HomeMy WebLinkAbout1993-01-26 - AGENDA REPORTS - PURCHASING POLICIES (2)►L1; t 'It
NEW BUSINESS
DATE: January 26, 1993
SUBJECT: Purchasing Policies
DEPARTMENT: Public Works
This item addresses three related issues:
Ma �roval
Item to be presented by:,�
1. Purchasing Policies
2. Ordinance 93-3 amending the Santa Clarita Municipal Code at Sections 3.12 and 3.14
regarding Purchases and Public Works Bid Requirements respectively.
3. Resolution 93-9 regarding the Procurement of Recycled Products
BACKGROUND
Since the City's incorporation, staff have been referencing Santa Clarita Municipal Code
Sections 3.12 for Purchases and 3.14 for Public Works Bid Requirements for Purchasing
Policies. However, referencing these sections has caused confusion both internally and
externally regarding the City's Purchasing policies and practices. Staff has had difficulty
interpreting and applying the codes while suppliers have voiced concerns via the Santa Clarita
Chamber of Commerce and the City Council.
To address this problem, staff has developed Purchasing Policies (Attachment "A"). These
policies interpret the Santa Clarita Municipal Codes pertaining to purchases and Public Works
projects. Included is Ordinance 93-9, which addresses the City's Recycled Product
Procurement Policy. They do not address Capital Improvement projects as these projects are
unique in nature and usually involve only the Engineering staff.
Development of the policies necessitated amendments to the Santa Clarita Municipal Code
(see Attachment "C", Ordinance 93-3). These amendments mainly consist of clarification of
existing codes and the addition of definitions, all of which have been approved by the City
Attorney.
To properly and completely address the concerns both internally and externally, staff
consulted with all departments as well as inviting representatives from both the Canyon
Country and Santa Clarita Chambers of Commerce to participate in a meeting with staff.
Adopted:. -/-------4--4..--.9,-3
Agenda Item; O
Page 2
January 26, 1993
Purchasing Policies
Representatives from the Santa Clarita Chamber met with staff to bring not only member
concerns to the City's attention but also results of a comparative survey of similar cities
(Attachment "B"). This report indicates- that the City of Santa Clarita has been practicing the
same methods currently in use in the cities surveyed. Staff also submitted a copy of the
policies to the California Association of Public Purchasing Officers (CAPPO) for their review
and has implemented their suggestions and comments. Additionally, both staff and a
representative of the Santa Clarita Chamber of Commerce will make a brief presentation to
the Council outlining the key points and ideas identified during the development of this
project.
Once all the recommendations, suggestions, and ideas were identified and incorporated, staff
submitted the final draft of the Policies to a newly established nine -member purchasing
committee which consists of representatives from each department in the City. The
documents were returned with minor corrections which have been incorporated along with
some streamlining to eliminate any reference to procedures. As this document is intended as
policy, procedures will be addressed internally through scheduled training.
Lastly, in an effort to better insure that the City of Santa Clarita purchases responsibly, a
recycled product procurement policy has been developed and included in this document. This
policy provides guidance to City employees and demonstrates the City's initiative in support
of recycling.
RECOMMENDATION
It is recommended that the City Council review and approve the proposed Purchasing
Policies, review and adopt the proposed resolution 93-9 pertaining to the Recycled Product
Procurement Policy, and introduce, waive further reading, and pass to second reading
Ordinance 93-3 amending Section 3.12 and 3.14 of the Santa Clarita Municipal Code
regarding Purchases and Public Works Bid Requirements respectively.
110
Attachment "A" - Purchasing Policies (Reading File - City Clerk's Office)
Attachment "B" - Public Bid Procedures Comparison (Reading File - City Clerk's Office)
Attachment "C" - Ordinance 93-3 amending S.C.M.C. Section 3.12 and 3.14
Attachment "D" - Resolution 93-9 pertaining to the Recycled Products Procurement Policy
ORDINANCE NO. 93-3
AN ORDINANCE OF THE CITY COUNCIL
OF THE CITY OF SANTA CLARITA, CALIFORNIA,
AMENDING THE SANTA CLARITA MUNICIPAL CODE AT
CHAPTERS 3.12 AND 3.14
REGARDING PURCHASES AND PUBLIC WORKS BID REQUIREMENTS
THE CITY COUNCIL OF THE CITY OF SANTA CLARITA DOES HEREBY ORDAIN
AS FOLLOWS:
Section 1. The Santa Clarita Municipal Code is hereby amended at Chapter 3.12 relating
to purchases to read as follows:
._Vr
PURCHASES
Sections:
3.12.010
Adoption of Purchasing System.
3.12.020
Centralized Purchasing Division
3.12.025
Purchasing Officer.
3.12.030
Purchasing Agent
3.12.070
Requisitions.
3.12.080
Purchase Orders.
3.12.120
Formal (Sealed) Bid Procedures.
3.12.160
Bulletin Board Notice.
3.12.180
Formal Bid Opening Procedure.
3.12.200
Award of Formal Bid Contracts.
3.12.215
No Formal Bids.
3.12.230
Open Market or Informal Bid Procedure.
3.12.260
Record of Informal Bids.
3.12.270
Exceptions to Competitive Bidding Requirement.
3.12.310
Surplus Supplies -- Trade-ins
3:12.320
Surplus Supplies -- Sale.
3.12.010. Adoption of Purchasing System. In order to establish efficient
procedures for the purchase of supplies and equipment at the lowest possible cost
commensurate.with quality needed, to exercise positive financial control over purchases to
clearly define authority for the purchasing function and to assure the quality of purchases, a
purchasing system is adopted. The procedures established in this chapter do not apply for the
purchase of supplies and equipment for public works projects covered under Chapter 3.14.
3.12.020. THIS SECTION IS HEREBY REPEALED
ORDINANCE NO. 93-3
Purchases/Public Works Bid Requirements
Page 2
3.12.025. Purchasing Officer. There is created the position of Purchasing
Officer, who shall be the City Manager.
3.12.030. Purchasing Agent. There is created the position of Purchasing Agent,
who shall be appointed by, and report to, the Purchasing Officer. The Purchasing Agent
shall have the authority to:
3.12.070. Requisitions. Using departments shall submit requests for supplies and
equipment to the Purchasing Agent by standard requisition form, or by other means as may
be established by the purchasing rules and regulations. Except as provided herein, no
requisition form shall be processed unless the prior approval of the Purchasing Agent or
designee. has been obtained.
3.12.080. THIS SECTION IS HEREBY REPEALED
3.12.120. Formal (Sealed) Bid Procedures. Except as otherwise provided
herein, purchases of supplies and equipment of an estimated value greater than Ten Thousand
Dollars ($10,000.00) shall be awarded to the lowest responsible bidder pursuant to the formal
bid procedure hereinafter prescribed.
3.12.160. THIS SECTION IS HEREBY REPEALED
3.12.180. Formal Bid Opening Procedure. Sealed bids shall be submitted to
the City Clerk and shall be identified as "bids" on the envelope. The City Clerk or designee,
shall publicly open all bids at the time and place.stated in the public notices. A tabulation of
all bids received shall be available for public inspection in the City Clerk's office during
regular business hours for a period of not less than thirty calendar days after the bid opening.
3.12.200. Award of Formal Bid Contracts.. Except as otherwise provided
herein, formal bid contracts shall be awarded by the City Council to the lowest responsible
bidder. 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 contract.
3.12.215. No Formal Bids. When no formal bids or no responsive bids are
received, the Purchasing Officer or designee is authorized to negotiate for written proposal,
and his recommendation shall be presented to the City Council and award, if any, shall be
made in accordance with applicable provisions prescribed herein.
ORDINANCE NO. 93-3
Purchases/Public Works Bid Requirements
Page 3
3.12.230. Open Market or Informal Bid Procedure. Purchases of supplies
and equipment of an estimated value in the amount of Ten Thousand Dollars ($10,000.00) 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 Five Hundred Dollars ($500.00).
3.12.260. Record of Informal Bids. The purchasing agent shall keep a written
record of all purchases, whether accomplished by formal bid (Sections 3.12.120 through
3.12.215), informal bid (Sections 3.12.230 through. 3.12.250) or through no bid at all
(Section 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.
3.12.270. Exceptions to Competitive Bidding Requirement.
Notwithstanding any provision of this chapter 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 Five Hundred Dollars
($500.00);
3.12.310. Surplus Supplies — Trade-ins. The purchasing agent shall have
authority to exchange for, or trade in on, new supplies and equipment; all supplies and
equipment unsuitable for City.use.
3.12.320. Surplus Supplies -- Sale. The Purchasing Officer or designee shall
also have authority to dispose of surplus supplies or equipment...
ORDINANCE 93-3
Purchases/Public Works Bid Requirements
Page 4
Section 2: The Santa Clarita Municipal Code is hereby amended at Chapter 3.14 relating
to Public Works Bid Requirements to read as follows:
CHAPTER 3.14
Sections
3.14.030 Informal Bidding.
3.14.030. Informal Bidding. Public works projects of an estimated value in the
amount of $50,000 or less may be let to contract as follows:
A. Minimum Number of Bids. The award of bid shall be based on at least
three (3) bids.
Section 3: The City Clerk shall certify to the passage of this Ordinance and shall cause
the same to be published as required by law.
PASSED, APPROVED, AND ADOPTED this day of
ATTEST:
City Clerk
Mayor
,19
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF SANTA CLARITA )
I, Donna M. Grindey, City Clerk of the City of Santa Clarita, do hereby certify that the
foregoing Ordinance No. was duly adopted at a regular meeting of the City Council
on the day of , 19by the following vote, to wit:
AYES: COUNCILMEMBERS
City Clerk
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.
It will put the City "on record" in support of progressive procurement and market
development goals.
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 the 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 insure 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, 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 Administration 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 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 nor would they be required to conform to EPA "recycled -content"
guidelines. (See attachment for EPA's requirements.) It will reduce waste in the
manufacture and use of products and packaging purchased by the City. It will provide
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 more
strict 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, AB4,
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. Specification should not discriminate against recycled content.
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.
Given the implementation of this policy, the City will meet these requirements.
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
recycled post -consumer materials must be developed; and .
WHEREAS, the implementation of a procurement policy for the City of Santa
Clarita 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
I. 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.
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:
1. The'highest percentage of recycled content of "post -consumer recovered materials,"
available in the marketplace;and
2. The highest percentage of "pre -consumer recovered materials," available in the
marketplace.
In those instances where it is deemed impractical to procure a iecycled-content item, a
specific explanation for the finding must be included in the purchasing record (see
"Monitoring and Annual Report" section).
III. Price Preference.
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.
