items in small quantities forgoes
the discounts vendors offer for large volume purchases. To assist
local communities who might normally be unable to take advantage of
cost savings through volume purchases the State of California has
made many of its material contracts available for local governments to
place orders against. This provides the local government the
opportunity to take advantage of volume discounts, where appropriate,
without the administrative or financial investment of large purchases.
B. PROCEDURES
All use of State of California co-operative purchasing contracts will be
coordinated through the Finance Division following the procedures
outlined in the State of California Co-operative Purchasing Catalog.
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IV.
V.
Agenda Report dated July 11, 1995; USE OF COMPETITIVE AND
CO-OPERATIVE AGREEMENTS
A. BACKGROUND
In an effort to make government purchasing more efficient and
economical, new trends in purchasing are being adopted. Co-
operative purchasing agreements allow multiple organizations to
combine their requirements into a single purchase agreement. This
action reduces the administrative workload by reducing the number of
purchase actions and generally results in lower costs through volume
buying. Some purchase contracts are written to permit "piggybacking".
This is a situation where a third party, not a part of the original contract
is permitted to place orders against a purchase agreement.
Piggybacking frequently results in savings similar to co-operative
purchasing.
2
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B. PROCEDURES
The use of co-operative and piggybacking opportunities are authorized
U)
when determined to be in the best interests of the City.
Ordinance 04-12 and 09-6; SUPPORT OF SANTA CLARITA BUSINESSES
A. BACKGROUND
General Fund revenues make up a large portion of the City's operating
funds and sales tax revenue makes up a large part of the General
Fund. Over the last two years, the City has embarked on a number of
studies and projects intended to capture as much of the tax revenue as
possible.
The latest effort in this process is the "Shop Santa Clarita" campaign
As part of this campaign, the City Council adopted an ordinance in
support of Santa Clarita businesses. The change to the purchasing
process requires local businesses be given a second chance to
receive bid or quote awards if they meet certain criteria.
Ordinance 09-6 revised the percentage to 10%.
B. PROCEDURES
This program requires quotes and bids for other than public projects be
awarded in accordance with this program, unless otherwise directed by
the City Manager, or if the award will be based on multiple criteria.
Should businesses located within the city limits of Santa Clarita submit
bids within 10% of the lowest bid, they must be given the opportunity to
match the lowest bid. This process begins with the lowest bid from a
Santa Clarita business and proceeds until there are no more local
bidders within the 10%, or a local business agrees to match the low
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VI.
bid, whichever occurs first. The Code also requires staff to include the
award requirement in the solicitation.
Council RESOLUTION 05-103, ENVIRONMENTALLY PREFERABLE
PURCHASING (EPP) PROGRAM
A. BACKGROUND
As businesses and communities grow, the ability of landfills to absorb
the refuse is diminished and the hazard to the environment increases.
The use of recycled items removes material from the refuse chain,
extending the life of landfills. By fostering markets for recycled
materials, the City serves a leadership role in promoting similar
procurement practices within all City departments, private businesses
and the general public. Appendix H further clarifies some of the terms
used below.
B. PROCEDURES
Comply with City Council Resolution 05-103.
2. Recycled products are purchased in preference, highest
percentage of post -consumer recovered material followed by
highest percentage of pre -consumer recovered material.
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APPENDIX C
RECYCLED PRODUCT
PROCUREMENT RESOLUTION
Purpose of Resolution
The enactment of a procurement resolution is intended to broaden the use of
recycled content products currently purchased on behalf of the City.
This resolution will have the effect of underscoring the importance of such efforts on
all City departments which submit purchase requisitions.
It will promote "buying recycled" goals to the public at large and to private business
associated with the City.
0
It will put the City "on record" in support of progressive procurement and market
development goals.
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It will increase the recycled content of products purchased and used by the City of
Santa Clarita, its contractors and grantees.
It will formalize any current practices by authorizing the Purchasing Agent to specify
a minimum level of recycled content in a given bid solicitation.
It will provide guidance and leadership by the City to government staff in evaluating
the purchase of products for City use.
Background
A successful City-wide recycling program relies on the establishment of stable and
sustaining markets for recyclables. Currently, the nation is experiencing unstable
markets and declining commodity prices for various recyclables. In order to ensure
available materials, it is necessary to buy products made from recycled materials
thereby creating a demand for these materials, which we are attempting to keep out
of our landfills. The City of Santa Clarita can facilitate demand for recycled products
by purchasing products made from recycled materials. By fostering markets for
recycled materials, the City serves a leadership role in promoting similar
procurement practices within all City departments, private businesses, and the
general public.
The Local Government Commission completed a report in June 1990 specifying the
growing number of cities across the country that have implemented, or are currently
implementing similar recycled procurement guidelines. Procurement policies
enacted statewide include price preferences for recycled post -consumer materials;
revisions of bid specifications which previously required only virgin materials;
modification of purchase requisitions requiring the consideration of recycled content
products, the compliance of all contractors and grantees working on behalf of the
City to implement these City enacted procurement policies, promotion programs,
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procedures for obtaining and verifying estimates and certifications of content of
recovered materials, and annual review and monitoring.
Additionally, the California Integrated Waste Management Act of 1989 mandates
that State agencies purchase products manufactured from recycled materials. The
State is also asking for cities to join in this statewide effort. It is not enough to
merely establish or participate in recycling program development; it has become
necessary to commit to the purchase of recycled materials as well. If the end
products of the collected and recycled materials are not purchased, then recycling
and waste reduction efforts cease to be effective in the long term.
The recommended procurement resolution concerns itself with the source of
materials used to manufacture products that the City purchases and uses. The
object is to ensure that no product manufactured with recycled content of
"secondary" material is discriminated against or excluded for reasons other than
function. Furthermore, it is important to mandate that such products made from
"recycled -content" and "secondary content" materials have a preferential purchasing
status over those goods that are strictly made from virgin (raw) materials. This is
especially relevant when "recycled -content" products can satisfactorily meet the
necessary standards of performance.
The Local Government Council in Sacramento has asked that every city establish a
government procurement policy to purchase recycled and reusable products.
According to the Local Government Commission, 1989 government purchases
amounted to $916 billion, or about 20 percent of the gross national product. It is
estimated that about 13 percent of that figure represents purchase made by State
and local governments. This is a clear indicator that local government procurement
resolutions for recycled products can make a significant impact on market
development goals.
The Federal government and the State of California both have laws favoring the use
of recycled products. The Environmental Protection Agency is implementing Section
5002 of the Resource Conservation and Recovery Act, which requires agencies
using Federal funds to favor recycled products. The National Recycling Coalition
also urges public and private agencies to establish programs favoring purchasing of
recycled products.
The Local Government Commission is also recommending that governments
develop practical new procurement specifications and through their use,
demonstrate that recycled products are of high quality. When a city uses recycled
paper, for example, the phrase "printed on recycled paper" should appear on all
products, i.e.: all stationery, business cards, etc. This leads to good public relations
and establishes the City of Santa Clarita as a leader in the arena of market
development. In doing so, the City also sets an excellent example for the private
sector to follow.
In order to accomplish these goals, it is recommended that the City provide specific
guidance to City staff, contractors and grantees regarding the importance of "buying
recycled." It should be articulated that this is a necessary adjunct to all recycling
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programs and will close the recycling "loop" and stimulate market economies,
thereby reducing the costs of "recycled -content" materials.
The U.S. Environmental Protection Agency's (EPA) recycled product procurement
guidelines issued pursuant to the Resource Conservation and Recovery Act do not
specifically apply to the City (the City does not fall under the EPA's definition of a
"procuring agency"), except in instances where materials are purchased by the City
with earmarked federal funds. Although not mandatory, following the guidelines will
reduce waste in the manufacture and use of products and packaging purchased by
the City. The EPA's procurement guidelines provide useful guidance and leadership
to the City's staff in evaluating the purchase of products for City use.
The procurement recommendation and particularly the provisions for affirmative
"recycled -content" product identification, procurement, certification, promotion and
annual monitoring (a report will be sent to Council) do conform with EPA guidelines
Please note that the policy endorses the State of California's definition of recycled
paper products, rather than the Environmental Protection Agency's. The State
definition is stricter than the EPA's when it comes to permitting miscellaneous
material to count as "recycled" content, and also requires post -consumer content for
different grades of paper for which the EPA does not require any post -consumer
content for a paper to qualify as "recycled."
This policy will also further contribute to the City's compliance with a State
requirement (AB939) that cities undertake and report market development activities
Additionally, A134, also enacted in 1989, contains four basic requirements:
The City must require bidders to specify both the total recovered and post -
consumer content of paper products (even if zero).
2. Specifications should not discriminate against recycled content.
3. City printing contracts must meet the recycled content provisions of AB939
4. The City must "buy recycled" if a paper product costs no more than
comparable non -recycled paper product.
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RESOLUTION NO. 93-9
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF SANTA CLARITA, CALIFORNIA,
FOR THE ADOPTION OF A POLICY REGARDING
THE PROCUREMENT OF RECYCLED PRODUCTS
WHEREAS, it is the policy of the City of Santa Clarita to conserve and protect natural
resources for current and future citizens; and
WHEREAS, the City's participation in and promotion of recycling programs can
significantly reduce the volume of material entering the waste stream thereby conserving natural
resources and extending landfill life expectancy; and
WHEREAS, in order for recycling programs to be effective, markets for recycledCL
post -consumer materials must be developed; and
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WHEREAS, the implementation of a procurement policy for the City of Santa Clarita 6
would contribute to the conservation and protection of natural resources and support city-wide
recycling programs; and
WHEREAS, the City's commitment to the purchase of recycled materials will help
expand the markets for recycled products and serve as a model for private industry and local
businesses; and
WHEREAS, State and Federal agencies have implemented procurement guidelines
requiring government agencies to buy products made with recycled materials.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Santa
Clarita, California, as follows:
SECTION 1. The City Council hereby adopts the following policy:
RECYCLED PRODUCTS PROCUREMENT RESOLUTION
Definitions of Recycled Content
A. Post -consumer recovered materials. A finished material which would normally be
disposed of as a solid waste, having completed its life cycle as a consumer item.
Examples of post -consumer recovered materials include, but are not limited to; used
newspaper, office paper, yard waste, plastic bottles, oil, asphalt, concrete and tires.
B. Pre -consumer recovered material. Material or by-products generated after
manufacturing of a product is completed, but before the product reaches the end -use
consumer. Examples of pre -consumer recovered materials include, but are not
limited to; obsolete inventories of finished goods, rejected unused stock and paper
wastes generated during printing, cutting and other converting operations.
This category does not include mill or manufacturing trim, scrap or "broke," which is
material generated at a manufacturing site and commonly reused within the
manufacturing process. For example, pre -consumer paper waste sources are not
considered "recycled." Components of a paper product include, but are not limited
to; fibers recovered from waste water, trimmings of a paper machine rolls, sawdust,
chips, wood slabs, other wood residue from a manufacturing process, and such
materials sold between mills.
C. Total recovered material. The total pre- and post -consumer recovered material
contained in a product.
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II. Recycled Content Preference
It is recommended that the City of Santa Clarita establish a policy, whenever practical, to purchase
products which contain, in order of preference, the following:
The highest percentage of recycled content of "post -consumer recovered materials,"
available in the marketplace; and
The highest percentage of "pre -consumer recovered materials," available in the marketplace.