W. Recyclability and Waste Reduction
In addition to the recovered material content of a product, important criteria in selecting
products shall also be:
1. The ability of a product and its packaging to be reused , reconditioned for use, or
recycled through existing recycling collection programs; and
2. 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 indiscrimately 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.
VII. Contractors and Grantees
All City contractors and grantees shall be required to conform to the minimum recycled -
content procurement standards set forth by General Services, Public Works 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.
VIII. Promotion
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, masthead 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
General Services 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
2. 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 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 of AB939 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.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and certify this
record to be a full, true, correct copy of the action taken.
PASSED AND APPROVED this
ATTEST:
CITY CLERK
day of , 19.
MAYOR.
I 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 day of ,
19 _, by the following vote of the Council:
AYES: COUNCI MEMBERS:
NOES: COUNCILMEMBERS:
C•1M-bW �:I5101
R,:. _n 4NE� MADE A
PAffi Ul- iHERECORD AT� � �f�EfiNG
BID PROCESS
BASIS OF RESEARCH:
IDENTIFY A NUMBER OF CITIES THAT ARE
LIKE SANTA CLARITA , IN
GEOGRAPHICAL SIZE AS WELL AS
CITIES THAT WERE MORE MATURE AND
CITIES THAT WERE LESS MATURE:
BAKERSFIELD PALMDALE
BID PROCESS Slide 1
SANTA ROSA
SOUTHGATE
AS WELL AS:
SIMI
THOUSAND OAKS
LEAGUE OF CALIFORNIA CITIES
CALIFORNIA ASSOCIATION of PUBLIC
PURCHASING OFFICERS (CAPPO)
BID PROCESS Slide 2
MMENDATIONS
I. DOUBLE -SUBMITTAL PROCESS -
A. PEOPLE/BUSINESS ASPECT
1, RESPONSIBLE/QUALIFIED BID FIRST
2. THEN COST
(include some tracking mechanism to review)
BID PROCESS Slide 3
B. THE ACTUAL BID
1, WELL DEFINED AND CONSISTENT,
INCLUDING ALL TECH ASPECTS ETC.,
I.E., SIC CODES
2. RESPONSE BACK- TO BIDDERS IN A
SIMPLE FORMAT AS TO RESULTS
II. COORDINATED PURCHASING - TO HAVE
ALL BIDS SUBMITTED PRIOR TO RELEASE
OF BID TO ENSURE CONSISTENCY WITH
THE DOCUMENTED PROCESS.
BID PROCESS Slide 4
III. FINANCIAL CONSIDERATIONS FOR
IMPLEMENTATION
A. FEES FOR QUALIFICATIONS VERSUS
FEES FOR BIDS
B. KEEP TAX DOLLARS LOCALLY
BID PROCESS Slide 5
TABLE OF CONTENTS
SECTION
DESCRIPTION
PAGE
SECTION 1.0
GENERAL PROVISIONS.
1
SECTION 2.0
SUPPLIES/SERVICES/EQUIPMENT
2
SECTION 3.0
CONSULTANT SERVICES
4
SECTION 4.0
PUBLIC WORKS PROJECTS
5
SECTION 5.0
BLANKET AND FIELD PURCHASE ORDERS
7
SECTION 6.0
SURPLUS/TRANSFER OF PROPERTY
8
SECTION 7.0
GRATUITIES
9
SECTION 8.0
FORMAL BID/PROPOSAL PROCEDURES
10
SECTION 9.0
POLICY EXCEPTIONS
16
SECTION 10.0
RECYCLED PROCUREMENT POLICY
17
RESOLUTION 93-09
PROTECTION OF TROPICAL TIMBER
26
RESOLUTION 91-91
SECTION 11.0
CONTRACTS
29
SECTION 12.0
SUPPLIER RELATIONS
40
APPENDIX A
QUICK REFERENCE REQUIREMENTS
APPENDIX B
FORMAL BID FLOWCHART
APPENDIX C
SAMPLE REQUEST FOR PROPOSAL
APPENDIX D
SAMPLE REQUEST FOR BID .
APPENDIX E
MISCELLANEOUS FORMS
Agenda Item:
SECTION 1.0
GENERAL`PROVISIONS
I. SCOPE
As used in this policy, unless the contract otherwise clearly indicates:
A. "General Services Manager" shall mean the person responsible for the City's
procurement program and implementation.
B. "Purchasing Agent" shall mean the person responsible for the day to day
operations of the purchasing function.
C. Any purchase contract contrary to the provisions of this policy shall
be null and void.
II. PROCUREMENT AUTHORITY
A. All purchases over $500 require a purchase requisition and purchase order and
shall be performed by the General Services Division as stated in this policy
unless authorized by City Council.
B. All formal bids shall be conducted by the General Services Division.
C. The City Manager shall waive this policy as necessary by recommendation
to and approval of the City Council.
III. PROCUREMENT RESPONSIBILITY
It shall be the responsibility of the Purchasing Agent to:
A. procure .the highest quality supplies and services at the least expense to the
City.
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 to quantity,, quality, and
estimated cost consistent with requisite standards and specifications.
D. prepare and maintain supplier catalog file indexed by locale, commodity,
and discount (when applicable)
E. disqualify suppliers in default and forbid award of future business from the
City for a stated period of time.
F. delegate the responsibilities of the Purchasing Agent as deemed necessary.
SECTION 2.0
SUPPLIES/SERVICES/EQUIPMENT
I. SCOPE
This section provides the requirements for the procurement of all supplies, services,
and equipment.
Il. DEFINITIONS
A. Supplies - Essential materials required for the effective operation of the City.
B. Services - A service orientated firm generally provides maintenance and/or
intangible goods with usual emphasis on its physical capabilities. This includes
services such as janitorial, landscaping, pest control, and refuse disposal. This
does not include services such as telephone, gas, and water services, insurance,
design and architectural services,.or those provided by the County of Los
Angeles or other municipal agencies.
C. Equipment - Essential hardware required_ for the effective operation'of the
City.
A. PURCHASES UP TO $50
1. Petty Cash - obtained from Finance or Field Services -or-
2. Field Purchase Order -or-
3. Blanket Purchase Order (see Section 5) -or-
4. Check Request -or-
B. PURCHASES OVER $50 TO $499.99 (incl. freight/delivery, excl. taxes)
1. Field Purchase Order -or-
2. Blanket Purchase Order (See Section 5) -or-
3. Check Request
C. PURCHASES FROM $500 TO $1,999.99 (incl. freight/delivery, excl. taxes)
1. Three (3) verbal quotes
2. Purchase requisition
3. Purchase order
D. PURCHASES FROM $2,000 TO $9,999.99 (incl. freight/delivery, excl. taxes)
1. Three (3) written quotes
2. Purchase requisition
3. Purchase order
2
E. PURCHASES OVER $10,000 (also see Section 8.0)
1. Product/Service specifications
2. Formal Bid process (See Section 8.0)
3. Purchase requisition
4. Purchase order
IV. GENERAI.
A. All requisitions must be authorized by the Director (or designate) of the
requesting department. The names and signatures of all designated signing
authorities must be submitted to General Services for referencing purposes.
B. Field Purchase Orders shall be used when a supplier requires a purchase order
for purchases under $500.00.
SECTION 3.0
CONSULTANT SERVICES
I. SCOPE
This section provides the requirements for the procurement of consultant services.
Il. DEFINITIONS
A. Consultant - a consultant provides expert or professional advice and generally
emphasizes the intellectual capabilities of the person or firm. Services such as
accounting, architectural, auditing, engineering, environmental, legal, financial
planning, project management, surveying services, or training for the City on a
temporary basis are all included under this definition.
A. PURCHASES UNDER $20,000
1. Contract (See Section 11.0)
2. Purchase Requisition
3. Purchase Order
B. PURCHASES $20,000 AND ABOVE
1. Contract (See Section 11.0)
2. City Council approval
3. Purchase requisition
4. Purchase order
IV. GENERAL
A. Formal bids are not required on consultant services. However, quotations or
proposals are recommended from a minimum of three qualified individuals or
firms to ensure fair pricing. Should negotiations prove unsuccessful with the
primary consultant, written notice must be given to formally terminate
negotiations, and negotiations shall commence with the second most -qualified
firm.
B. Contracts must be approved by the City Attorney, City Manager, and City
Clerk before a purchase order can be issued. Contracts $20,000 and above
must also include City Council approval. (See Section 11.0)
C. All requisitions must be authorized by the Director (or designate) of the
Requesting department. The names and signatures of all designate signing
authorities must be submitted to General Services for referencing purposes.
4
SECTION 4.0
PUBLIC WORKS PROJECTS
I. SCOPE
This section provides the requirements for the procurement of all Public Works
Projects.
11. DEFINITIONS .
A. Public Works projects - the erection, construction, alteration, repair,
improvement, maintenance, protection, or operation of any public structure,
building, road, publicly owned system (such as water, power, or waste
disposal), or other public improvement of any kind.
A. PROJECTS UNDER $15,000
1. Purchase requisition
2. Contract (See Section 11.0)
3. Purchase order
B. PROJECTS FROM $15,000 TO $49,999.99
1. Three (3) written bids
2. Purchase requisition
3. Contract (See Section 11.0)
4. Purchase order
C. PROJECTS $50,000 AND ABOVE
1. Specifications and requirements
2. Formal bid process (See Section 8.0)
3. Contract (See Section 11.0)
4. Purchase requisitions with a copy of approved agenda item
5. Purchase order
5
IV. GENERAL
A. All contracts require the approval of the City Attorney, City Manager, and
City Clerk before a purchase order can be issued. (See Section 11.0)
B. All requisitions must be authorized by the Director (or designate) of the
Requesting department. The names and signatures of all designate signing
authorities must be submitted to General Services for referencing purposes.
ri
SECTION 5.0
BLANKET AND FIELD PURCHASE ORDERS
I. SCOPE
This section provides the requirements for the use of Blanket and Field Purchase
Orders.
11. DEFINITION
A. Blanket. Purchase Order - a purchase order with either a" not -to -exceed" dollar
limit or a specified quantity of items that are requested/delivered on an as -
needed basis.
B. Field Purchase Order - a purchase order issued to Departments for suppliers
requiring a purchase order for goods under $500.00.
A. PURCHASES UNDER $500
Request directly from supplier using the Blanket Purchase Order or, if
needed, a Field Purchase Order.
B. PURCHASES FROM $500.00 to $1,999.99
1. Purchase Requisition
2. Purchase Order -or-
3. Request directly from supplier only if Blanket Purchase Order awarded
through competitive pricing comparison. (mandatory in FY93/94).
1V. GENERAL
A. All requisitions must be authorized by the Director (or designate) of the
requesting department. The names and signatures of all designated signing
authorities must be submitted to General Services for referencing purposes.
7
SECTION 6.0
SURPLUS/TRANSFER OF PROPERTY
I. SCOPE
This section provides the requirements for the transfer/sale of City -owned property
H. DEFINITION
A. City -owned property - any supplies, materials, or equipment purchased by or
donated to the City for City use.
A. The General Service Manager may, by direct sales or otherwise, sell or
dispose of any property belonging to the City and found by the City Council
not required for public use. All monies collected from the proceeds of sales
are to be deposited in the City's account.
B. No member of the Council and no employee shall be permitted to purchase
any assets or supplies of the City except those items disposed of in an open
public auction.
C. The City Council may authorize transfer of equipment,. supplies, and/or
materials for non -monetary consideration to public agencies or educational
institutions for use in the public interest.
SECTION 7.0
GRATUITIES
I. SCOPE
This section provides guidelines on the acceptance of gratuities.
H. DEFINITION
A. Gratuity - a payment, loan, subscription, advanced deposit of money, service
or anything of more than nominal value present or promised, unless
consideration of substantial, equal, or greater value is received.
A. Any employee accepting gratuities over the amount specified in B.1 will be
disciplined as deemed sufficient by the Personnel Manager.
B. 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.
3. any edible item such as candy may be accepted but must be consumed
by the department accepting the item.
0
SECTION 8.0
FORMAI. BID/PROPOSAL ]
I. SCOPE
This section provides the requirements for requesting/conducting a Formal Bid and
Request for Proposal. Refer to the City Clerk's Bid Process on pages 12 through 15
for complete bid details
II. DEFINMON
A. The Formal Bid process is required for a) purchases of
supplies/services/equipment $10,000 and above and b) Public Works contracts
$50,000 and above.
B. Request for Proposals are used to purchase goods and services whose exact
attributes are unknown. The request offers basic guidelines/requirements only,
allowing the supplier to define in greater detail the product/service being
submitted for consideration.
III # i' DI 1
A. Formal Bids
Services/Supplies/Equipment
a. product /service specifications
b. Contract (if required - See Section 11.0)
C. Purchase requisition with copy of approved agenda item
d. Purchase Order
2. Public Works Projects
a. Specifications and requirements
b. Purchase requisition with copy of approved agenda item
C. Purchase Order
B. Request for Proposal
a. Specifications and requirements
b. Purchase requisition with copy of approved agenda item
C. Purchase Order
10
IV. GENERAL
A. Upon receipt and verification of specifications and requirements, the purchasing
agent shall submit a "Notice Inviting Bids/Proposals" to the City Clerk for
advertisement.
B. Advertising is not necessary for Requests for Proposal but is recommended to
reach as many potential suppliers as possible.
11
CITY OF SANTA CI ARITA
BID PROCESS
1. Department prepares bid notice, specifications, proposal sheet, mailing list and
forwards to City Clerk along with project checklist which is attached. This checklist
is to be initialed by each person handling the project.
2. City Clerk publishes notice in the Signal, Daily News and Dodge Report, maintains
original bid packages and prepares copies of the bid packages for the department of
origin. Please no bid openings on Friday,,
3. During the advertised bid time, bid packages should be picked up through the
department preparing bids unless otherwise specified. A log shall be maintained by
the Department as to recipients of the bid packages, including company, mailing
address, and telephone number. This includes the bid packages that are mailed as well
as those picked up at the department counter. This is necessary in the event that
addenda to the specifications are required. The City Clerk shall receive a copy of the
log before bid opening.
The fee for the bid specifications should be collected at the time specifications are
picked up. If specifications are mailed, the check is to be mailed to the department of
origin unless otherwise specified. It is not to be given to the City. Clerk at the time of
bid opening. It is not the responsibility of the Clerk to accept checks.
4. Bids are received by the City Clerk and publicly opened on the designated time and
date. No one is to open the bids if they are received before the specified date. All
bids are opened at 11:00 a.m. sharp. The City Clerk will not accept bids after
11:00 a.m.
5. A summary sheet of the bid opening is prepared by the City Clerk's office and copies
of all bid packages are given to the department of origin for review and preparation of
agenda report for City Council. Please give the City Clerk's office a few hours to
xerox the copies.
6. Any bids that are not complete, will be disqualified by the City Clerk. This includes
faxed bids, double bidding, and late bids.
7. Any vendor who wishes to withdraw his bid, should do so by letter. addressed to the
City Clerk. The City Clerk will in turn make copies of the letter for the department.
8. All complete original bid packages are maintained by the City Clerk.
9. Upon the award of the contract, the agreement shall be signed, in triplicate, by the
awardee and returned to the City together with contract bonds and other contract
documents, as required, within ten (10) days after it has been delivered or mailed to
the awardee.
12
10. The attorney-in-fact, surety, certificates of insurance and bond amount will be verified
by the department of origin and the Risk Manager before the contract is signed by the
City.
11. Following award of the bid by City Council, the department of origin notifies the
successful bidder.
12. Upon written request, the City Clerk will return any bonds or checks to the
unsuccessful bidders. If the successful bidder fulfills the bid bond requirements
through certified check or money order, the City Clerk will return the items to them
10 days after bid contract is executed.
13. The City Clerk is responsible for obtaining contract signatures on behalf of the City.
14. Complete bid file is labeled and placed in the vault in the City Clerk's office for
storage.
15. All departments will be supplied with a special envelope which is to be provided to all
bidders when picking up or mailing specifications.
Departments are to put the bid name and project number on the envelopes. All bids
are to be sent or delivered to the City in those envelopes.
16. All departments have received a calendar which gives you bid opening dates, Council
reports dues, etc. This is a guideline for your. use.
13
I.
H.
"11
is n 1 ',4 316 iN: . .
PURCHASES OF SUPPLIES AND EQUIPMENT (SCMC 3.12.270 A -C)
A. No biddinglquotes required when:
1. Purchase is less than $500.00 -or-
t. There is only one vendor -or-
3. An emergency exists and City services will be interrupted -or-
4. Seller is another governmental entity
B. Informal bidding/quotes on purchases $10,000 or less
1. Solicit three bids/quotes, choose the "most advantageous"
(SCMC 3.12.230)
C. Formal bidding when amount is $10,000 or more and does not fit into
exceptions A; (2) through (4) above.
PERSONAL, PROFESSIONAL, CONSULTANT SERVICES
A. No bidding required, but must have City Council approval for contracts over
$20,000. (SCMC 3.12 270D)
B. City Manager authorized to enter into contracts of $20,000 or less; providing
there are funds budgeted. (SCMC 3.12.270E)
PUBLIC WORKS CONTRACTS
A.
B.
C.
No bidding/quotes required if $15,000 or less. May be performed by force
account, purchase order or negotiated contract. (SCMC 3.14.020A)
Informal bidding/quotes for contracts of $50,000 or less, if award is based on
three (3) bids. (SCMC 3.14.030)
Formal bidding required for contract over $50,000 in accordance with the
California Public Contracts Code. (SCMC 3.14.070)
14
PROJECT CHECKLIST
PROJECT #
ESTIMATE
DATE
BID OPENING DATE
FEE
PLEASE VERIFY BY INITIALING
1. Authorization to advertise
_ 2. Prepare plans and specs
3. Notices mailed to persons on attached list.
4. Notice to newspaper (City Clerk) - (3 dates)
Contract
3 copies returned
Signed by Contractor
Corporate Seat Affixed
_ Bid Bonds verified
Approved by City Attorney
Labor and Materials Bond
3 copies returned
Signed by Principal
Corporate Seal Affixed
Signed by Surety
Principal, Surety & amount of bond verified by County
Certificate of Insurance
$1M general liability
$IM automobile liability
City named as additional insured
Workers' Compensation
Notice of Completion
_ Authorization to file from City Council on (date)
Notice of completion filed
Recording Date
Date Checked By
15
SECTION 9.0
POLICY EXCEPTIONS
I. SCOPE
This section provides information on exceptions to this policy such as sole source
selection and emergency purchases.
H. DEFINITION
A. Sole source - (1) The services/products provided by the supplier are unique in
nature. (2) The supplier is the only source. known to the City after a
reasonable search for other suppliers has been conducted. (3) If the current
work requirements are an extension of the original work and substantially rely
on the experience gained during the original work.
B. All policy exceptions must be noted on purchase requisition.
u V m
A. Time constraints are not adequate justification for a sole source selection.
B. Emergency - Public health may be endangered by any delay.
C. Exceptions (no quote or bidding required):
Membership dues
Legal Services
Contract Recreation Instructors
Employee Benefit Payments
Postage
16
Temporary Agencies
Other Governmental Agencies
Grants
Utilities
SECTION 10.0
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.
It will put the City "on record" in support of progressive procurement and market
development goals.
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 the 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 insure 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, procedures for obtaining and verifying estimates and certifications of
content of recovered materials, and annual review and monitoring.
17
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 Administration 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 programs and will close
the recycling "loop" and stimulate market economies, thereby reducing the costs of "recycled -
content" materials.
IN
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 nor would they be required to conform to EPA "recycled -content"
guidelines, (See attachment for EPA's requirements.) It will reduce waste in the
manufacture and use of products and packaging purchased by the City. It will provide
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 more
strict 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, AB4,
also enacted in 1989, contains four basic requirements:
1. The City must require bidders to specify both the total recovered and post -consumer
content of paper products (even if zero).
2. Specification 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.
Given the implementation of this policy, the City will meet these requirements.
19
RESOLUTION NO. 93-9
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF SANTA CLARITA, CALIFORNIA,
FOR THE ADOPTION OF A POLICY REGARDING
THS PROCUREMENT OF RECYCLED PRODUCTS
WBEREAS, 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
recycled post -consumer materials must be developed; and
WHEREAS, the implementation of a procurement policy for the City of Santa
Clarita would contribute to the conservation and protection of natural resources and support
city-wide recycling programs; and
WBEREAS, 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 rr RESOLVED by the City Council of the City of
Santa Clarita, California, as follows:
SECTION 1. The City Council hereby adopts the following policy:
20
RECYCLED PRODUCTS PROCURENEENT RESOLUTION
I. 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.
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:
1. The highest percentage of recycled content of "post -consumer recovered materials,"
available in the marketplace;and
2. 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
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.
21
IV. Recyclability and Waste Reduction
In addition to the recovered material content of a product, important criteria in selecting
products shall also be:
1. The ability of a product and its packaging to be reused , reconditioned for use, or
recycled through existing recycling collection programs; and
2. 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:
Product specifications and requisitions shall not indiscrimately 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.
VII. Contractors and Grantees
All City contractors and grantees shall be required to conform to the minimum recycled -
content procurement standards set forth by General Services, Public Works 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).
22
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.
VIII. Promotion
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, masthead 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.
23
XI. Monitoring
General Services 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:
1. 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 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 of AB939 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.