In those instances where it is deemed impractical to procure a recycled -content item, a specific
explanation for the finding must be included in the purchasing record (see "Monitoring and Annual
Report" section)
III. Price Preference
CL
A 10% price preference may be given to recycled products, reusable products offered as alternatives
to disposable products, and products designated to be recycled where they are offered as
alternatives to non -recyclable products. The preference percentage shall be based on the lowest bid
or price quoted by the supplier offering recycled products.
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IV. Recyclability and Waste Reduction
In addition to the recovered material content of a product, important criteria in selecting products shall
also be:
The ability of a product and its packaging to be reused , reconditioned for use, or recycled
through existing recycling collection programs; and
The volume and toxicity of waste and by-products of a given product and its packaging
generate in their manufacture, use, recycling and disposal. Products and packaging
designed to minimize waste and toxic by-products in their manufacture, use, recycling and
disposal shall be preferred.
V. Equipment Compatibility
Equipment purchased or rented by the City shall be compatible, whenever practical, with the use of
recycled content products. If deemed impractical, a specific reason for such a finding must be
included in the purchasing record.
VI. Purchase Requisition, Specification and Bid Solicitation
Product specification and requisitions for products shall conform to the following guidelines:
1. Product specifications and requisitions shall not indiscriminately require the use of products
made from virgin materials, nor specifically exclude the use of recycled -content products;
2. Performance standards must be reasonable and related to function, and shall not be
designed to exclude the purchase of recycled -content products;
3. To the extent such information is known, City staff shall identify to the Purchasing Division (in
the Purchase Requisition) products available with recycled content and vendors from who
such products are available.
4. Purchasing agents have the authority to specify a minimum 'recycled -content" standard in bid
solicitations to accomplish the purposes of this policy.
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VII. Contractors and Grantees
All City contractors and grantees shall be required to conform to the minimum recycled -content
procurement standards set forth by the Finance Department. This requirement shall be applied to
contractors and grantees in procuring materials or products to perform contractual services for the
City, to produce or provide a work product to the City or on the City's behalf, or to conduct work
funded by a grant from the City. The list shall be reviewed as needed, but no less than annually, by
the City Council (see "Monitoring and Annual Report" section).
Contractors and grantees shall be further required to report to the City the types, quantities and total
dollar amounts of recycled products which are purchased by the contractor or grantee in connection
with City -funded work. The percentage of post -consumer and total recovered material content of
such purchased products shall also be required to be included in the report.
Vill. Promotion
CL
All City purchased and printed recycled paper products shall be labeled with the standard phrase:
"Printed on Recycled Paper." All City departments or agencies shall be required to use recycled
products for their business cards, letterhead stationery, envelopes, business forms and pertinent
documents. All said documents shall be printed, with the standard phrase: "Printed on Recycled
Paper" thereby promoting the use of post -consumer content. If sufficient documentation and
certification is available, reasonable efforts shall be undertaken to specifically indicate the percentage
of recycled post -consumer content. In this case, the phrase "Printed on 40% Post -Consumer
Recycled Paper" shall appear on all products produced by and for the City.
All City requested documents, produced by grantees and contractors shall be produced on post -
consumer recycled paper. All contractors and grantees will submit all requested documents to the
City on recycled paper. This shall include, but not be limited to drafts, reports, training manuals, bids,
responses to inquiries and permit applications.
IX. Certification
All product providers shall be required to maintain appropriate documentation verifying either the
minimum or the exact percentage of post -consumer recovered material and total recovered material
contained in products purchased by the City. If no recovered material has been used, then a product
provider would certify zero recycled content.
Any claims of waste minimization in the manufacture or use of any product shall also be certified
X. Implementation
It is recommended that the City Manager develop administrative procedures to achieve the purposes
of this resolution and implement the provisions of this policy, including procedures for waiving a
requirement of this policy in any necessary circumstance.
XI. Monitoring
The Finance division shall prepare and deliver to the City Council an annual status report on
implementation of this policy and formalize a recycled products list to aid in purchasing and
monitoring goals. The report shall include documentation of the types, quantities, and dollar amounts
of recycled products purchased in the previous year by the City, its contractors and its grantees. The
report shall also identify and discuss the following:
Instances where this policy is waived or its requirements found impracticable; and
Barriers to the procurement of recycled -content products.
In addition to monitoring and evaluating this procurement policy, the effect of evaluating products for
their recycled content, ensuring specifications are non-discriminatory, including the Council's policy in
bid solicitations and contracts, and other additional requirements of the policy will affect the
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Purchasing Division's workload. This will be evaluated as the policy is implemented and
recommendations as needed will be brought forward to the Council, to augment staff, if necessary
and appropriate.
Fiscal Impact
The adoption and implementation of this procurement ordinance may impact current budgets. Given
the requirements ofAB939 and the concern over additional landfill development, and rising disposal
costs, these anticipated costs are necessary to conserve and protect natural resources and support
the City of Santa Clarita's recycling and market development goals.
Conclusion
The future of recycling depends upon the creation of stable and sustaining markets for recycled
secondary products. It is recommended, therefore, that the City of Santa Clarita enact a procurement
policy which supports the development of stable markets for recyclables and supports the City's
ongoing recycling ethic and commitment to progressive integrated waste management solutions.
Purchasing Policy ,,Jrl,i,u.ry..,0......a.:L.r4 e '10 ".. Appendix
Packet Pg. 93
SOON 2. The City clerk $W certify to the adoption of this resolution ce�
record to be a fuH, true, Correct copy of the action taken. this
PASSED AND APPROVED this _ZfaL_ day of
YOR
AT IMST:
I HEREBY CERTIFY that the fmvgoiAg resolution was deny adopod by the Chy� of
tbO City of Santa Cbrita at a regular meeftg awtoof, hdd on the 26th day , of jaIMML
19 93 . by the following VOW of the�Cmoj-
AYES:
COUNCMAOMBERS:
NOES:
COUN'CUMMMERS:
ABSENT:
COUNCMUEnM:
Boyer, Damy, Klajie', Pederson, Heidt
None
0-7-1
A
'CrrY C1 ER 7�
5�
Purchasing Policy.,.J.go.g.g.[y Q].20. Rg" Appendix C; Pane 8
I Packet Pg. 94
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APPENDIX D
RESOLUTION NO. 91-91
A RESOLUTION OF THE CITY Council OF THE
CITY OF SANTA CLARITA, CALIFORNIA,
FOR THE ADOPTION OF A POLICY REGARDING
PROTECTION OF TROPICAL TIMBER
WHEREAS, tropical rainforests are being destroyed at a rate of 50,000 acres per day and
rainforests larger than the State of California are disappearing from the earth yearly; and
WHEREAS, the use of imported tropical timber by the United States represents a
substantial loss of tropical rainforests, and scientific evidence has shown that the destruction of tropical
rainforests is partially responsible for the Greenhouse Effect, as well as contributing to the death of
indigenous rainforest peoples and the destruction of their culture; and
WHEREAS, the tropical rainforests are home to half of the world's species, and the loss of
these forests results in the extinction of tens of millions of species; and
WHEREAS, it is in the interest of those who live, work, and do business in the City that
measures be taken to reduce or stop the destruction of tropical rainforests worldwide; and
WHEREAS, a ban on the use of tropical timber by the City would reduce demand for
tropical timber, thus lessening the need to cut more tropical rainforest; and
WHEREAS, such a ban would not create shortages of building supplies, as alternative
wood products are grown in a substantial fashion in temperate forests; and
WHEREAS, the ban would stimulate business and provide jobs in the United States, as
many alternatives to tropical hardwoods are grown domestically.
NOW, THEREFORE. BE IT RESOLVED by the City Council of the City of Santa Clarita, California, as
follows:
SECTION 1. The City Council hereby adopts the following policy:
A. The City of Santa Clarita shall not purchase any item or product which has originated in
part or in whole from any tropical hardwood species listed in this section, nor shall any
City sponsored event utilize such products, nor shall City Public Works contractors utilize
such products.
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D. Tropical hardwood species include, but are not limited to the following:
Scientific Name Common Name
Vouacapoua Americana
Acapu
Pericopsis Elata
Afrormosia
Shores Almon
Almon
Peltogyne Spp.
Amaranth
Guibourtia Ehie
Amazaque
Aningeria Spp.
Aningeria
Dipterocarpus Grandiflorus
Apitong
Ochrama Lagopus
Balsa
Virola Spp.
Banak
Anisoptera Thurifera
Bella Rosa
Guibourtia Arnoldiana
Benge
Detarium Senegalese
Boire
Guibourtia Demeusil
Bubinga
Prioria Copaifera
Cativo
Antiaris Africana
Cancan
Dalbergia Retusa
Concobolo
Cordia Spp.
Cordia
Diospyros Spp.
Ebony
Aucoumea Klaineanal
Gaboon
Chlorophora Excelsa
Iroko
Acacia Koa
Koa
Pterygota Macrocarda
Koto
Shorea Negrosensis
Red Luan
Pentacme Controta
White Luan
Shorea Polysperma
Tanguile
Terminalia Superba
Limba
Aniba Duckei
Louro
Khaya Ivorensis
African Mahogany
Swietenia Macrophylla
American Mahogany
Tieghemella Heckelii
Makore
Distemonanthus Benthamianus
Movingui
Pterocarpus Soyauxii
African Paduak
Pterocarpus Angolensis
Angola Paduak
Aspidosperma Spp.
Peroba
Peltogyne Spp.
Purpleheart
Gonystylus Spp.
Rasmin
Dalbergia Spp.
Rosewood
Entandrophragma Cylindricum
Sapele
Shorea Philippinensis
Sonora
Tectona Grandis
Teak
Lovoa Trichiliodes
Tigerwood
Milletia Laurentii
Wenge
Microberlinia Brazzavillensis
Zebrawood
C. Exemptions: The City Council may exempt an item or product from the requirements of
this section upon evidence that such item or product has no acceptable non -tropical
wood equivalent, or is required in a designated historical building; and
D. Directing City staff to modify its procedures regarding purchasing by requiring each wood
vendor to note on each invoice for wood products supplied to the City of Santa Clarita the
identity of the manufacturer of
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the products, and that the material supplied is not 'tropical wood, and. each
Public Vorks general contractor shall certify that no tropical hardwoods are
being used by prime or subcontractors In the avarded. project.
SECTION 2. The City Clerk shall certify to the adoption Of this
resolution and certify this record to be'a full. true. correct
action taken. copy Of the
PASSED AND APPROVED this --Ah— day of -0--tober 1$ 91
IXUAYOR
ATTESTS
L CLEF
C TY LERK
TY Clop'
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the City
CO=Cil Of the City of Santa Clarita at & regular meeting thereof,held on
the --8t—h day of October by the foil
the Councils of
AYESs COUNCILMEMBERSs
NOES a COUNCILMMERS:
ABSENTS COUNCILHEIGEUs
tie- --
Da=y, Heidt, Klajic., McKeon, Boyer -
Now
Norse
T7Y CLERK P&P,
Appendix C 4
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APPENDIX
STATE OF CALIFORNIA CO-OPERATIVE
PURCHASING RESOLUTION 89-85
APPENDIX
RESOLUTION No. $9.95
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF SANTA CLARITA, CALIFORNIA,
AUTHORIZING THE STATE OF CALIFORNIA,
DEPARTMENT OF GENERAL SERVICES, TO
PURCHASE MATERIALS, SUPPLIES AND
EQUIPMENT FOR THE CITY OF SANTA CLARITA
WHEREAS, the Department of General Services of the
State of California is authorized to make purchases of materials,
equipment. or supplies for local entities; such as the City of Santa
Clarita; and
VEMAS, the City of Santa Clarita would receive
economic benefits by authorizing the State of California to make
such purchases.
NOW, THEREFORE, TId CITY COUNCIL OF THE CITY OF SANTA
CLARITA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOVS:
SECTION 1. That 'the- Office of Procurement.
-
Department of General Services of the State of California, is hereby
authorized to purchase certain materials, supplies and equipment for
and on behalf of the City Of Santa Clarita upon the request of the
City Manager, who is hereby authorized and.. directed to sign and
deliver all necessary requests and other documents in connection
therewith for and on behalf of the city of Santa Clarlta.
SECTION 2. That the City Clerk shill. certify to the,
adoption of this resolution.
of July PASSED, APPROVED AND ADOPTED this 5 j, h_djLy
XAYOR
ATTEST:
'
Purchasing Policy .,.1.gn.g.g.[y -9 Appendix E Page 1
Packet Pg. 98
I HEREBY CERTIFY that the foregoing Resolution was
duly adopted by the City Council. Of the City
of Santa Clarity
on the —25th day of t a regular meeting thereof. held
Jil I V 19 9
folloving vote of the Council: by the
AYES: COUNCILMMERS Darcyt'KOontz, MCKO . on, Heidt
HOES: COdNCnXMERS None f�
ABSENT: COUNCILMMERS Boyer zz,�� �i A A
5�
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APPENDIX
CITY COUNCIL AGENDA ACTION AUTHORIZING CO-
OPERATIVE AND "PIGGY BACK" PURCHASING JULY
11,1995
A RT
City Manager ApprovalIx
ItcM to be presented. by:
CL
CONSENT CALENDAR
.2
DATE: 1995 0
CL
SUBJECT: Use Of Competitive and co-operative urchasing agreements,
U)
DEPARTMENT. Administrative services
cn
CL
RACKGROMM :t-
ne Santa Clarita Municipal Code (S-C-M,C-) outlines the requirements for competition based
on the type of material or service needed as well as the estimated cost. Basically, purchases of
$500 or more require quotes or bids ftorn at least three sources, Other options exist to ensure
the requirements of the S.C,M.C'. are met including co-operative and 'piggyback," purchasing.
CO-cperativO purchasing consists of combining the news or multiple agencies into a single
solicitation, for bids. The action of 'piggybacking, entails placing orders against an existing
contract of another agency.
Using these types of arrangements allow smaller agerxics to ti
ro econornieso f
ize he scale and
cost savings typically achieved through volume buying. Additional savings may also be
realized as the paperwork anal staff time involved i na typical purchase is, significantly reduced.
The primary intent of the City's policy, of competition is to ensure, the City receives the best
value for it's money. The purchasing section aggressively seeks methods to achieve this end.
Use of co-operative and 'piggybacr purchasing satisfy this requirement.
Approve the usage of co-operative purchasing agrw, ments and pumbasnagainst competitive
contracts let by another government agency(piggyback:ing'" .
P0AGZN_AVD
Purchasing Policy -9
Appendix F Page 1
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APPENDIX G
ORDINANCE NO. 04-12
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF SANTA CLARITA AMENDING CHAPTER 12 OF
TITLE 3 OF THE MUNICIPAL CODE RELATING TO
PURCHASING CODES
Whereas, the City of Santa Clarita endeavors to purchase the highest quality supplies and goods,
at the most reasonable and economical cost; and,
Whereas, the City of Santa Clarita desires to promote business within the City and to encourage
businesses to locate and remain within the City; and,
CL
Whereas, the City Council of the City of Santa Clarita, after review and upon study and
recommendation of staff, finds and determines that modifications are necessary in the purchasing system
to be reflected in an amended Chapter 3.12 of the Santa Clarita Municipal Code to provide the City of
Santa Clarita with a method of purchasing the highest quality supplies and goods, at the most reasonable
and economical cost, while simultaneously promoting business within the City and encouraging
businesses to locate and remain within the City.
NOW, THEREFORE, the City Council of the City of Santa Clarita, California does hereby ordain as
follows;
Section 1. That the Municipal Code is hereby amended at Section 3.12.120, relating to formal bid
procedures, to read as follows:
3.12.120 Formal (sealed) Bid Procedures. Except as otherwise provided herein, purchases of supplies,
equipment and services (other than professional) of an estimated value greater than twenty
thousand dollars ($20,000) shall be awarded to the lowest responsible bidder, or the highest
scoring bidder of the multiple criteria award process, pursuant to the formal bid procedures
described in Sections 3.12.200 and 3.12.205 hereinafter prescribed. Formal bids as used in this
context includes any solicitation following the procedures prescribed below including, but not
limited to, invitations to bid and requests for proposal.
Section 2. That the Municipal Code is hereby amended at Section 3.12.200, relating to award of formal
bids, to read as follows:
3.12.200 Award of Formal Bid Contracts. Except as otherwise provided herein, formal bid contracts
exceeding fifty thousand dollars ($50,000) shall be awarded by the City Council to the lowest
responsible bidder or the highest scoring bidder of the multiple criteria award process subject to
the application of Section 3.12.205. Formal bid contracts of fifty thousand ($50,000) or less may
be awarded by the Purchasing Officer (or designee) subject to the application of Section
3.12.205. The determination of "lowest responsible bidder" shall be at the discretion of the City
Council pursuant to findings and recommendations presented by the Purchasing Officer (or
designee) at the time of award of contracts over fifty thousand dollars ($50,000.00).
Section 3. That the Municipal Code is hereby amended to introduce Section 3.12.205, relating to support
of local businesses, to read as follows:
3.12.205 Support of Santa Clarita Businesses.
A. Should the bidder that submits the lowest responsive bid or quote and would otherwise normally
qualify to receive the bid pursuant to Sections 3.12.120, 3.12.200 and 3.12.230 of the City of
Santa Clarita Municipal Code not be a Santa Clarita business as defined herein, the lowest bid
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oruote submitted by a Santa Clarita business that is within five percent (5%) of the lowest bid or
quote, whether or not that bidder is the second lowest bidder, may be deemed to be the lowest
bidder if the bidder agree to reduce its bid to match the bid or quote of the lowest bidder in writing
within one business day, and providing that the Purchasing Officer, or designee, determines that
said Santa Clarita bidder is a responsible bidder submitting a bid or quote that is responsive to
the City's specifications, terms and conditions and the application of this Section is appropriate.
B. If the lowest Santa Clarita bidder within five percent (5%) of the lowest bid or quote does not elect to
reduce its bid or quote to match the bid or quote of the lowest bidder, then the next lowest Santa
Clarita bidder shall be given the opportunity to match the bid or quote of the lowest bidder as set
forth above, providing that this bidder is also within 5% of the lowest bid or quote that has been
deemed responsive.
C. To qualify as a Santa Clarita bidder, the bidder must have a physical presence within the Santa Clarita
city limits by maintaining a permanent office, factory or other facility carried on the business'
records with at least one employee of the company operating out of said facility. The Purchasing
Officer, or designee, is hereby granted the authority to finally determine if the bidder qualifies as a
Santa Clarita bidder as set forth herein. The Purchasing Officer, or designee, may take into
account the permanency of the business in Santa Clarita, and whether the business appears to
CL
be claiming to be a Santa Clarita business solely or primarily to qualify for the contract award, and
any other material factors.
2
D. This support of local business policy shall only apply to supplies, material and equipment required for
0
the conduct of City business, except where prohibited by State or Federal law, and it shall only
apply to purchases and contracts greater than two thousand dollars ($2,000).
E. No contract awarded to a Santa Clarita business under this Section shall be assigned or
subcontracted in any manner that permits more than fifty percent (50%) or more of the dollar
value of the contract to be performed by an entity that is not a Santa Clarita business as defined
herein.
F. Solicitations for bids or quotes must include notice of this Section.
Section 4. That the Municipal Code is hereby amended at Section 3.12.210, relating to tie formal bids, to
read as follows:
3.12.210 Tie Formal Bids. If two (2) or more formal bids received are for the same total amount or unit
price, quality and service being equal, and if the public interest will not permit the delay of readvertising for
bids, the City Council, or Purchasing Officer (or designee) for bids of $50,000 or less, may in its discretion
accept the one it chooses or accept the lowest bid made by and after negotiation with the tie bidders at the
time of the bid opening or award of contract.
Section 5. That the Municipal Code is hereby amended at Section 3.12.230, relating to the open market
or informal bid procedure, to read as follows:
3.12.230 Open Market or Informal Bid Procedure. Purchases of supplies, equipment and services (other
than professional) of an estimated value in the amount of twenty thousand dollars ($20,000) or
less may be made by the Purchasing Agent in the open market pursuant to the procedure
prescribed in Sections 3.12.240 through 3.12.260 and without observing the procedure
prescribed in Sections 3.12.120 through 3.12.215; provided, however, all bidding may be
dispensed with for purchases of supplies and equipment having a total estimated value of less
than two thousand dollars ($2,000). Quotes as used in this context include any solicitation
following the procedures described below including, but not limited to, requests for quote to bid
and requests for proposal (of twenty thousand dollars ($20,000) or less).
Section 6. That the Municipal Code is hereby amended at Section 3.12.240, relating to the minimum
number of quotes, to read as follows:
3.12.240 Minimum Number of Quotes. Open market purchases shall, wherever possible, be based on at
least three (3) quotes, and shall be awarded to the quoter offering the most advantageous quote
to the City after consideration of price, quality, durability, servicing, delivery time, standardization,
and other factors subject to the application of Section 3.12.205.
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Section 7. That the Municipal Code is hereby amended at Section 3.12.260, relating to record of quotes,
to read as follows:
3.12.260 Record of Quotes. The Purchasing Agent shall keep a written record of all purchases of two
thousand dollars ($2,000) or more, whether accomplished by formal bid (Sections 3.12.120
through 3.12.215), quote (Sections 3.12.230 and 3.12.270), or through no bid at all (Sections
3.12.230 and 3.12.270). All records so kept shall be available for public inspection and shall be
subject to destruction in accordance with the City's retention schedule.
Section 8. That the Municipal Code is hereby amended at Section 3.12.270, relating to exceptions to
competitive bidding requirement, to read as follows:
3.12.270 Exceptions to Competitive Bidding Requirement. T Notwithstanding any provision of this chapter
to the contrary, the competitive bidding procedures and requirements may be dispensed with in any of the
following instances:
A. When the estimated amount involved is less than two thousand dollars ($2,000);
B. When the commodity can be obtained from only one vendor; CL
C. The City Manager and/or his/her designee may authorize the purchase of materials, supplies,
equipment and services where an emergency is deemed to exist and it is determined that service involving .2
the public health, safety or welfare would be interrupted if the normal procedure were followed. All 0
emergency purchases, which would otherwise require formal bidding procedures, made pursuant to this
Section shall be submitted to the City Council for ratification at the next regular Council meeting after the
purchase is authorized;
D. Any request to waive competition for a procurement not covered by the exceptions herein must be
approved by the City Council;
E. Any agreement involving acquisition of supplies, equipment or service entered into with another
governmental entity;
F. In the event the City Council finds that it is in the public interest and necessity to purchase supplies,
equipment or services without compliance with the formal contract procedures set forth in this section, the
City Council may waive such procedures by declaring so in a motion or resolution.