24
SECTION 2. The City Clerk shall certify to the adoption of this resolution and certify this
record to be a full, true, correct copy of the action taken.
PASSED AND APPROVED this day of
MAYOR
ATTEST:
.y ��'W''
19
I 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 day of ,
19 _, by the following vote of the Council:
AYES: COUNCIIIEBMBERS:
NOES: COUNCILAffiM13ERS:
ABSENT: COUNCELMEM BERS:
L41
CITY CLERK
SM 259 8125
01/13/93 17:20 FAX 805 259 8125 CTY SNTA CLARITA 444 CORP YARD FAX 0002/004
RESOLUTION NO. 91.91
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF SANTA CLARITA, CALIFORNIA.
FOR -TRE 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 teas of
millions of species= and
WHEREAS, it is in the interest of those who lives 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 an 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 businas■ and provide jobs in the United
States, ae many alternatives to tropical hardwoods are:grown domestically.
NOV, THEREFORE, HE IT RESOLVED by the City Council of the City of Santa
Clarita, California, as follows:
SECTION,l. The City Council hereby adopts the fallowing policys'
A. The City of Santa Clarita shall not purchase any item or product which
has originated in part or whole from any tropical hardwood species listed
in this section. nor shall and City sponsored event utilize such products,
nor shall City Public Works contractors utilize such products.
E. Tropical hardwood species include, but are not limited to the
following$
SW 259 8125
01/13/93 17:21 FAX 805 259 8125 CTY SNTA CLARITA +i+ CORP YARD FAX
Scientific Name
Common Name
Vouacapoua Americana
Acapu
Pericapsis Elata'
Afrormosia
Shores, Almon
Almon
Peltogyne Spp,
Amaranth
Guibourtia Ehie
Amazaque
Aningeria Spp.
Aningeria
Dipterocarpus.Grandiflorus
Apitong
Ochrama Lagopus
Balsa
Virols Spp.
Banak
Anisoptera Thurifera
Sella Rosa
Guibourtia Arnoldiana
Benge
Detarium Senegalese
Boire
Guibourtia.Demeusii
Bubinga
Prioria Ccpaifera
Cativo
Ant14ris African
Cbenchen
Dalbergi& Retusa
Concobolo
Cordia Spp.
Cordia
Diospyros Spp.
Ebony
Auccumea Klaineanal
Gaboon
Chlorophora Excelaa
Iroko
Acacia Kea
Kos
Pterygota Macrocarda
Roto
Shore& Negrosensis
Red Lauan
Pentacme Controta
Vhite Let, --
Shores, Polyspermy
Tanguile
Terminalis, Superba
Limbs,
Aniba Duckei
Louro
Ehaya Ivorensis
Africa Mahogany
Svietenia.Macrophylla
Amer. Mahogany
Tieghemell& Heckelii
Makare
Distomonaathus 8enthsmianus
Movingui
Pterocarpus Soyauxii
African Paduak
Pterocarpus Angolensis
Angola Paduak
Aspidosperma Spp.
Peroba
Peltogyne Spp.
Purpleheart
Gonystylus Spp.
Ramin
Dalbergis, Spp.
Rosevood
Entandrophragma Cylindricun
Sapele
Shores Philippinansis
Sonora
Tectona Grandis
Teak
Lovoa Trichiliodes
Tigerwood
Milletia Laurentii
Venge
Hicroberlinia Brazzavillensis
Zebrawood
IMOOJ/00{
C. Exemptions: The 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 Clarity the identity of the manufacturer of
865 259 8125
01/13/99 17:21 FAX 808 259 8125 CTY SNTA CLARITA ++4 CORP YARD FAX 0004/004
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 prise or subcontractors in the awarded project.
SECTION 2. The City Clerk shall certify to the adoption of. this
resolution and "certify this record to be a full. true, correct copy of the
action taken.
PASSED AND APPROVED this 8th day of October , 1991
MAYOR
ATTEST:
I HEREBY CERTIFY that the foregoing Resolution wag duly adopted by the City
Council of the City of .Santa Clarita at a regular meeting thereof, held on
the 8th day of October 19 91, by the following vote of
the Council:
AYES: COUNCILI MBERS: Da=y, Wdt, K1aj4.GP McReoq, Hoyer
HOES: COUNCII.M MEMS: mom y
ABSENT: COUNCILMEMBERS: Nave
TYCLERY
SECTION 11.0
STANDARD MANAGEMENT FROCEDURE:CONTRACTS & AGREEMENTS
DEPARTMENTS AFFECTED
ALL
I. PURPOSE
To improve a method to insure that all contracts for capital improvements are executed
properly.
II. GENERAL
The City will be entering into contracts and agreements for Public Works/Capital
Improvements Projects.
in. POLICY
A. Original bids for successful and unsuccessful bidders for capital improvements shall
be kept in the office of the City Clerk.
B. The City Clerk shall be responsible for notifying the successful bidder. The
department responsible for the capital Improvement shall notify the unsuccessful
bidders of the award of the contract.
C. The department shall be responsible for obtaining the contractors signatures.
D. The City Clerk shall be responsible for obtaining signatures on behalf of the City,
E. The method of affixing signatures to contract documents shall be as follows:
Attest: (Same Line)
City Clerk
Date
Approved as to form:
City Attorney
City of Santa Clarita
City Manager (Mayor)
TYPE NAME OF CORPORATION IN CAPS AT THIS LINE
BY
(Title)
BY
(Title)
29
IV. PROCEDURES
A. The successful bid accepted by the City Council shall be filed in the City Clerk's
office, along with the Minute Order adopted by Council.
B. The department responsible for the project shall secure the following from the
contractor:
1. Signature of contractor and notarization
2. Faithful Performance Bond
3. Labor and Material Bond
4. Insurance Certificate
If this is done by mail,, a copy of the transmittal letter shall be sent to the City Clerk.
C. After obtaining the contractor's signature, the department responsible shall contact the
County Clerk for verification of the surety, attorney-in-fact and the amount of the
Faithful Performance Bonds: The department shall attach a note, indicating the time,
date and person who called, to the original contract document.
D. The City Clerk shall secure signatures of the Mayor and/or City Manager and City
Attorney.
E. The City Clerk will file one original contract, mail one executed original and minute
order to the contractor and will send an original contract to the department
responsible.
F. When the work is completed:
Notice of Completion is issued.
a. Notices of Completion shall be recorded by the City Clerk
b. A copy of the recorded Notice of Completion will be sent to Finance and the
department.
V. AUTHORITY
By order of the City Manager Initiated By
City Manager City Clerk
30
STANDARD MANAGEMENT PROCEDURE: CONTRACTS & AGREEMENTS
STANDARD INSURANCE CLAUSES
DEPARTMENTS AFFECTED
ALL
I. PURPOSE
To provide uniform language relative to insurance in contracts and agreements, other than
Public Works construction contracts, between the City of Santa Clarita and second parties,
where such provisions are of a routine nature and frequently incorporated in such documents.
H. GENERAL
The City has entered into contracts and agreements for professional and other services. There
has been a lack of consistency in the way in which insurance sections are written. Problems
have arisen in particular with obtaining the required insurance coverage.
III. POLICY
A. Department preparing contracts and agreements, other than Public Works construction,
shall attempt to conform to the uniform language set forth in this procedure, if applicable,
in addition to any other provisions which may be desired in such documents.
B. The City Attorney shall be consulted regarding the, language of the document prior to
obtaining signatures of the second party.
C. Insurance shall be required in all contracts and leases in amounts sufficient to protect the
City's risk involved in implementation of the agreement.
D. In ascertaining minimum limits of the liability, the following shall apply:
1. $1,000,000 per occurrence General Liability to include bodily injury, death, property
damage, errors and omissions, and professional liability.
2. Automobile Coverage - comprehensive and physical damage at $500,000 each
occurrence.
3. Workers Compensation - $250,000 per occurrence.
In lieu of above $1 million combined single limit.
1. The extent of insurance coverage required shall be approved by the City's Risk
Management Officer prior to preparation of any contract, lease, request for proposal
or bidding document.
E. Certificates of Insurance illustrating that outlined in Section D shall be submitted to the
City Clerk, together with the vendor's signed copies of the agreements.
31
F. The City Clerk shall, with the assistance of the responsible department, obtain renewals or
replacements of such certificates of insurance prior to expiration and/or cancellation of
coverage.
G. 'Ile term "secondary party" in the following basic clauses should be substituted by a
designation deemed appropriate by the department; ie, professional, engineer, contractor,
etc.
H. In preparing contracts and agreements, insurance provisions should be typed in continuous
sequence and not throughout the document.
I. The basic Liability Insurance clause shall by typed, as follows, provided that the amounts
of coverage shown shall be subject to contracts and agreements.
Liability Insurance
During the entire term of this agreement, (second party) agrees to procure and maintain
General/Public and Professional public liability insurance at its sole expense to protect
against loss from liability imposed by law for damages on account of bodily injury,
including death therefrom, suffered or alleged to be suffered by any person or persons
whomsoever, resulting directly or indirectly from any act or activities of the City or
(second party), its (sub -second parties) or any person acting for the City; or (second
party) or under its control or direction, and also to protect against loss from liability
imposed by law for damages to any property of any person caused directly or indirectly
by or from acts or activities of the City , or (second party), or under its control or
direction. Such public liability and property damage insurance shall also provide for
and protect the City against incurring any legal cost in defending claims for alleged loss.
Such General, Public and Professional liability and property damage insurance shall be
maintained in full force and effect throughout the term of the Agreement and any
extension thereof in the following minimum limits:
A combined single limit policy with coverage limits in the amount of $1,000,000 per
occurrence will be considered equivalent to the required minimum limits.
All of such insurance shall be primary insurance and shall name the City of Santa Clarita
as an additional insured.
If the operation under this Agreement results in an increased or decreased risk in the
opinion of the City Manager, then (second party) agrees that the minimum limits herein
above designated shall be changed accordingly upon request by the City Manager.
(Second party) agrees that provisions of this paragraph as to maintenance of insurance
shall not be construed as limiting in any way the extent to which the (second party) may
be held responsible for the payment of damages to persons or property resulting from
(second party's ) activities, the activities of its (sub -second parties) or the activities of any
person or persons for which (second party) is otherwise responsible.
32
J. The basic Worker's Compensation Insurance clause shall be typed, as follows:
Worker's Compensation Insurance
The (second party) shall procure and maintain, at its sole expense, Worker's
compensation Insurance in such amount as will fully comply with the laws of the State of
California and which shall indemnify, insure and provide legal defense for both the
(second party) and the City against any loss, claim or damage arising from any injuries
or occupational diseases happening to any worker employed by the (second party) in the
course of carrying out the within agreement.
K. The basic Fire and Extended Coverage clause shall be typed as follows: (PRIMARILY
FOR CONSTRUCTION CONTRACTS)
Fire & Extended Coverage Insurance
Lessee also agrees to procure and maintain, at its sole expense, during the.term of this
Agreement, and any extension thereof, a policy of fire, extended coverage and vandalism
insurance on all permanent property, of Lessee's of an insurable nature located upon
the leased premises. Said policy shall be in an amount sufficient to cover at lease eighty
percent (80%) of the replacement costs of said property. Lessee agrees to pay the
premium for such insurance and shall require that any insurance proceeds resulting forma
loss user said policy are payable jointly to City and Lessee and said proceeds shall
constitute a trust fund to be reinvested in rebuilding or repairing the damaged property or
said proceeds may be disposed of as specified in paragraph following, entitled 'Waste,
Damage or Destruction," hereto; provided, however, that within the period during which
there is in existence a mortgage upon the leasehold, then and for that period all policies of
foe insurance, extended coverage and vandalism shall be made payable jointly. to the
mortgagee or beneficiary, the named insured, and City, and shall be disposed of jointly by
the parties for the following purposes:
1. As a trust fund to be retained by said mortgagee or beneficiary and applied in
reduction of the debt secured by such mortgage with the Lessee and City to pay
for reconstruction, repair, or replacement of the damaged or destroyed
improvements in progress payments as the work is performed. The balance of
said proceeds shall be paid to Lessee.
Provided, further however, nothing herein shall prevent Lessee, at its option and
with the approval of said mortgagee or beneficiary and City in an amount
equivalent to said insurance proceeds in lieu of surrendering said.insurance
proceeds to said mortgagee or beneficiary and City.
2. In the event that this lease is terminated by mutual agreement and said
improvements are not reconstructed, repaired or replaced, the insurance proceeds
shall be jointly retained by City and said mortgagee or beneficiary to the extent
necessary to first discharge the debt secured by said mortgage or deed of trust and
then to restore the premises in a neat and clean condition. Said mortgagee or .
beneficiary shall hold the balance of said proceeds for City and Lessee as their
interests may appear.
33
Lessee agrees to increase the limits of liability when, in the opinion of the City
Manager, the value of the improvements covered is increased, subject to the
availability of such insurance at the increased limits; provided, however, that the
(second party) may appeal to the City Council within 10 days after any increased
is requested and such requirement for increased coverage shall be subject to
determination by the City Council.
L. The basic Automotive Insurance clause shall be typed as follows:
Automotive Insurance
The (second party) shall procure and maintain, at its sole expense, throughout the term of
this agreement and any extension thereof public liability and property damage insurance
coverage for automotive equipment with coverage limits of not.less $500,000 combined
single limit. All such insurance shall be primary insurance and shall name the City of
Santa Clarita as an additional insured.
M. The basic Evidence of Insurance clause shall be typed, as follows:
Evidence of Insurance
A certificate of Insurance, or an appropriate insurance binder, evidencing the above
insurance coverage with a company acceptable to the City's Risk Management Officer
shall be submitted to the City prior to execution of this agreement on behalf of the City.
N. The basic Notice to City, Insurance Coverage Change clause shall be typed, as follows:
Notice to City. Insurance Coverage Change
The terms of the insurance policy or policies issued to provide the above insurance
coverage shall provide that said insurance may not be amended or cancelled by the
carrier, for non-payment of premiums otherwise, without thirty (30) days prior written
notice of amendment or cancellation to the City. In the event the said insurance is
cancelled, the (second party) shall, prior to the cancellation date, submit to the City Clerk
new evidence of insurance in the amounts heretofore established.
O. The basic Independent Contractor clause shall be typed, as follows:
The (second partyl - An Independent Contractor
It is understood and agreed that the (second party) is , and at all times shall be, and
independent contractor and nothing contained herein shall be construed as making the
(second party), or_any individual whose compensation for services is paid by the (second
party), an agent or employee of the City, or authorizing the (second parry) to create or
assume any obligation for liability for or on behalf of the City.
34
P. The basic Hold Harmless clause shall be typed, as follows:
Hold Harmless
(Second party) agrees to indemnify, defend and save City and its agents and employees
barmless from any and all liability, claims, damages or injuries to any person, including
injury to (second party's) employees and all claims which arise from or are connected
with the performance.of or failure to perform the work or other obligations of this
agreement, or are caused or claim to be caused by the acts or omissions of (second party),
its agents or employees, and all expenses of investigation and defending against same;
provided, however, that this indemnification and hold harmless shall not include any claim
arising from the sole negligence or willful misconduct of the City, its agents or
employees.
Q. The basic Performance Bond clause shall be typed, as follows:
Performance Bond
KNOB' ALL MEN BY THESE PRESENTS that as
CONTRACTOR and as SURETY, are held and firmly bound
unto the dollars, ($ ), which is one -hundred percent of
the estimated project amount for the above stated project, for the payment of which sum,
CONTRACTOR and SURETY agree to be bound, jointly and severally, firmly by these
presents.
THE CONDITIONS OF THIS OBLIGATION ARE SUCH that, whereas CONTRACTOR
has been awarded and is about to enter into the annexed Contract Agreement with CITY
FOR THE ABOVE STATED PROJECT, IF CONTRACTOR faithfully performs and
fulfills all obligations under the contract documents in the manner and time specified
therein, then this obligation shall be null and void, otherwise it shall remain in full force
and effect, shall be payable upon demand in favor of theCity upon written notice the
bidder and surety; provided that any alterations in the obligations or time for completion
made pursuant to the terms of the contract documents shall not in any way release either
CONTRACTOR or SURETY, and notice of such alterations is hereby waived by
SURETY.
35
s
IV
IN WITNESS WHEREOF the parties hereto have set.their names, titles, hands and seals the
day of., 19_
CONTRACTOR*
SURETY*
SUBSCRIBED AND SWORN TO THIS _ DAY OF , 19_
NOTARY PUBLIC
Provide Contractor/Surety name, address and telephone number and the name, title, address
and telephone number for authorized representative.
R. Exceptions
Exceptions to the policy may be made upon the written authorization of the City Manager.
If applicable, it may be required for the City Council to provide for exceptions. All
potential exceptions will be reviewed on a case by case basis.
AUTHORITY
By order of the City Manager Initialed By:
City Manager City Clerk
36
r
Risk Manager
STANDARD MANAGEMENT PROCEDURE:CONTRACTS & AGREEMENTS
CONTRACTS & AGREEMENTS - GENERAL
aff
��,���
All
1. Pumose
To provide a method to insure that all contracts and agreements entered into by the City are
executed properly.
II. General
The City will be called upon to enter into contracts and agreements of a general nature.
III. Policy
A. Contracts and agreements of a general nature - not Public Works contracts - shall be
drafted by the department concerned and submitted to the City Attorney for checking.
B. After the final draft has been prepared, a minimum of two copies shall be signed by the
outside party before going to Council.
1. Where contracts are signed by a corporation, one corporate official must sign. The
department head is responsible for getting vendor signatures.
2. Documents not properly signed will be returned to the department, together with the
agenda report which should accompany the signed contract.
3. Insurance must be provided in all contracts before City executes contract. The
insurance shall be in amounts sufficient to protect the City's risk involved in
implementation of the agreement.
C. Executed contracts will be distributed in the following manner:
1. Original to City Clerk for filing
2. Original to vendor
3. Copy to department
37
D. The method of affixing signatures on contract documents will be as follows:
Attest:
City of Santa Clarita
City Clerk City Manager
Date
Approved as to form
City Attorney
TYPE NAME OF INDIVIDUAL OR CORPORATION IN CAPS AT THIS LINE
By
Title
By
Title
Notary Statement Form Attached,
E. All contracts signed by the City Manager shall fust be reviewed and approved by the City
Attorney and department head responsible for administering the contract.
F. Contracts are then forwarded to the City Clerk.
IV. Procedure
A. The originally typed agreements, signed by the vendor, notarized and approved as to
form and signed by the City Attorney should be forwarded to the City Clerk, together
with the required number of copies, at the time the City Council agenda report and/or
resolution are sent.
B. Following approval of the agreement by City Council, the City Clerk's office will be
responsible for signing, certification and filing.
1.. A fully executed copy of the agreement will be furnished to the department originating
the document.
C. Unless specifically requested to do otherwise, an executed copy of the agreement will be
,.furnished to the second parties by the City Clerk.
W,
V. Authority
By order of the City Manager
City Manager
we
Initiated by:
City Clerk
SECTION 12.0
SUPPLIER RELATIONS
I. SCOPE
This section provides guidelines for employees participating in transactions on behalf
of the City.
H. Antitrust Laws
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, treble damage liability and injunctions or orders affecting property and/or
business. An employee who participates in an violation is individually and personally
subject to fine or imprisonment.
Each employee responsible for the City's conduct or practices which may involve the
application of antitrust laws, should consult and be guided by the advice of legal
counsel.
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.
M. Conflict of Interest
Employees engaged in the purchasing function are expected to be free of interests or
relationships which are actually or potentially inimical 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. In this
connection, 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 an outsider that is
inherently unethical or that might be implied or construed to be, or make
possible personal gain due to the employee's ability to influence dealings;
render the employee partial toward the outsider forpersonal reasons or
40
otherwise inhibit the impartiality of the employee's business judgement; place
the employee or the City in an equivocal, embarrassing or ethically
questionable position; or reflect on the integrity of the City.
C. Takes personal advantage of an opportunity that properly belongs to the City.
D. Uses the City property without approval.
IV. Supplier Samples
When suppliers offer samples for evaluation, they will be accepted only under the
following conditions:
A. The product is one which is of a type presently in use or is of potential use to the
City. Samples of goods not likely to be purchased are not 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 Product Safety Data Sheet. (must be kept on file with
individual department accepting sample)
D. If supplier samples are accepted, they shall be promptly conveyed to appropriate
department for testing. Personal use of samples is forbidden. The supplier is
entitled to a prompt evaluation of his sample, and he shall be accorded this.
In the event a sample is requested. from a supplier to evaluate its applicability to a
particular situation, such samples hall be purchased.
V. Supplier Transactions
It is our policy to maintain and practice the highest possible standards of business
ethics, professional courtesy and competence in all of our 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. Provide equal opportunity for all suppliers to make price and specification
quotations.
C. Guarantee the confidentiality of all specifications and price quotations made by
suppliers until all quotational are received and the order is placed.
41
D. Explain as clearly as possible to suppliers the reason for rejection of their
quotations.
E.. Remain scrupulously free from obligations to any supplier.
F. If, for any reason, one supplier is permitted to re -quote, his competitors will be
given the same opportunity. Re -quoting should be restricted to an absolute
minimum.