Section 9. This ordinance shall be in full force and effect thirty (30) days from its passage and adoption.
Section 10. That the City Clerk shall certify to the passage of this Ordinance and shall cause it to be
published as required by law.
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Ordinance No. 04-5
Page 4
PASSED, APPROVED AND ADOPTED this S'h day of June, 2004.
ATTEST:
CITY CLERK
CL
.2
STATE OF CALIFORNIA 0
COUNTY OF LOS ANGELES Ss' 0-
CITY OF SANTA CLARITA 0
.S
U)
I, Sharon L. Dawson, CMC, City Clerk of the City of Santa Clarita, do hereby certify that
the foregoing Ordinance No. 04-5 was regularly introduced and placed upon its first reading at a
regular meeting of the City Council on the 25d' day of May, 2004. That thereafter, said
Ordinance was duly passed and adopted at a regular meeting of the City Council on the 8"' day of
June, 2004, by the following vote, to wit:
AYES: COUNCILNffiMBERS. Ferry, McLean, Smyth, Weste, Kellar
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILAIEMBERS: None
CITY CLERK
Purchasing Policy --9 ge
Appendix G Page 5
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ORDINANCE NO. 09-6
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF SANTA CLARITA AMENDING CHAPTERS 12 AND
14 OF TITLE 3 OF THE MUNICIPAL CODE RELATING
TO PURCHASING CODES
This Ordinance is not reproduced here because of its length and the fact the pertinent change consisted
solely of increasing the Shop Santa Clarita percentage from 5 to 10%.
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1
1
0
APPENDIX H
RESOLUTION NO. 09-101
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF SANTA CLARITA, CALIFORNIA,
FOR THE ADOPTION OF A PROGRAM REGARDING
ENVIRONMENTALLY PREFERABLE PURCHASING
WHEREAS, it is the policy of the City of Santa Clarita to use products and services that
have reduced impacts on human health and the environment; and
WHEREAS, the Environmentally Preferable Purchasing program will have a beneficial
effect on the citizens of the City; and
WHEREAS, the combined governments of the United States spending exceeds more than
a trillion dollars worth of goods and services each year; and
WHEREAS, the City's leadership role in helping protect the environment with a EPP
program will serve as a model for local businesses and private industry; and
WHEREAS, the Environmentally Preferable Purchasing program will build onto the
previously approved recycled product procurement resolution (93-09) to enhance working to
conserve the natural resources entering the waste stream.
NOW, THEREFORE, the City Council of the City of Santa Clarita does hereby resolve
as follows:
SECTION 1. The City Council hereby adopts the attached policy.
SECTION 2. The City Clerk shall certify to the adoption of this Resolution.
PASSED, APPROVED, AND ADOPTED this 24th day ofNovemb 2009.
MAYOR
ATTEST:
CITY CLERK
o I
� F-
I
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STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF SANTA CLARITA )
1, Sharon L. Dawson, MMC, City Clerk of the City of Santa Clarita, do hereby certify that
the foregoing Resolution was duly adopted by the City Council of the City of Santa Clarita at a
regular meeting thereof, held on the 24th day of November, 2009, by the following vote:
AYES: CO'UNCILMEMBERS: Weste, McLean, Ender, Kellar, Ferry
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
2
CITY CLERK
1
F-1
1
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1
1
1
CITY OF SANTA CLARITA
POLICY/PROCEDURE
NUMBER U-26
SUBJECT
ENVIRONMENTALLY PREFERABLE
PURCHASING PROGRAM
ORIGINAL ISSUE 12/31/2009
EFFECTIVE 12/31/2009
CURRENT ISSUE
EFFECTIVE
CATEGORY:
ADMINISTRATION
SUPERSEDES
RESPONSIBLE DEPARTMENT: ADMINISTRATNE
SERVICES
STANDARD MANAGEMENT PROCEDURE
PURPOSE
The purpose is of this Standard Management Procedure is to establish the procedures to be followed for the
purchasing of services, supplies, or equipment in the most sustainable manner.
POLICY
SUSTAINABLE SANTA CLARITA
ENVIRONMENTALLY PREFERABLE PURCHASING PROGRAM
SECTION 1.0 - STATEMENT OF POLICY
It is the policy of City of Santa Clarita to;
• purchase products that minimize environmental impacts, toxins, pollution, and hazards to worker and
community safety to the greatest extent practicable,
• institute practices that reduce waste and minimize environmental impacts whenever practicable and cost-
effective by increasing product efficiency and effectiveness, but without reducing safety or workplace
quality while promoting the fair treatment of all races, cultures and incomes with respect to this policy,
• purchase products that include recycled content, are durable and long-lasting, conserve energy and water,
use agricultural fibers and residues, reduce greenhouse gas emissions, use unbleached or chlorine free
manufacturing processes, are lead-free and mercury -free, and use wood from sustamably harvested forests,
• adopt Environmentally Preferable Purchasing (EPP) processes in support of the City's Sustainability Plan,
and
• encourage vendors, contractors and grantees to implement this program for all products and services
provided to City of Santa Clanta.
SECTION 2.0 - PURPOSE
This Program is adopted in order to:
• conserve natural resources,
• minimize environmental impacts such as pollution and use of water and energy,
• eliminate or reduce toxins that create hazards to workers and our community,
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• support strong recycling markets,
• reduce materials that are landfilled,
• identify environmentally preferable products and distribution systems,
• increase the use and availability of environmentally preferable products that protect the environment,
• reward manufacturers and vendors that reduce environmental impacts in their production and distribution
systems,
+ create a model for successfully purchasing environmentally preferable products that encourages other
purchasers in our community to adopt similar goals.
SECTION 3.0 - SPECIFICATIONS
3.1 Source Reduction
3.1.1 City of Santa Clarita shall institute practices that reduce waste and result in the purchase of fewer
products whenever practicable and cost-effective, but without reducing safety or workplace quality,
including but not limited to:
• electronic communication instead of printed media,
• double -sided photocopying and printing,
• washable and reusable dishes and utensils,
• rechargeable batteries,
• streamlining and computerizing forms,
• electronic and "online" publishing via CD, Internet and intranet,
• "on -demand" printing of documents and reports as they are needed and where electronic publishing
would be unsatisfactory,
• leasing long -life products when service agreements support maintenance and repair rather than new
purchases, such as carpets,
• sharing equipment and occasional use items such as chippers,
• choosing durable products rather than disposable,
• reducing product weight or thickness when effectiveness is not jeopardized in products such as, but
not limited to, paper and plastic liner bags,
• buying in bulk, when storage and operations exist to support it and balanced with the costs of
inventory management,
• reusing products such as, but not limited to, file folders, storage boxes, office supplies, and
furnisbings.
3.1.2 City of Santa Clarita shall purchase remanufactured products such as laser toner
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furniture, equipment and automotive parts and fluids whenever practicable, but without reducing safety,
quality or effectiveness.
3.1.3 City of Santa Clarita shall require all equipment bought after the adoption of this program to be
compatible with source reduction goals and practices when practicable, including but not limited to:
• copiers and printers capable of duplexing,
• battery -operated equipment capable of being recharged or using rechargeable batteries,
• dishwashing equipment, when washable and reusable dishes and utensils are practicable,
• bulk storage and operation.
3.1.4 All buyers shall evaluate short-term and long-term costs in comparing product alternatives, when
feasible. This includes consideration of total costs expected during the time a product is owned, including,
but not limited to, acquisition, extended warranties, operation, supplies, maintenance, disposal costs and
expected lifetime compared to other alternatives. Examples of products for which such cost comparisons
can indicate significant differences between short- and long-term costs include, but are not limited to,
janitorial towels and tissues, parking stops, park benches and tables, office equipment, software and
vehicles.
3.1.5 Products that are durable, long lasting, reusable or refillable are preferred whenever feasible
3.2 Recycled Content Products
3.2.1 A significant element of reducing waste contributions to landfills is recycling. Recognizing the
impact of government spending on stimulating the recycling industry, the State has imposed requirements
on the procurement of recycled products by local agencies. The California Public Contract Code (PCC)
Sections 22150-22154 outline these requirements. The City will give preference to buying the recycled
content products as outlined in the PCC whenever recycled products are available at the same or lesser cost
and fitness and quality are equal. Also in accordance with the PCC, the City will require the vendor to
certify the recycled content of the products being provided.
3.2.2 City staff shall strive to incorporate the requirements the U.S. EPA has established for various
materials, such as those for construction, landscaping, parks and recreation, transportation, vehicles,
miscellaneous, and non -paper office products. The programs are known as the Comprehensive Procurement
Guidelines (CPG) and Recovered Materials Advisory Notice (RMAN). These programs are updated
periodically to identify categories of material for which there are recycled content alternatives and the
recommended recycled contents.
3.2.3 Janitorial paper products shall contain the highest postconsumer content practicable, but no less than
the minimum recycled content standards established by the U.S. EPA Guidelines.
3.2.4 Printing paper, office paper, and paper products shall contain the highest postconsumer content
practicable, but no less than the minimum recycled content standards established by the United States
Environmental Protection Agency (U.S. EPA) Guidelines (see Definitions).
3.2.5 Copiers and printers bought shall be compatible with the use of recycled content products. When
necessary, suppliers shall train equipment maintenance personnel in the appropriate use of recycled
products with their equipment.
3.2.6 In accordance with California Public Contract Code, Sec. 10409, City of Santa Clarita shall purchase
recycled lubricating and industrial oil for use in its vehicles and other equipment, as long as it is certified by
the American Petroleum Institute (API) as appropriate for use in such equipment (see htt_ k_r1Iafli
en.ani.orglauality/index.cfm for information about API's Engine Oil Licensing and Certification System).
3.2.7 When specifying asphalt concrete, aggregate base or portland cement concrete for road construction
projects, City of Santa Clarita shall use recycled, reusable or reground materials when practicable,
including, but not limited to, in -place recycling of asphalt concrete, aggregate base and portland cement
concrete; rubberized asphalt concrete; recycled aggregate base; recycled fly ash content concrete or recycled
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asphalt concrete.
3.2,8 City of Santa Clanta shall specify and purchase recycled -content transportation products, including
signs, cones, parking stops, delineators, and barricades, including recycled products approved by the
California Department of Transportation (Caltrans).
3.2.9 City of Santa Clarita shall specify and purchase carpet with 100% total recycled PVC backing,
solution dyed nylon face fiber and permanent or durable anti -microbial treatment. hi addition, the City
should aim for producer responsibility for accepting old carpet for recycling to ensure future needs for
carpet replacement will include the recycling of old carpet.
3.3 Forest Conservation
3.3.1 To the greatest extent practicable, City of Santa Clarita shall not procure wood products such as
lumber and paper that originate from forests harvested in an environmentally unsustainable manner. When
possible, City of Santa Clarita shall give preference to wood products that are certified to be sustainably
harvested by a comprehensive, performance -based certification system, such as the Forest Stewardship
Council. Further guidance may be found in the City of Santa Clarita's Hardwood resolution.
3A Toxins and Pollution
3.4.1 When replacing vehicles, regular diesel shall be phased out and replaced with less polluting
alternatives such as low sulfur or bio-diesel, gasoline, compressed natural gas, biobased fuels, hybrids,
hydrogen fuel cells and electric batteries.