42
APPENDIX A
• • • t• a tr+
SUPPLIES, SERVICES, EQUIPMENT
PURCHASES UNDER $20' `dam
A. Petty Cash
-or-
B. Field Purchase Order
-or-
C. Check Request �
PURCHASES OVER $30y^UNDER $500
A. Field Purchase Order
-or-
B. Check Request
PURCHASES OVER $500 UNDER $2,000
A. 1. Three (3) verbal quotes (noted on Purchase Requisition)
2. Purchase Requisition (Authorized by signing authority)
3. Purchase Order.
PURCHASES OVER $2,000 UNDER $10,000
A. 1. Three (3) written quotes (attach to Purchase Requisition)
2. Purchase Requisition authorized by Department Head
3. Purchase Order
PURCHASES OVER $10,000
A. 1.
Product/Service Specifications
2.
Formal Bid Process
3.
Copy of approved agenda item
4.
Purchase Requisition
5.
Purchase Order
:::
A. All limits are inclusive of freight and exclusive of taxes
B. Quotes should be submitted with the Purchase Requisition or can be obtained
(negotiated) by General Services upon receipt of the written specifications.
CONSULTANT SERVICES
PURCHASES UNDER $20,000
A. 1. Contract (signed by City Manager)
2. Purchase Requisition (authorized by signing authority)
3. Purchase Order
PURCHASES OVER $20,000
A. 1. Contract
2. City Council Approval
3. Purchase Requisition
4.. Purchase Order
A. Quotations are not necessary for Consultant Services but are recommended in
the event negotiations are unsuccessful with the most -qualified consultant.
Should negotiations prove unsuccessful, a written notice formally terminating
negotiations shall be given, and negotiations shall commence with the next
qualified firm.
-and-
B. All contracts must be approved by the City Attorney and signed by the City
Manager prior to issuing a Purchase Order.
Appendix A
Page 2
PUBLIC WORKS PROJECTS
PURCHASES UNDER $15,000
A. 1. Specifications
2. Purchase Requisition (authorized by signing authority)
3. Purchase Order
PURCHASES OVER $15,000 UNDER $50,000
A. L' Specifications
2. Three (3) written quotes (attached to Purchase Requisition)
3. City Manager approval
4. Purchase Requisition (authorized by signing authority)
5. Purchase Order
PURCHASES OVER $50,000
A. . 1. Specifications
2. Formal Bid Process
3. Purchase Requisition with copy of approved agenda item (authorized by
signing authority)
4. Purchase Order
GENERAL
A. All Purchase Requisitions shall be authorized by the Director or designee of the
requesting department.
B. All contracts shall be approved by the City Attorney and signed by the City
Manager prior to issuing a Purchase Order.
Appendix A
Page 3
APPENDIX C
FOR PUBLICATION THREE TAM
Friday,
November 15, 1991
Wednesday,
November 20, 1991
Monday,
November 25, 1991
REQUEST FOR PROPOSALS
Sealed proposals will be received until 5:00 pm on Monday, December 2, 1991, by the City
Clerk of the City of Santa Clarita, 23920 Valencia Boulevard, Suite 300, Santa Clarita,
California, 91355.
Records Management Program
The City of Santa Clarita is seeking proposals from qualified Records Management Consultant
firms. Santa Clarita was incorporated December 15, 1987 and has a challenging requirement
to set up a Records Management Program in all functional City departments.
Those consultants interested in being considered for these services are required to submit a
proposal in accordance with the scope of the proposal. All proposals must be received in the
office of the City Clerk no later than the close of business (5:00.pm) on Monday.
December 2. 1991. Proposers shall submit their proposals in triplicate to the City Clerk, in a
sealed envelope marked in the outside "Records Management RFP".
Please note that this Request For Proposal is not a competitive bid request. The City may
choose to utilize a certain firm based on review of each proposal, references and
qualifications.
Questions regarding the Request For Proposals should be directed to:
Donna M. Grindey, City Clerk
City of Santa Clarita
23920 Valencia Blvd., Suite 301
Santa Clarita, CA 91355
(805) 255-4391
The Daily News
The Signal
CITY OF SANTA CLARITA
REQUEST FOR PROPOSALS
Records Management Program
The City of Santa Clarita is seeking proposals from qualified Records Management Consultant
funis. Santa Clarita was incorporated December 15, 1987 and has a challenging requirement
to set up a Records Management Program in all functional City departments.
Scope of Work
This is an invitation for your firm to submit a proposal to the City of Santa Clarita for
Records Management. The City currently uses an Alpha filing system. Each department
currently has their own independent records system. The applicant must be able to perform
the following but may not be limited to:
1 - Develop the goals, objectives, policies, and responsibilities of the program
2- Meet with staff to discuss and receive input in the needs of various departments
3- Conduct an inventory of records Citywide. This would also include off site
records. Provide recommendations for a uniform system.
4- Train staff on the proper filing and maintenance procedures established by this
system.
5- Develop a Procedures Manual
6- Develop an efficient retrieval of information from active files within the
departments and inactive files transferred to what would be a Records Center.
7- Provide a system which would be compatible with the City's Wang computer
system.
Those consultants interested in being considered for these services are required to submit a
proposal in accordance with the scope of the proposal. All proposals must be received in the
office of the City Clerk no later than the close of business (5:00 pm) on Monday,
December 2, 1991: Proposers shall submit their proposals in triplicate to the City Clerk, in a
sealed envelope marked on the outside, "Records Management RFP".
Appendix C
Page 2
Instructions to Proposers
Please include the following with your proposal:
A section indicating your experience in providing requested services to other
jurisdictions. Please include a reference list and a contact person.
Resumes of individuals who are under your supervision.
Be able to establish a close professional working relationship with City staff
Insurance coverage information for auto liability, workman's compensation,
errors and commissions.
A precise description of services to be provided must be given.
A complete fee schedule for services.
We appreciate your taking the time and effort in any response you may wish to provide.
please note this request for proposals is not a competitive bid request. The City may choose
to utilize a certain firm based on review of each proposal, references, and qualifications.
Questions regarding the Request For Proposals should be directed to:
Donna Grindey, City Clerk
City of Santa Clarita
23920 Valencia Blvd., Suite 301
Santa Clarita, CA 91355
(05) 255-4391
Appendix C
Page 3
APPENDIX D
FOR PUBLICATION THREE TIMES Wednesday, August 19, 1992
Sunday, August 23, 1992
Wednesday, August 26, 1992
NOTICE INVITING BIDS
Sealed bids will be received until 11:00 AM on Thursday, September 10, 1992, by the City
Clerk of the City of Santa Clarita, 23920 Valencia Boulevard, Suite 301, Santa Clarita,
California, 91355, at which time they will be publicly opened and read at said address for the
purchase of:
GS -92-93-07
3/4 TON PICK-UP TRUCK
Specifications may be picked up at the City of Santa. Clarita, Field Services Facility, General
Services Division, 25663 Avenue Stanford, Santa Clarita, California, 91355, at a non-
refundable fee of $25.00 each or mailed at a non-refundable fee of $35.00 each.
Specifications can be mailed overnight if requested by phone (805) 294-2500. Please refer to
specifications for complete details and bid requirements.
The specifications in this notice shall be considered a part of any contract.made pursuant
thereto.
Donna M. Grindey
City Clerk
Daily News
Newhall Signal
bidinvit.dmw
CITY OF SANTA CLARITA
T NVITATION'TO NID
BID 9 -%5-,- 92 —15
BID OPENING:_ MARCH 12.1992
The City of Santa Clarita invites sealed bids for:
(1) 3/4 TON PICK—UP TRUCK
Terms of payment: Subtotal'
Delivery: Text
TOTAL'
1
1. Return original of gid to: City of Santa Clarita
23920 Valencia Blvd., Suite 300
Santa Clarita, CA 91355
2. Prices shall be F.D.$. Destination or for the service rendered.
3. Bid prices shall be honored by bidder for sixty (60) days or for the stated contract period.
<. Bids must be on this Bid fore and be signed by the vendors authorized representative.
BIDDER TO READ
1 have, read, understood, and agree to the terms and conditions on ail pages. of this
bid/proposal. The undersigned. agrees to furnish the coasnodity or service stipulated on this
bid/proposal as stated above. -
Company Address:
Name (Print):
Company Phone No.:
signature'
Title of Person signing g
Appendix D
Page 2
1
I
Bid No:fZ-aL-_n15 BID INSTRUCTIONS
1. Alternatives: Any changes or alternatives must be forth in a letter attacked to this
bid. The City has the option of accepting or rejecting any alternat-ive bid.
2. Preparation: All proposals must be typed or written in black ink. Errors may be crossed out
and corrected in ink, then initialed in ink by the person signing the bid. -
3. Submitting Proposals: (a) the bid must be submitted on this form (attachments. accepted) in a
sealed envelope with the bid number and closing date on the outside. (b) Proposals/
corrections received after the closing time will not be opened.
6. Failure to Submit Bid: Your name may be removed from the mailing list if the City receives
no response to this bid.
S. Rejection:The City reserves the right to reject any or all bids and to waive any
informality in any bid.
6. Taxes. Charges and Extras: (a) Bidder shall show as a separate item California State Sales
and/or Use Tax. (b) The City is exempt from Federal Excise Tax. (c) Charges for
transportation, containers, packing, etc. will not be paid unless specified in bid.
7. Awards: The City reserves the right to make an award based on partial items unless the bid
submitted is marked "All or none." -
8. Default- In case of default by the vendor of any of the conditions of this bid or contract
resultingfrom this bid, the vendor agrees that the City may procure the articles or services
from other sources and may deduct from the unpaid balance due the vendor, or collect against
the bond or surety, or may invoice the vendor for excess costs so paid, and prices paid by
the City shall be considered the prevailing market price at the time such purchase is made.
9. Assignment: No assignment by the vendor of contract or any part hereof, or of funds to be
received hereunder, will be binding upon the City unless such assignment has had prior
written approval and consent of the City.
10. Termination: The City reserves the right to terminate any service or requirement contract
resulting from this bid without penalty upon thirty.(30) days written notice to the vendor.
11. Indemnification: The bidder guarantees and agrees to indemnify, defend and hold harmless the
City and its elected and appointed officers, agents and employees against any or all loss,
Liability, damages, claims or costs arising out of defective material and products, faulty
work performance, negligent or unlawful acts, and non-compliance with any applicablelocal,
state or federal codes, ordinances, orders or statutes including the Occupational safety and
Health Act (OSHA) and the California Industrial Safety Act. This guarantee is in addition to
and not intended as a limitation on any other warranty, expressed or implied.
12. Non -Discrimination:. Bidder agrees that the "Certification of Non -Discrimination by
Contractors" attached and executed by bidder and on file with the City is specifically made a
part of the bid by this reference.