3.4.2. To the extent practicable, no cleaning or disinfecting products (i.e. forjanitorial or automotive use)
shall contain ingredients that are eye or skin irritants, neurotoxins, carcinogens, mutagens, or teratogens.
These mclude chemicals listed by the U.S. EPA or the National Institute for Occupational Safety and Health
on the Toxics Release Inventory and those listed under Proposition 65 by the California Office of
Environmental Health Hazard Assessment. If products must be used that contain these toxic materials,
ensure that only the mmimum amounts are used and the product is disposed of properly (see Definitions).
To the extent practicable, cleaning or disinfecting products should include biodegradability, be in
concentrated form, be non -aerosol and have a recyclable container made of plastic numbers 1 or 2.
3.4.3 The use of chlorofluarocarbon-containing refrigerants, solvents and other products shall be phased out
and new purchases shall not contain them.
3.4.4 All surfactants and detergents shall be readily biodegradable and, where practicable, shall not contain
phosphates.
3.4.5 All interior paint shall contain the lowest concentrations practicable of volatile organic compounds
(VOCs), but as a minimum shall not exceed 50 grams VOC per liter (50g1l) for flat paint and 150 grams per
liter (150g11) for non -flat paints, as determined in accordance with U.S. EPA Test Method 24, CFR Title 40,
Part 60, Appendix A. For exterior paints, preference shall be given to paints containing at least 50 percent
recycled content (post-industrial and postconsumer) and/or VOC concentrations less than 150gll (U.S. EPA
Test Method 24). All adhesives shall meet South Coast Air Quality Management District Rule 1168.
3.4.6 City of Santa Clarita shall reduce or eliminate its use of products that contribute to the formation of
dioxins and furans. This includes, but is not limited tw
• Purchasing paper, paper products, and janitorial paper products that are unbleached or that are
processed without chlorine or chlorine derivatives, whenever possible. Processed chlorine free
(PCF) paper is preferred. Elemental chlorine free (ECF) processes should include enhanced
processes such as extended and oxygen delignification whenever possible. Vendors and successful
bidders shall supply certification of the paper's chlorine free processing status from either a
recognized certifying organization or the pulp and paper manufacturer.
Prohibiting purchase of products that use polyvinyl chloride (PVC) such as, but not limited to,
binders, flooring, and medical supplies whenever practicable.
3.4.7 City of Santa Clanta shall purchase products and equipment with no lead or mercury whenever
possible, including automotive vehicles, equipment and lighting. For products that contain lead or mercury,
City of Santa Clarita shall give preference to those products with lower quantities of these metals and to
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vendors with established lead and mercury recovery programs.
3.4.8 To facilitate the reprocessing of paper waste the City shall call for the use of soy/vegetable based inks
for all printing. Graphics will continually monitor industry trends towards more environmentally friendly
inks.
3.5 Energy and Water Savings
3.5.1 Where applicable, energy -efficient equipment shall be purchased with the most up-to-date energy
efficiency functions. When necessary, suppliers or manufacturers shall train equipment operators and
maintenance personnel in the proper enabling and use of energy efficient and sleep anode functions on their
equipment. New and replacement equipment/fixtures will incorporate the requirements of this section.
3.5.2 When practicable, City of Santa Clarita shall replace inefficient lighting with energy efficient
equipment. Incandescent, mercury vapor and Ti 2 fluorescent lamps should be replaced with compact
fluorescent lamps, high -intensity discharge (HID) fixtures and low -mercury T8 or T5 fluorescent lamps.
The magnetic ballasts used in older fluorescent lighting should be replaced with electronic ballasts. New
lighting should be designed to use no more than 85% of the power allowed by Title 24 Energy Code.
purchasers shall require vendors to recycle discarded lighting fixtures and lamps appropriately, with an
emphasis on lowering mercury levels in energy efficient lighting. Staff will continue to investigate
technologies that reduce the energy requirements of existing lighting such as sensors, timers and frequency
regulators.
3.5.3 All appliances purchased by City of Santa Clarita and for which the U. S. EPA Energy Star
certification is available shall meet Energy Star certification. Typically, this would include motors/pumps,
exhaust fans, water beaters, computers, exit signs, water coolers and appliances such as refrigerators,
dishwashers and microwave ovens.
3.5.4 When Energy Star labels are not available, choose energy efficient products that are in the upper 25%
of energy efficiency as designated by the Federal Energy Management Program,
3.5.5 Wherever City of Santa Clarita replaces roofs, Energy Star -qualifying roof materials shall be used.
3.5.6 City of Santa Clarita shall purchase high efficiency space heating systems that use natural gas rather
than electricity, and have an annual fuel utilization efficiency (AFUE) of 0.86 or greater, whenever
practicable
3.5.7 City of Santa Clarita shall purchase high efficiency space cooling equipment with an energy efficiency
rating (EER) of 11.5 or greater, whenever practicable.
3.5.8 City of Santa Clarita shall purchase water -saving products whenever practicable.
3.6 Green Building - Construction and Renovations
3.6.1 Proposals for project design will include fundamental building systems commissioning services
(preferably independent of the design team) for independent review of plans and designs, participation in
design charettes, to ensure building systems function as designed, to review outstanding commissioning
issues within one year of project completion, and provide building operations/maintenance staff training and
a building systems manual. ,
3.6.2 All building and renovations undertaken by City of Santa Clarita shall follow Green Building practices
for design, construction, and operation, as specified in the appropriate US Green Building Council
Leadership in Energy and Environmental DesignTM (LEED) criteria.
3.6.3 All newly constructed City of Santa Clarita-sponsored buildings shall incorporate sufficient green
building methods and techniques to qualify for the equivalent of a LEEDTM Rating System Silver
certification (see Definitions).
3,6.4 Renovation of City of Santa Clarita-sponsored buildings shall achieve as many pre -requisites and
credits as feasible as described in the LEEDTM Rating System for Existing Buildings Pilot Phase and any
subsequent version adopted (see Definitions).
3.6.5 City of Santa Clarita shall work with residents, businesses, and other members of the community,
including architects, builders and contractors, to encourage private development within the City to use green
building methods and practices and to achieve standards set by LEEDTM for commercial buildings and the
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in consultation with appropriate City departments.
3.7 Waste Minimization
3.7.1 City of Santa Clarita requires vendors to eliminate packaging or use the minimum amount necessary
for product protection, to the greatest extent practicable.
3.7.2 Packaging that is reusable, recyclable or compostable is preferred, when suitable uses and programs
exist.
3.7.3 Vendors shall be encouraged to take back and reuse pallets and packaging materials.
3.7.4 Suppliers of electronic equipment, including but not limited to computers, monitors, printers, and
copiers, shall be required to take back equipment for reuse or environmentally safe recycling when City of
Santa Clarita discards or replaces such equipment, whenever possible.
3.8 Landscaping
3.8.1 Workers and contractors providing landscaping services for City of Santa Clarita shall employ
sustainable landscape management practices whenever possible, including:
• The use of Integrated Pest Management (IPM), including minimal pesticide use is encouraged.
• Grasscycling (leaving the clippings on the lawn) or mulching mowers is required for at least 54% of
all mowings.
• Pruning shall be done on an as needed basis. Thinning is the preferred method of pruning. Minimal
heading or shearing is encouraged.
• Fertilizing should be done on an as needed basis, as indicated by a soil analysis. Slow release and/or
organic fertilizers are preferred.
• Irrigation scheduling based on weather (evapo-transpiration rates) is required whenever possible.
Drip irrigation is preferred whenever practical.
• Turf areas where drip irrigation is not appropriate should be limited to walling and play surfaces.
All other landscaping (such as for views) should be accomplished with low-water plantings.
• Recycling of plant debris by composting and/or maintaining a minimum 2-inch layer of mulch
under all trees, shrubs and groundcovers and a minimum 3-mch layer in all open areas is strongly
encouraged. Allowing leaf drop to become part of the mulch layer in tree, shrub and groundcover
areas is preferred.
3.8.2 Plants should be selected to minimize waste by choosing species that are appropriate to the
microchmate, species that can grow to their natural size in the space allotted them and perennials rather than
annuals for color. Native and drought -tolerant plants that require no or minimal watering once established
are preferred.
3.8.3 To the greatest extent practicable, City of Santa Clarita shall not procure mulch products that originate
from forest products. When possible, City of Santa Clarita shall give preference to mulch products that are
produced on -site or from regionally generated plant debris.
3.8.4 To the greatest extent practicable, City of Santa Clarita shall procure compost that is produced from
feedstock that includes at least 50%, by volume, regionally generated plant debris and/or food waste and
less than 0.5% by volume, physical contaminants. The compost shall be processed in accordance with
California Code of Regulations, Title 14, Chapter 3, Article 7, Sections 17868.2-3 to promote pathogen
reduction and weed seed kill and minimize heavy metal concentrations.
3.8.5 Hardscapes and landscape structures constructed of recycled content materials are encouraged.
Concrete substitutes are encouraged for walkways, such as rosin emulsion paving.
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3.9 Agricultural Bio-Based Products
3.9.1 Vehicle fuels made from non -wood, plant -based contents such as vegetable oils are encouraged
whenever practicable.
3.9.2 Paper, paper products and construction products made from non -wood, plant -based contents such as
agricultural crops and residues are encouraged whenever practicable.
3.10 Electronics
3.10.1 As technology advances have brought about an exponential increase in the manufacture of electronic
items, the impact of obsolescence caused waste has been significant. Changing technology has brought the
life expectancy of some items down to as little as two years. Additionally, current electronics manufacture
is resource intensive and involves some toxic materials such as heavy metals. A maximum preference of 5%
of price or 5% of the total points possible may be awarded for vendor products meeting any of the criteria
specified in 3.9.2 through 3.9.4.
3.10.2 Electronic equipment procurement policies shall seek to preserve resources by reducing the purchase
frequency and pursuing upgrade opportunities to the extent feasible. Items containing more than 20%
recycled material by content may qualify for a preference.
3.103 Acquisitions for electronic equipment should include "take back" provisions. Vendors shall be
required to accept replaced equipment for recycling and proper disposal. Where possible, acquisitions shall
require vendor to accept equipment back for recycling and proper disposal when it has reached the end of its
useful life or is no longer working.
3.10.4 To assist in managing a rapidly changing technology, the Environmental Protection Agency (EPA)
encouraged the development of a certification standard for sustainable electronic equipment, beginning with
personal computers, under a grant to the Green Electronics Council. This program evolved mto the
Electronic Product Environmental Assessment Tool (EPEAT). In January of 2007 Executive Order 13423
required all federal agencies to purchase at 95% of all electronics from the EPEAT list of registered
products unless there was no standard available for the equipment purchased. Recognizing that electronics
is one of the fastest growing sources of hazardous waste, the City will purchase at least 95% of all
electronic products from the list of EPEAT registered equipment where there exists an EPEAT standard.
Further, the City will make at least 85% of its purchases from the Silver level tier or above.
3.10.5 Specifications for electronic equipment shall give preference to equipment manufactured with less
toxic components or processes.
3.10.6 Upon installation, electronic equipment will have all energy management features activated as the
default setting.
SECTION 4.0 - DEFINITIONS
"Agricultural Bio-Based Products" means commercial or industrial products (other than food or feed) that
utilize agricultural crops or residues but does not include products made from forestry materials.