13. Bonds. when deemed necessary by the City, bid bonds shall be furnished by all bidders in the
amount of at least 10% of the bid to guarantee that bidders will enter into contract to
furnish goods at prices stated. likewise, a Performance Bond shall be required of the
successful' bidder when stated in the specification (cash deposit, certified or cashier's
cheek or money order may be substituted in lieu of either bond).
14. Payment: (a) Bidder shall state payment terms offered. (b) Payment will be made on the pay
period after receipt and acceptance of goods and/or services and upon using department
confirmation of such acceptance.
15. On -Site Inspection: City has designated an on-site inspection date and time. Bidder is
responsible for inspecting and understanding the total scope of the projects (i.e.,
specifications, quality, and quantity of work to be performed.) Appendix a
n,_
Bid No: a-gi_; a-15
810 INSTRUCTIONS (continued)
16. Saeoifieatiens: Materials differing from stated specifications may be considered, provided
such differences are clearly noted and described, and provided further that such articles are
i1 considered.by the purchasing agent to be in all essential respects in compliance with the
" specifications.
17. The use of the name of a manufacturer, or any specific brand or make, in describing any item
contained in the proposal does not restrict bidders to that manufacturer or specific article,
this means is being used simply to indicate a quality and utility of the article desired; but
the goods on which bids are submitted must in all cases be equal in quality and utility to
those referred to. Exception is made on those items wherein identical supply has been
determined a necessity and the notation NO SUBSTITUTE has been entered.
18.. The City reserves the right to reject the bid of any bidder who has previously failed to
perform properly, or complete on time, contracts of a similar nature, or to reject the bid of
a bidder who is not in a position to perform such a contract satisfactorily. The City
expressly reservesthe right to reject the bid of any bidder who is in default of the payment
of taxes, licenses or other monies due to the City of Santa Clarita.
19. If at any time during the life of this contract, the successful bidder reduces his price or
prices to others purchasing approximately the same- quantities as contemplated by this
contract, the contract prices shall be reduced accordingly, and the contractor/vendor will
immediately notify the purchasing agent, City of Santa Clarita.
20. Prices bid shall remain firm through the first 40 day period of this contract. If at any
time during the remaining months of the contract, should there be an industry—wide increase
in prices to jobbers or wholesalers, unit prices shown herein may be increased by the same
percentage. Such increases under this contract shall be effective only after receipt of
certified manufacturer's price increase by the purchasing agent, City of Santa Clarita.
21.. Supplier agrees to comply with the provisions of the Occupational Safety and Health Act of
1970 (or latest revisions), the State of California Safety Orders, and regulations issued
thereunder, and certifies that all items furnished under this bid will conform and comply
with the indemnity and hold harmless clause for all damages assessed against buyer as a
result of suppliers failure to comply with the Act and the standards issued thereunder and
for the failure of the items furnished under this order to so comply.
22. Contract delivery shall begin no later than fifteen (15) days from receipt of order. Unless
otherwise specified, delivery shall be, FOB, the site of user division. The bidder will not
be held liable for failure to make delivery because of strikes, conscription of property, or
acts of God.
Appendix D
Page 4
CITY OF SANTA CLARITA
The City of Santa Clarita is in need of a 3/4 -ton pickup truck with automatic transmission.
It is very important to receive this vehicle as soon as possible. As a result, delivery will be
an important factor in the award of the bid. Please try to obtain any 199l -or newer vehicle
that will met the following specifications as close as possible. Please list any exceptions
from the requested specifications to the right of the listed requirements. The City of Santa
Clarita reserves the right to assess $35 per day liquidated damages for failure to deliver the
vehicle in the specified time limit.
3/4 -TON PICKUP
SPECIFICATIONS
State Compliance
and/or Specifications
1. ENGINE .
A. Minimum V8 350 cubic inch
B. Fuel: Gasoline
C. Oil Filter: Replacement spin -on type
D. Air Filter: Replacement paper element
E. Radiator: Factory installed. Heaviest
available cooling system. Coolant recovery
system, 1/2 gal. min. reservoir capacity
F. Auxiliary oil cooler
Performance Factors Please state:
a. Fuel E.P.A. rating-City/Highway
b. Factory recommended oil change interval
C. Crankcase capacity
d. Factory recommended air cleaner
replacement interval
e. Factory recommended chassis lube
interval
f. Factory recommended fuel filter
replacement interval
g. Engine brake horsepower rating
Appendix D
Page 5
-2-
2. ' TRANSMISSION .
A. Heavy-duty three -speed automatic, overdrive
acceptable
B. Auxiliary oil cooler
3. SUSPENSION - 3/4-I on (Heavy duty)
A. G.V.W. - Minimum of 8,600 lbs.
B. Wheelbase - Minimum of 130" to maximum
of 137"
C. Front stabilizer bar
D. Payload range - minimum 4203 lbs -5000 lbs
E. Trailer towing package
4.RB AKES'(Heavy duty)
A. Power assisted front disc and rear drum
brakes
5. STEERING
A. Power steering
6. BODY (Exterior) - Long Bed
A. Fleetside bed, min. 96" long, double-wall
construction
B. Paint: solid color - White/beige
C. Mirrors: low profile swing -away right and left
side, painted or bright finish
D. Molding: side moldings, door edge guards and
roof drip moldings
E. Glass: tinted all around
F. Undercoatings: full length
G. Windshield wipers: 2 -speed with electric
washer, intermittent
H. Bumper: front and rear
I. Minimum draw weight: 500 Is .
Appendix D
Page 6
-3-
7. AB, (Interior)
A. Seat: heavy-duty construction with heavy-duty
vinyl covering, bench type
B. Sunvisors: two (2)
C. Mirror: rearview
D. Door: armrest, each door
E. Flooring: rubber or vinyl
F. Hood release: inside
G. Headliner
H. Air Conditioning -factory installed
8. ELECTRICAL
A. Twelve (12) volt system
B. Battery: maintenance -free with minimum
500 cold -cranking amps and 65 amp hrs rating
Ampiitlsi � .
Cold-cranldng amps
C. Alternator: minimum 85 amp, state amps
D. Radio: AM/FM - factory installed
E. Instrumentation: gauges (oil, fuel, alternator
and temperature)
F. Domelmap light
G. Hot water/fresh air heater, defroster
9. TIRES AND WHEELS
A. Five (5) eight -ply tubeless blackwall tires
adequate for GVW rating specified
B. Tires to be mounted on standard wheels
adequate for GVW rating specified
C. Standard wheel covers for four (4) of the
wheels. Spare tire to be mounted and stored
on standard carrier beneath vehicle
D. Three (3) -ton hydraulic jack in lieu of standard
bumper jack
Appendix D
Page 7
-4-
A. Install two (2) fourteen (14) -gauge wires to roof
mounted lightbar in the center of the cab's roof
(air jet, two lights).
B.. Add a warning or indicator light installed in cab
to be lit when lightbar is on.
Appendix D
Page 8
BID OPENING C
PROJECT NO.B
N,
LIST
BID DATE
SET MAILED OR
NO. PICKED.UP
1
2
4
5
6
7
8
9
10
11
12
13
14
15
16
17
1s
19
20
21
22
23
24
25
OF
ADDRESS
A
x
ro rn
� v
a a
PRICE: PICK UP: a�,yp
MAILED:_ 34L
PHONE
CITY OF SANTA CLARITA
RECORD OF BID OPENING
BID FOR: GS 91-92-15 Pick -un Truck DATE: 3-12-92
TINE OF BID OPENING: 11:00 a.m.
PERSONS PRESENT: Donna Grindey. City Clerk
Krvstvna Ghahremani. Clerk Typist
FULLER FORD
SCOTT IRVIN
VALENCIA DODGE
PARKWAY GMC
APPARENT LOV BIDDER:_ VALENCIA DODGE
BUDGETED ESTIMATED
ATTEST:
/7
AMOUNT
$15.870.53
$17.333.42
S15.098.93
$15.098.93
Dodpa M. Grifidey'
City Clerk Appendix D
CITY OF SANTA CLARITA Page 10
AGENDA REPORT
City Manager Approval
Item to be presented by:
4e
Jeff Kolin
5 �1 ate-�44h
CONSENT CALENDAR
DATE: APRIL 28,1992
SUBJECT: PROCUREMENT OF (1) 3/4 -TON PICK-UP TRUCK
DEPARTMENT: PUBLIC WORKS
BACKGROUND
The streets Maintenance Division of the Public Works Department requested and received
City Council approval for the procurement of one (1) 3/4 -ton pick-up truck for FY 91/92. A
request for sealed bids was advertised with the following bids received on March 12, 1992:
GS -91=92-15
Valencia Dodge
Valencia
$15,098.93
Fuller Ford
Chula Vista
$15,870.53
Parkway Gmc
Valencia
$16,911.90
Scott Irwin
Valencia
$17,333.42
Staff has reviewed the responses and recommends award of GS -91-92015
to Valencia Dodge
as the lowest, most qualified bidder.
Direct staff to issue a purchase order to Valencia Dodge for one (1) 3/4 -ton pick-up truck as
specified in bid GS -91-92-15.
pickup
DW:dmr
Agenda Item:
Appendix D
APPENDIX E_
CITY OF SANTA CLARITA
�h
CHECK.REOUEST
DATE
o _wt
ACCT #
pyffluriTwisl
ADDRESS :
PHONE AMOUNT $
FEDERAL TAX I.D. # OR SOCIAL SECURITY #
DESCRIPTION:
CHECK HERE FOR NEW ADDRESS
SPECIAL INSTRUCTIONS:
DEPT. HEAD/DESIGNATE
•"`'• City of Santa Clarita
23920 Valencia Blvd., Suite 300
Santa Clarita, CA 91355
(805) 259-2489 FAX: (805) 259-8125
City of SF 'i Clarita
Field Services Unice t`
25663 Avenue Stanford
(805)294-2500 FAX(805)294-2517
Quote
BUSINESS SUPPLIES UNUMTED (8/O 311.2988, 1619) 3.24.2072
Name
From: `
Address
Phone #:
FAX #:
Vendor
(Please use
Ballpoint Pen)
City
State
Instructions:
Zip Phone #
Contact:
Date:
FAX #:
Prices Quoted are F.O.B.:
Quantity
Description
Price
Unit
Measure
Extended Price
i
s
FREIGHT
(NON-TAXABLE)
x
to
CSCmO
REQUEST FOR QUOTE ONLY
Sub -total
Tax
TOTAL
BUSINESS SUPPLIES UNUMTED (8/O 311.2988, 1619) 3.24.2072
v
a
x
•'•`• ``••, City of Santa Clarita
23920 Valencia Blvd., Suite 300
Santa Clarita, CA 91355
(805) 259.2489 FAX (800 259-8125
\.sem
Purchasr'equisition
BMNEea SUM UES UrUMTEO (!14 341,2W (lhA U"M
Name
Ship .To ■
City of Santa Clarita
25663 W. Ave. Stanford
Santa Clarita, CA 91355
Address
Vendor
(Please use
Ballpoint Pen)
P.O.Box
Department:
City State
Account Charged:
ZIP Phone M
Reguested By:
Date:
Vendor
Contact:
Batch
k:
Date
Required:
PR M:
Vendor
N:
Quantity
DescriptionPrice
unn
Measure
Extended Price
rf
FREIGHT
(NdYTAXAA
QUOTE
Name:
Phone:
Contact:
Total Price:
QUOTE
Name:
Phone:
Contact:
Total Price:
QUOTE
Name:
Phone:
Contact:
Total Price:
Sub -total
Tax
Department Ap"Id -
Me a Cee GC\/CCCr rnn rues r'.�.r.0
Purchedrq Approval
TOTAL
BMNEea SUM UES UrUMTEO (!14 341,2W (lhA U"M
011 NAMP. ADDRESS, C
'.4i C( IN I ACT
f-Un1 *rnHSIC UhUhh -�
CLARITA
\I'1 I i'. Yxr
I%.( '.% Ili INS
IFPa `vl !.IXu IA\ I%1151_154X125
APPROVALS
PURCHASING AGENT DATE
I 1 A!;l NOWY,1 /S 1MMf"DIATF_LY IF Y0I/ /IRI' LINAnI l:'TO ,;111P COMPLETE- ORDER l7Y DATE SPECIFIED
I LIX.1hle Item N _ Non -Taxable Item
This number must appear on all package9
invoices and shipping orders.