"Buyer" means anyone authorized to purchase on behalf of this jurisdiction or its subdivisions.
"Chlorine free" means products processed without chlorine or chlorine derivatives.
"Contractor" means any person, group of persons, business, consultant, designing architect, association,
partnership, corporation, supplier, vendor or other entity that has a contract with City of Santa Clarita or
serves in a subcontracting capacity with an entity having a contract with City of Santa Clarita for the
provision of goods or services.
"Dioxins and furans" are a group of chemical compounds that are classified as persistent, bioaccumulative,
and toxic by the Environmental Protection Agency.
"Elemental Chlorine Free" (ECF) bleaching processes replace elemental chlorine gas with a chlorine
derivative as the bleaching agent. There is a wide range of different bleaching sequences covered under this
term. While all ECF processes significantly reduce the amount of dioxins created in the bleaching process,
those that include enbanced processes such as extended and oxygen delignification achieve the greatest
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reduction.
"Energy Star" means the U.S. EPA's energy efficiency product labeling program described at
http://www.energystar. Rov.
"Energy Efficient Product" means a product that is in the upper 25% of energy efficiency for all similar
products, or that is at least 10% more efficient than the minimum level that meets Federal standards.
The "Forest Stewardship Council" is a global organization that certifies responsible, on -the -ground forest
management according to rigorous standards developed by a broad variety of stakeholder groups
(http://fsous.org/html/).
"LEED" Rating System" means the self -assessing system, Leadership in Energy and Environmental Design,
developed by the U.S. Green Building Council designed for rating new and existing commercial,
institutional, and high-rise residential buildings. Credits are earned for satisfying defined criteria and
standards. Different levels of green building certification are awarded based on the total credits earned. The
LEEDTm Green Building Rating System is described at httn://www.us be c.org.
"Postconsumer-Material'-'means a finished -material which would normally be disposed of-as.a solid waste,
having reached its intended end -use and completed its life cycle as a consumer item, and does not include
manufacturing or converting wastes.
"Practical" and "Practicable" mean whenever possible and compatible with state and federal law, without
reducing safety, quality, or effectiveness.
"Preconsumer Material" means material or by-products generated after manufacture of a product is
completed but before the product reaches the end -use consumer. Preconsumer material does not include mill
and manufacturing trim, scrap, or broke which is generated at a manufacturing site and commonly reused
on -site in the same or another manufacturing process.
"Processed Chlorine Free (PCF)" refers to a recycled product in which the recycled content is produced
using no chlorine or chlorine derivatives. Any virgin content in the product must also be produced in a
chlorine free system.
"Proposition 65" means a list of chemicals that are known to the State of California to cause cancer, birth
defects or other reproductive harm. The list is maintained by the California Office of Environmental Health
Hazard Assessment (http:l/www.oeblia.ca.fzov/pM65,htm]).
"Recovered Material" means fragments of products or finished products of a manufacturing process, which
has converted a resource into a commodity of real economic value, and includes preconsumer and
postconsumer material but does not include excess resources of the manufacturing process.
"Recycled Content" means the percentage of recovered material, including preconsumer and postconsumer
materials, in a product.
"Recycled Content Standard" means the minimum level of recovered material and/or postconsumer material
necessary for products to qualify as "recycled products."
"Recycled Product" means a product that meets City of Santa Clarita's recycled content policy objectives for
postconsumer and recovered material.
"Remanufactured Product" means any product diverted from the supply of discarded materials by
refurbishing and marketing said product without substantial change to its original form.
"Reused Product" means any product designed to be used many times for the same or other purposes
without additional processing except for specific requirements such as cleaning, painting or minor repairs-
" Source Reduction" refers to products that result in a net reduction in the generation of waste compared to
their previous or alternate version and includes durable, reusable and remanufactured products; products
with no, or reduced, toxic constituents; and products marketed with no, or reduced, packaging.
"Title 24" means the State of California's energy efficiency standards for residential and nonresidential
buildings (Title 24, Part 6) maintained by the California Energy Commission and described at
ht!p://-A,ww.etiergy.ca.gov/titlr,24.
The "Toxics Release Inventory" (TRI) is a publicly available U. S. EPA database that contains information
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on toxic chemical releases and other waste management activities reported annually by certain covered
industry groups as well as federal facilities. It includes chemicals that are classified as carcinogens under the
requirements of the Occupation Safety and Health Administration (OSHA) Lists can be obtained from
hitp://www.epa.gov/tri/chc!rnical/index.htm.
"U.S. EPA Guidelines" means the Comprehensive Procurement Guidelines established by the U.S.
Environmental Protection Agency for federal agency purchases as of May 2002 and described at
http://www.epa.gov/epaoswer/non-hw/procure/products.htm, or as updated.
"Water -Saving Products" are those that are in the upper 25% of water conservation for all similar products,
or at least 10% more water -conserving than the minimum level that meets the Federal standards.
SECTION 5.0 - PRIORITIES
5.1 The health and safety of workers and citizens is of utmost importance and takes precedence over all
other policies.
5.2 The City of Santa Clarita considers sustainability to be the foundation of lasting quality of life
improvement programs. Environmentally Preferred Purchasing is a key step in leading the business
community and residents towards that goal.
5.2 City of Santa Clarita has made significant investments in developing a successful recycling system and
recognizes that recycled content products are essential to the continuing viability of that recycling system
and for the foundation of an environmentally sound production system. Therefore, to the greatest extent
practicable, recycled content shall be included in products that also meet other specifications, such as
chlorine free or hio-based.
5.3 Nothing contained in this program shall be construed as requiring a department or contractor to procure
products that do not perform adequately for their intended use, exclude adequate competition, or are not
available at a reasonable price in a reasonable period of time.
_ _.___5A Nothing_c_ontained_in this„program shall be construed as_Tequiring the City of Santa Cl_ar_it_a,_ department .
or contractor to take any action that conflicts with state or federal requirements.
SECTION 6.0-1MP1.,EMENTATION
6.1 Environmental Services shall help departments implement this program through development of an
advisory committee consisting of members representing Environmental Services, Purchasing, Information
Technology, and each department. The team's responsibilities shall include, but are not limited to:
• evaluating opportunities for substituting environmentally preferable products,
• designing and implementing programs and processes for increasing the purchase of environmentally
preferable products,
• educating managers and staff about City of Santa Clarita's Environmentally Preferable Purchasing
Program,
• ensuring that purchasing documents, specifications, and contracting procedures do not contradict
each other and do not deter or inhibit the purchase of environmentally preferable products,
• providing information to facilitate the evaluation and purchase of environmentally preferable
products, including identifying appropriate products and sources and providing technical assistance,
• evaluating obstacles to purchasing such products in order to create solutions, and.
• tracking and recording progress in achieving successful results.
6.2 In compliance with State law, vendors shall be required to specify the minimum or actual percentage of
recovered and postconsumer material in their products, even when such percentages are zero.
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6.3 Vendors and successful bidders shall verify and report any environmentally preferable purchasing
attributes in writing. This requirement for certification applies to products for which the vendor or
successful bidder claims such attributes as apply to the product, including, but not limited to, recycled
content, chlorine free, non -toxic, reduced toxicity, sustainable forestry, and energy -saving features.
6.4 Buyers making the selection shall provide a written explanation for not selecting product choices that
meet the environmentally preferable purchasing criteria in this policy. Such written explanations shall be
filed with the Purchasing Agent within 15 days of making the product choice (see Attachment for sample
procurement determination form).
6.5 All contracts and grants providing services or products to the City of Santa Clarita shall adhere to the
guidelines stated in this program to the extent possible.
SECTION 7.0 - PROGRAM EVALUATION AND MEASUREMENT
7.1 Environmental Services shall institute a system for tracking the purchases of environmentally preferable
products. Whenever practicable, vendors will be required to provide reports on their sales of
environmentally preferable products to assist City of Santa Clarita in this tracking.
7.2 Each Department will report EPP procurements to the Environmental Services Manager each quarter.
The reports will identify the type of commodity purchased, the dollar value and the qualifying attributes of
the commodity.
7.3 The Environmental Services Manager shall provide a narrative report annually to the City Council on
the success of this policy's implementation. To the extent practicable, such report shall include information
on the annual volume and dollar amount of environmentally preferable products purchased compared to the
total amount of products purchased, within general product categories. When possible, reports shall include
a narrative evaluation of the performance, safety, and environmental benefits achieved through use of the
environmentally preferable products purchased. Reports should relate progress in meeting the objectives of
this Policy as stated in Sections 1.0 and 2.0 and in accordance to the Specifications categories used in this
Policy. This report will become one element of the City's Sustainability Program to be shared with the
community. The report will also be included in quality of life evaluations.
7.4 Reports shall include notation of any barriers eneountered in procurement of environmentally preferable
products, recommendations for resolution, and/or description of assistance needed for overcoming the
obstacles.
SECTION 8.0 - EFFECTIVE DATES
8.1 This policy shall take effect on December 1, 2009.
8.2 The first annual report shall be issued within one year following the effective date of this policy.
EXCEPTION
Exceptions to this policy may be authorized by the City Council.
EFFECTIVE DATE
This policy will be implemented, effective December 1, 2009.
AUTHORITY
Adopted by the City Council on November 24, 2009,
Kenneth R.
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ATTACHMENT A
Sample Procurement Determination Form
' Item:
1
This item is required to meet Environmentally Preferable Purchasing guidelines as described in
Resolution XX-XX.
I have considered the Environmentally Preferable Purchasing guidelines and searched for product
or service options that meet them.
Compliance with Resolution XX-XX was not attainable for this purchase because:
Item is not available within a reasonable period of time.
(Need date: Date available: }
Item fails to meet a performance standard in the specifications.
Specifically,
Item is not available, or is not available from 2 or more sources.
Market research was performed by calling (insert number) vendors, but only
(enter name) was able to supply the item.
Item was only available at an unreasonable price (i.e., EPP item cost more than non -compliant
item).
Price of EPP item:
Price of non -compliant item:
Compliance would conflict with state or federal law requiring that:
Signature of Purchaser
Printed Name of Purchaser
Date
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F;NV44()NA JLNT . A4,LALP4W-F4-7RA4M--l'=PtJ.RC44,.AiSiNk,P4t(-)GR-AM
SE4L'T40Lfir....... E )F Po-L4(--'V
E*Ifltat "-h &H+14+li I
5�
M'we ac4icabk-an4-e+�% eff ec4i ve
�&e-44-4e&t+�f 91 fac-ES., cblk. �-, �'w respec4t-o4iis po4e��.,.
..................
cen-��rgy 1*1d tk.,�fal Fibers a*d fesi-d*es—.,+edt.Kae
'Se Un �eii ehed oF--k-4+4.wHi-e4re e m*m.44 �-,' i treenhoww-, �-- +14s4ms., W
Purchasing Policy a..D.g aa 2 0 2 0.. Change.'I 09
. . .... . . .... .... .... .... .... . ... ....
Appendix H Page 14
I Packet Pg. 119 1
enc-owiage;�- EWS., Cover-aeu�-O gr-Cwtees 4-"mpleffietyt *FP+OgfmM40E--a4
pfedue+s--f�%cmpfenvided
S K "I ON 2 k --RAWNS'ih
This44egfft�-
C
kh Cy swh a-s nd-e+iergy.,
..................
0 .................. d.ff4,-,,ff-e4a+
pro" eeHhe-efl�40ffffiefl4-,
n d ;�- EW&44,4- e etw i rOH*K-qYta I "Wei r
..................
4+4-Cq)E C)tirap .,es
SK "ION J-A . .... -SP4-X'414—(-A4PU4N-S'
.3 '4 1 1�
c4 i c a;W e atKk1o4- -A�e - �'.,
o ----- N„r " - �-, - �- 4.4-wes
5�
Purchasing Policy a..D.g aa 2 0 2 0.. Change.'I 09
. . .... . . .... .... .... .... .... . ... ....
Appendix H Page 15
I Packet Pg. 120 1
0-4,+ea�' ling
a*d intrmiet.,
Miefe Nw,*444)-L�,
and4ep4r
S.Hek , j.[m, t--flot4i i-m4ed4e., er an", las ic lit
lef
W4d+
E4iee-s*M)4es—.,-d+ �-- iishiags-
"'I G a+ 4-&ki4imirel, - J)r -IS .3.1::2-(-7+--Y-Of--SIffAa 71 i BH-Fffe4ffed -E*Iflt
4-we+-ex�.ridg ,,es-.,
whet 4e�., w4wot+�-f
.3 1 ::...3 �.*e, EW
44s-p+ogra*i 44e C-E*fVPft4bk—Wifl+--s-E)tirce feduc4ion-gKmls &n4-p+rw4t-axraaw
-
f3f ae4i.c
pf4itefs
feehfffgeftb4e*&4efi-es.",'
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.......... kfdin..�) . . . . . . . .
waffiwti-c-i., s
Purchasing Policy a..D.g aa 2 0 2 0.. Change.'I 09
. . .... . . .... .... .... .... .... . ... ....
Appendix H Page 16
I Packet Pg. 121 1
an4-t�- eliime coff"red '4—�otftef -a 4.e*ic+4v-es.', -.a*i I) k-i EYrTffA- t-W� �-. f
W44C�—. cofflpaK. �,-- id+sat-e
4iJudel but ai�e
�-+'i'c IeS7
..... .....
.3 1 1 :: 5 Pi--ed t� ets4h at a i�e dti i�a W e, �ef etts,&�.w-f -941 a W e a f e-t) f efef t-ed
wheffev-c�r,-
J-I-Re*yeled eat-PFodi.wtfi
3+e 447 . ... .
aP41-g.-
pi4's a*d er effiee
pro4He+s--The Iff-&ff ams--tire k+K,�w+i a��- �npfeh-e+i S i Ve PFEW�.Iefyt,
pro#Fa*i s aFe-�, e&Ve++ed i et4y4o i4en4y--et+�e, �.S EW-HI f4e �-'— . �h"'
+heFe-a+e+eef-(,W- cowew�-a�- �ives and44e4-ee�.ietided feeyek4,.o+4e+its,7
pfac4icabk--btit-�, �&a*4'we 04fliffiiiffl-FE��— s,6-w4&Fd&-es4%,abW, 'wed
.3 3-afef., E)-f i-
-.2 - F.-c e paj'�ei ...... ......
see Defm444-efl-s,)
5�
ewn Signs-.,& o+ws-.,
. . . . . . . .
.3.2-S, �,-i:Py-fmd-PH+(Akw� HV4'41 I-W)P/ft 4-)'64
SE4H-,W+n of dtw+b4,e
ftll4-+R+e2f-Obiffk, rea4ne+),i add44+EM-., 4-we
Purchasing Policy a..D.g aa 2 0 2 0.. Change.'I 09
. . .... . . .... .... .... .... .... . ... ....
Appendix H Page 17
I Packet Pg. 122 1
041-e-afl)e4-of reey-4-ing �k-*-ffistfe
4,w-Fee-y4in-g 4+4d-e-�-t7
A-.134'ff eS+kI(MWFV*+kw
3-34-Te4he
d- paper'dtat. (.Wi gi f) [+�e �-
W4, en
s4,wgl .ti ve p
twv.wed:.
�d-res(.4H4iRfl.
,14-TI(mies tm"ol"o-n
.3.44-W4,wfi feph-"ig vehicles-,-regol-m—, �-- 491 be
ne-,
.3 --e-iduc4sjj::e. far
at) i 4)f iff 4af4l,.,
I is.e d-
b-&U-7.7-"e::S4TAwe Fe�
be used am-OHW's
re
ffe-WA4-EM �-he PrE*ItK-44�- kpose4--of prope4y (,-jee
pf a.e4 i.-c 14,
p-I a4 &+--27
.3 A; fl -eOff-'6
pro4w-4-�,A41 be Waiti4hem-.
.3 ,44-A4��:.irfac4an+5-an44f-qergeti - �'io4ep4,-,+4abk--a+ ^he+- e-
pf_pc 4,i c abk--A,ht94)
pc4ff+s,.,+s de+e+mit &444 �'3 �', M-f--&34-224, C'TR T-ige
A
40, Rcff t, 6 ix -A Fe f ex4e pa4its
ftd4w e Si v e S 5hffU-I+K-et-;Sf M,4'+- "4 f+,q,-4j F44, I j4y M-an
E 4' E -�Ew-�- �,- .3
pf(.xh:w4s-.,-dnd- pef-j, r-
jani4-*44-N ) E E
5�
Purchasing Policy a..D.g aa 2 0 2 0.. Change.'I 09
. . .... . . .... .... .... .... .... . ... ....
Appendix H Page 18
I Packet Pg. 123 1
ib4e. "-j)ef4&t)teft+red
::.
-4ree ,w(.)HW4n-etl
.4e�,44"fiflie 7
V efide+s-�+d si.w c e.s.s444)+4dt+,,
H:Iw-pol yv-41 y4-c4, k-.)fi de
f)E44++HiIed4E)-.,)derS., lie-i whene-v-er.
.34-74-14,�Sm4a (-'71a46Fs4A-4-pm--,e4 E*ItK24-1�;'Id
J-.5-Lnerg'"114 Nv4tk..'F-,SMN4H#S
5�
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- �—wRed by-4he-Feder-al
am --
Purchasing Policy a..D.g aa 2 0 2 0.. Change.'I 09
. . .... . . .... .... .... .... .... . ... ....
Appendix H Page 19
I Packet Pg. 124 1
ma4efi4s-4,,w4I be use4,
f gfei4f-�-.'we c4 i C fib-k�7
.3
pfac4i C abk7
3v6-Gree*-PWIdin-,-4-'f)a 4r-t��W-Renfwafiofvi
.3.64440tN.Y,fils 'Idin#
.3.6-72-A4 �.,-'"g atid-+e+K-.)V-a4o+vi--wider4ak,-E4I by
V,ecW+ed-*i er-gy-affd
.3 s4i.41.
for-41te
bii+Idia#s-,kAkiehk-ve a5
Sy-s-�f-4n4(w44+s-[mg Biii1diff#s4-444 N+me
flil `ti r,'G w ° "a °E)W# .
developffK-44 w441+41
`sste NU"*ii6"o*
5�
Purchasing Policy a..D.g aa 2 0 2 0.. Change.'I 09
. . .... . . .... .... .... .... .... . ... ....
Appendix H Page 20
I Packet Pg. 125 1
3.74 S �.,, liefs-
ItEl ('4a -E.w I:ephlee-s-
3 A-L a 1 w"34
4,141 employ st,14,ffifl-able I-iffidsec ipe-m-atiap ,enK-fft- ffi-e3,w
*--The-ffsie-e:f4t4e#�- � s4A4ana#em-efi� (4PM+-i
ifi# 4ea-vi�'we clippings eff4he4d�.
be-4&fle (.)ff-ffH-aS-4Ieeded4),+sis7 �4 ' i n-4W-+s— �,, -�-red.
ee"f a-ge
4--4ig shot4d-be-jofle en -an il
,4
A-U-athef lafldstaaping 'w &R46f --v-�',
41ch layef-E�Iffk4w m+d-er alk, rees.,
itH+4-open are
kqW- �-kA��-
A -aws �-EHR+fflnli by C h (.) EY+i fl-g Sj)eeieS4,h at,-d4- e-
at)f*r6ftf-iff
dfE*� �'olefftntt)la�,
pfeferFed-
ble., 4491 fl&tj". cufe
d ti-c4-j, W4wfl-pes.s.i b-le . . . . . . . .
I af4a S h 91 gi v e ftre:k4eff ee4-0-ffl 1. 1 eh-pff.A He4li '4ffl -A Hk� �-. ff ske E*4rE*tl
.37,2,�.' ("'Iftf4a 4,191 131-0ei""
e0ffij)&�9+4 lea4,14)9/ft., by
5�
Purchasing Policy a..D.g aa 2 0 2 0.. Change.'I 09
. . .... . . .... .... .... .... .... . ... ....
Appendix H Page 21
I Packet Pg. 126 1
re p onAy- f�ratetAi—i4&-affdAW
l-ge 4�- wa4e-&-id
Ysefll CE*)AWe EYihfiI&� - -- �*PCOMj)A"e piwnee
le --(-.4,htAef .3 Af�, -447
met&k-oneen4r&t+EM-S-
, r4w-dpe-s a*d ki*&ei WA+iii-�' EYP+ecyek4d--eofl4ef4
IRa4efi4s-,ife-en-e. �.- *erc4e- " �.s afe-efl-eo. �--- -�. f wfa-wfl.,
cis, +es4i
.3 �. 9P;e �,�I s iR*4e4Fem-n+m--weod., eff+s-,ttd+,is= r'�i'iWe
o4-,,-dre en-eoHf,+g-(-, �-, �ievef pfae4&db4e.
3. c 'EH) Iff ade4om-". ff -W-0 E
whet
3,9-t-teetr () n ic "i
.3 �. 9:: k-Axi 'te(2 h f I E4o*y- - �-- i c es4w ave4,)-�, fffl--C-X: 13 Effle�- i twfeas e i*4,w e
lwtn+W-d C4 1. � f e of -c4�- - E*H-6- S-., 13 b se I e s ee*ee-eawed w ast e4w as
keen s-i-p ........... hf-1--E-4e#
4em-i dow+i le as 4E*h4ly.,
i-S
ay-4,)e Iffft,"*Wffl p Ce OFm ,
&w*Fded4eF-ven&f pf odtw4s-*veetiag-im �,,-fied4*--3 9244, +-o. H�4.
.3.94.
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afIe-fitj3f)++tH++- �'' E)-44+e
24VO- �—Yek44H-attef ial 4y�. flte+q,
.3 �. 9:3 AcqHi4kms f(w-ek*-+K+nie-eq
be FeqH+K-dass -,+et �,.
and-tm-%( hei�e pessibk--de i:e(.jt.6fe-vefMef te..aecep+
eqt4V*K-ff wk-E.44",was-fefteewed4k---e+i.d-4
4&-Of-+S4K-) kM-#e+-W-0Fh4f)g7
Sj� ...9-4 ......... . . . .....
.3 .9::5 t �'. f) iff elec4.rome- �e f4kmer-gy iRftnftg-emetYt
feati��t-c �--+s d'ie-A-e4-R44 set4in-g-
S'M--'T
5�
Purchasing Policy a..D.g aa 2 0 2 0.. Change.'I 09
. . .... . . .... .... .... .... .... . ... ....
Appendix H Page 22
I Packet Pg. 127 1
ed
45a�ffS7
4-3-4244E.wiffe-4-eel" ftrE)eess-ed--w+,4+oi4-e 4EWiffe �.- wloF+*e
EYPSflfAa ('71a+4ft--� `w'�---i--�F
+�-I g elass4ied as 4.5 DkWiffS ftffd-4ffftffS--d FOHf+-4-4
pe+44ent.,
7 j,)roe-e�ses
defivy---+s d+e4)4ea-e]+iffg agent, Wide-
ra*ge efdiP�, -]'+i+lg seqtwtwes covered
131-ot-C �—, signifi-efindy rech:we--*e-,,* �.,-4dkwit e bWa4witi-g
131-0e-e �,' he . Set4at ,en
de4gffi4LH4E*-�-�] 4e-V� i.-..edHe4E)*7
4, 7
Progfa-m des-eribed '%af. ��()V-7 ... ...........
........ ....
ffil&iefft 4+Cffl4%1+e
effieieff��filar PrE*ItW�ts-.,�f 4)7 fHTIOFe-e
IRi*4+I+ffiI level fl+a�.-�-,.s Pederal 4,an4afd57
4 .. 9 T-1, glebftkrr �--14OH44a.�' i-C-j
responsi --off 44+e--gf
de�.1,3.ed
4 . I a++ffg S�s, i" Mea*5-4,we I 7ec+de+4,Hj') iff
riCSC 4e&KIe+i,6&14m++W-+ffgs:: (4--ed4s -
gi:ee+i bt.61difi# cefffieff4en-ftfe-awaMed based eff
PLRE)S
eompleted-4-, �'- -cle as -a COffsffl*t+-4e+ti—.,&-kI-4ees nE44ffehide
of-COH-VeFtiffg-wastes-
4.4224'-Ifae-- �" - - �"�n mie
4-aw ..........
lna4efial 4. 1.3 ".1-Ifee -0 ge+i eri4f- �--
efid-eEie
eOwAi*w+-. �-)-
5�
Purchasing Policy a..D.g aa 2 0 2 0.. Change.'I 09
. . .... . . .... .... .... .... .... . ... ....
Appendix H Page 23
I Packet Pg. 128 1
S gener-t+�e- a-mim H-Caeti+Fm#-54.ei*d ceoff ty-f ewed
o*-j4e�,
4 4
4. 14 -, 44..E�,� I
re C �,el 4EWi ffe-OF-e4lOf i fle-deFi-via 4-V �,) Y-V i rg i*
eefi+e+4 in -hR*-+t+e4fee--s-�tem-.
-4-0 'an 64",means a4ist--E uicak4h+t,-are I-0 4E
C—)f
4.15 "1 taOS4 --
C demk-e-ts EW 04,wF+epr-ed He4i�c �,- - +-t7.-4+e 44-ts,
mftiff 44*ed--by 4we G', &W(wff4F(4f fW e +mieff �644-k--d-44'w S S I-H-ef 4,
4.14-f�,-. efed K-44S EYP-j+rE*Ifl-(,4, �,. f :P4+W, +ed F a
m*n+I-�aC4ufifI-g -E*PH�ff- ff-FE--
tH-eeefsHfffef-a
fl E44n-&I ti de eX.-L— �'�E)t I FC e S F 4+e-ff hff m, n g e
4. 17 "f�a�-4 ent -(WefW]-ffh
I)feC-EMS*Mef &T+odut-�7
4. 1 �t' -means 4w-m4i�*wffi lemv-�-
uetms s
4. 1 9--L.Recyeled
ks- ii+4-omi,
de:iwd-42 uc4 y-j)-Fe.dHe-"- esi gned 4-4e t� sed-mim y-4aes4or-,&e
Speewie ft
reqt.6rei g
-ef -E.w Efltei7n-a -k�n and-Hi-t4tOe-s-
fedHeed-.,
-e4 ate.;....F-+t+,* -,fa4ilgifIg7
4, 2
5�
Purchasing Policy a..D.g aa 2 0 2 0.. Change.'I 09
. . .... . . .... .... .... .... .... . ... ....
Appendix H Page 24
I Packet Pg. 129 1
SE-
oF-iis ff pd &�e
tef
the i-Y44fffu+Y"e-vekha"ii-ee8 the+edei_Efl
51 1 TIff-Atef44-d" %afe+Y ,
t4es pfecedetie". ��Ik4hef 1)(4eii-m'.
5 241+e- ef) 4
CL
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.2
0
CL
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2
rf)dife-�. n-�stem:: 'PwefeFO+e-.,4-041+e
depr+ �-+Vefl &W-
4+e++-++4em-k-4-+.
reas-�ra �'aa-;�`�rfl-a bI e pefkA- -of
.2
OF-k �-r[A-� . ;°- �efl4s- 0
S K "I ON 6 k -4A4, RL EM EIN TVRO N U)
2
I Vifefl live+) tffk,�,, - �,, 191 I'w4)--E �—Iftfflefl+s imtAeme+it-�t's pr-ogra*i
I=y CL
�E)*M-efl4fll -S
E
o--ed+i4-a4***iafHrs
o---e` ; ig
*,4 d ec t i meff d cowri+e4....
Purchasing Policy a..D.g aa 2 0 2 0.. Change.'I 09
. . .... . . .... .... .... .... .... . ... ....
Appendix H Page 25
I Packet Pg. 130 1
�flme+ltft4 p CWC4��.-,
EFqf s4e-t'�4:1 f C I ffHifi#-,if eh-pf &dtw—�% - �-,iT vv e'ee
SE4H4iefls., afl-d-
0-4+aekm g-&H4+eeOf d i n g
6 1 24ff I i afiee--,� 4—we
im4*4+i+mi C-EMS*Mef Mf4efi*14H 4'Weif
j)rodiiets—.,e-ven-AW+e+i
go
444 4, t� yeFj in ec4 i on4, 'w 91 jm-oi4d-ea w+i+tem-�. 13 1 afl-a 6o. +4 (.*4K4
es4hr-rw r..'
ei4ef i a i fHsu e v ,f i R.en- "� %,i OR-S-4,17A-4e-4k-v n h fl+e4 1 m-v �'a
Ap .,efyt, w4414+i 1 5 ��i�
proe*Fem-e+i t--c��i &kff 4+wm*
EWS �--
4,191 ad4wefet-o4he
SISECTIK^ T.
TA44i 4F&n+n-C i shffR4 sakfft(--a ��teffl ret4f aeki+) g-d+c
efl-,V�n Y 13 c4 i c abk-,-v-e+i doF5-w44�
reqt.6red I)FEA+K4i
7.241rwh
�i*d 4+e-,&om4*,ad4Y7
eX.+.C414.
pfac4icaNe., stwh fepof'�-4191 deflar.
. ..... cern ed4+�4�,o.,64
amOtlf)'e �'-. - He-tms Imird'HHed., W4+c4i j,)o&44e-.,
a-1.1 ifie Wdea-*ffI+fft.,i ve ev E"Itiehf-&k 4+e-pef ft.*m-afie e s.af&", fid
fieh4ved fl*ven44-�"referable
5�
Purchasing Policy a..D.g aa 2 0 2 0.. Change.'I 09
. . .... . . .... .... .... .... .... . ... ....
Appendix H Page 26
I Packet Pg. 131 1
fell tc �,.greselmg *e-&b ec4-v
4'WS-�-Wiey-fi S-44, Se(,24E.M S 1-74-11 awl-4i aeeof 4&n,&—e4-o flte
T-I+E—repops-�- �,e it .:�y�e ev&W-ati
7 . 4 4 4tx-) r4 ck+d-e�ta4EM-4,My-43,, w4ered it)
dew-ription-Of eeded fof-o-v iti#41te-abstat�—,
he q+S-�-ftf)fl+h4-+epOT4 Sh9l be k6ffed
&4e�14s-p�-
.................................................. ")
lz� ..........
.......... ir MI-eef4"k fl+e-fld0tA+EW--OF 4W -ReS(41+60+17
1- -RR(.)VED-��� -414)41,4&-2�.- Ely EW-A
.............................................. .....7� 17D., AlI
MEM"
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Purchasing Policy a..D.g aa 2 0 2 0.. Change.'I 09
. . .... . . .... .... .... .... .... . ... ....
Appendix H Page 27
I Packet Pg. 132 1
-�T G', C94 NT—Y-44F'444S�(.iEL" )557
(3
.1k.7Shzff --ef i k—D-d_,�f 4 (37 i t Y-C-34 C-A" e (", i +—Y-(A SEA
�*-was
. . ...... .................................................... (34.4
mHMMMERM
Purchasing Policy a..D.g aa 2 0 2 0.. Change.'I 09
. . .... . . .... .... .... .... .... . ... ....
Appendix H Page 28
I Packet Pg. 133 1
S-S-7
_�h "on-t,. 4-Xa�a"-w �.—` �--¢ef fl+e-(-,'i �- i S is
ef 4he-eH#Hi-a I R-eA t�,e" "5- 4 0.31 d d b y4f f iie--i I
of
................................................................................................................................................................................................................................ 200-5-
........... G—AU2,
Deptity- "y-
Purchasing Policy a..D.g aa 2 0 2 0.. Change.'I 09
. . .... . . .... .... .... .... .... . ... ....
Appendix H Page 29
I Packet Pg. 134 1
6.a
.... IILe.... .:.i.e.i.. . ��.t.....E,.
G q.. :....Meeto-t .... ,.. ,
::j.t... &E.:tt.e........
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&eamhed....:forj-,y:: .u(;.t....oy....... wGe-opt.ba. ...:th t-im.. k m,
:::::::::::::::::::::::::::::... tG :; th.....t.. ,, a -N.e.....:t� b. e.....
..................................
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ipef-
ate .
4em fajd&4o..... .e:t-a f>e4 for &. surd-' ... ..."peGufi t as-. CL
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0
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124:.i.nted.....14 P -&er
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Purchasing Policy p: 'd ,,1,a..D. y,ary,,,,2020.. Change 'I.09
Appendix H Page 30
Packet Pg. 135
APPENDIX
UNAUTHORIZED PROCUREMENT FORM
UINIAU THORIZED PROCUREMENT AND IIREQUIEST FOR PAYMENT
An unauthorized purchase, of goods and/or se-Mces could result in a, vialabon of the City of Santa,
Clarita's PurdhasiNi Policy. Any suchi violations imay The suLlect to disciplinary action- The following
information !is required before payrnent can be considered.
Name:
Aniount of Purchase::
Vendor Name:
Description of Purchase:
Division/Department-
Date of Purchase:
F1Purchase over 3,000 was made without a, Purchase Order -
Purchase was for a, service, and was niiadL- M�hout an authorized, fully executed contract..
F1Purchase over $3,000 was made without obtailining 3 quates-
F1Purchase was niradIL- ad�hout a 'Single(Sde Souirce Justification" ini place.
F1Splitting- multiple purchases were remade under the Ilinrit ini ordier to avoid imuing a Purchase OrdLer.
F1 Other:
Description of unkauthorized prucurernient-
Supervisor Approval (print and sign)::
Division Manager Approval:
Director Approval -
Clerk & Contract Services IManagier Approval:
Form Completed by:
Date:
Date:
Date:
Date:
Date:
Purchasing Policy 20'd-92.j a..D.g au 2 0 2 Q...Change 9
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Appendix I Page 1
I Packet Pg. 136 1