maw
T )
.;I
VENDOR
SUPPLIER APPRAISAL
SUPPLIER NAME:
PURCHASE ORDER NUMBER:
DELIVERY: ON-TIIv1E ❑ DELINQUENT ❑
CUSTOMER SERVICE: EXCELLENT ❑ FAIR ❑ UNACCEPTABLE
COMMENTS:
I
PLEASE RETURN THIS FORM TO PURCHASING UPON RECEIPT OF YOUR ORDER.
THIS WILL ENABLE THE CITY TO EVALUATE THE SUPPLIER ON ALL ASPECTS
OF PERFORMANCE.
Appendix E
Page 5
COMPARISON OF PUBLIC BID PROCEDURES - MISCELLANEOUS CITIES
SCV Chamber of Commerce Bid Committee
October 22, 1992
011
Does ordinance or purchasing manual mentlon a responsible bidder's list or public malling list?
BAKERSFIELD
Yes
CALABASAS
Unknown
'PALMDALE
Unknown
SANTA BARBARA
Unknown
SANTA ROSA
Yes
SIMI
Yes
SOUTH GATE
Yes
THOUSAND OAKS
Yes
SANTA CLARITA Yes
Does ordinance or purchasing manual require the payment of a bid submission tee?
BAKERSFIELD
No
CALABASAS
Unknown
PALMDALE
No
SANTA BARBARA
No
SANTA ROSA
No
SIMI"
No
SOUTH GATE
No
THOUSAND OAKS
No
SANTA CLARITA Yes (Chil CAp'ivLt ?m*4ecl�)
-2-
1
Does ordinance or purchasing manual require bidder to post securlty or bid bond?
BAKERSFIELD
Yes: 10% (mandatory)
CALABASAS
Unknown
PALMDALE
Unknown
SANTA BARBARA
Yes: 10% (mandatory)
SANTA ROSA
Yes: open-ended (discretionary)
SIMI
Yes: 10% (discretionary)
SOUTH GATE
Yes: open-ended (discretionary)
THOUSAND OAKS
Yes: 10% (discretionary)
SANTA CLARITA Yes: 10% (discretionary)
t Does ordinance or purchasing manual provide for centralized purchasing
management (e.g., purchasing supervisor or agent)?
BAKERSFIELD
Yes (Finance Manager)
CALABASAS
Unknown
PALMDALE
Yes
SANTA BARBARA
Yes
SANTA ROSA
Yes
SIMI
Yes
SOUTH GATE
Yes
THOUSAND OAKS
Yes
SANTA CLARITA
No '
-3-
Does ordinance or purchasing manual mention a local business set-aside?
BAKERSFIELD
No
CALABASAS
Unknown
PALMDALE
Yes (1%)
SANTA BARBARA
No
SANTA ROSA
No
SIMI
No
SOUTH GATE
Yes (1%)
THOUSAND OAKS
No
SANTA CLARITA hp y 1',b
What is the purchasing agent's authority to execute contracts without council approval?
BAKERSFIELD To $20,000 (Finance Manager) `
CALABASAS Unknown
PALMDALE SUPPLIES & EQUIP.: to $20,000; 1 PUBLIC WORKS: to $5,000
SANTA BARBARA Unknown
SANTA ROSA 31430,000 by purchasing agerit +$30,000-$50,000 awarded by City Manager, over $50,000 by
City Council
SIMI To $15,000
SOUTH GATE To $20,000
THOUSAND OAKS to $25,000 with Finance Manager's approval
SANTA CLARITA to $20,000 (City, Manager)
-4-
What are the ranges for open market, Informal and formal bid procedures?
BAKERSFIELD COMBINED: open market to $20,000, formal over $20,000
CALABASAS Unknown
PALMDALE SUPPLIES & EQUIPMENT: requisition to $700; open market to $20,0000; formal over $20,000
PUBLIC WORKS: open market to $5,000; formal over $5,000
SANTA BARBARA Unknown
SANTA ROSA COMBINED: $143;000 by requisition; Informal $3,000.$30,000; formal over $30,000
SIMI SUPPLIES, EQUIPMENT & PUBLIC WORKS: requisition to $1,000; open market to $15,000;
informal to $50,000; formal over $50,000
SERVICES: requisition to $15,000; formai over $15,000
SOUTH GATE COMBINED: open market to $20,000; format over $20,000
THOUSAND OAKS COMBINED: straight purchase to $25,000; informal over $25,000; formal over $75,000
SANTA CLARITA SUPPLIES 3 EQUIPMENT: requisition to $2,000; Informal to $10,000; formal over $10,000
SERVICES: requisition by City Manager up to $20,000; City Council over $20,000
PUBLIC WORKS: requisition up to $15,000; informal up to $50,000; formal over $50,000
Other cities' formal Informal bid ceilings:
INGLEWOOD
$25,000
FRESNO
$10,000
HAYWARD
$15,000
OAKLAND
$15,000
POMONA
$10,000
REDLANDS
$20,000 -
STOCKTON
$20,000
.5.
Does ordinance or purchasing manual provide for a double submittal bid process?
Simi
Yes* (see below)
THOUSAND OAKS
No
BAKERSFIELD
No
CALABASAS
No
PAL MDAL.E
No
SANTA BARBARA
No
SANTA ROSA
No
SOUTH GATE
No
SANTA CLARITA No
*The double -bid process in Simi applies to certain consulting services associated with public works contracts such as
engineering, architectural, construction and the like (see attached memorandum).
-6-
DATE:
TO:
FROM:
SUBJECT:
CITY OF SIMI VALLEY • MEMORANDUM
February 10, 1992
Distribution
Connie Henes-Bairdpport Services Administrator
The State Legislature recently passed a law requiring State Agencies to award
contracts for engineering, architectural, environmyyental land surveying, or
ratherulhuoncprtjeftthe�serevicesserTheeCity les'adopting ii qualificationebaaed
selection process as well for these types of contracts.
Additionally, the Fair Political Practices
requirements for filing Conflict of Interea
City's.procedure -for compliance with this r
s memo.
The basic change in procedure for the City
engineering, architectural, environmental, land
ppro ect management consultant services versus other
is he requirement to utilize attwo Anvelopa submit
proposal is submitted separate from the technical
proposals for the'top three ranking fims are
and evaluation process is completed for the technic&
a ranking of the proposals has been established.
negotiated with the top ranking firm. (That is, the
the fee strictly as proposed in the Consultant's c
negotiate an appropriate amount.) If an agreement
top ranked firm, negotiations are terminated and
ranked firm begin, and so on until an agreement
selected.
on recently expanded the
ants to Consultants. The
t is the completion of a
which is discussed further
in obtaining proposals for
surveying, or construction
types of consultant services
tal process whereby the cost
qualification roposal. The
1 queali "Caton prothe
sats end
A contract price is then
City does not have to accept
ost proposal, butrathercan
cannot be negotiated with the
neggotiations with the second
is reached and a firm is
I've enclosed a listing of the basic procedures to be followed when soliciting
proposals for engineering, architectural environmental, land .surveying, or
construction project management services lAttachment A). I've also enclosed a
sample RFP package which shows appropriate format under these new guidelines
(Attachment B). Please note the new clause on paTe 9 of the RFP headed Sonf]
W Interest Disclosure. This paragraph should be included in IU Coosulttan—t.
ct
WS.
If you have any questions, please contact me at extension 6750:
Attachments
Distribution:
11SS
Services, Purchasing
ATTACHMENT A
PROCEDURES FOR CONTRACTING FOR ENGINEERING, ARCHITECTURAL
CONSULTANT SERVICES LAND
SURVEYING, OR CONSTRUCTION PROJECT MANAGENEMT
The basic procedure to be followed when soliciting proposals for engineering,
architectural, environmental, land surveying, or construction project management
consultant services is as follows:
1. Prepare a Request for Proposal (RFP) package. The RFP should require two
envelopes from the proposer, one with•.technical qualifications and the
second with the cost.for the services. (If there is a chance that the
requirement for errors and omissions insurance may be waived, costs both
with and without the insurance should be requested.)
2. The RFP package 1s reviewed.by Support Services and the City Attorney's
Office prior to distribution.
3. A copy of the. RFP 1s sent to Planning for Environmental Assessment.
4. Proposals should be received by the Department issuing the RFP.
5. Proposals are accepted only until the date and time stated in the RFP.
Late proposals should be returned unopened.
6. The contents of the proposal should not be revealed to the proposers until
after award of contract to allow for objectivity in the evaluation and
negotiation process.
7. A committee (two or.more people) of City staff members should be utilized
to evaluate the proposals. The technical qualification proposals JIlu are
reviewed and evaluated prior to opening any cost proposals. The technical
proposals are ranked based on criteria such as the following:
• Understanding of the workscope
• Demonstrated professional skill and credentials
• Related experience and references
• Quality of the proposal
• Approach to performing the stated discipline
• Ability to perform the service in a timely manner
8. Once the firms are ranked, the cost proposals of the top three ranking
firms are opened.
9. The top ranked firm is contacted to negotiate a contract. The City does
not have to accept the fee strictly as proposed in the Consultant's cost
proposal, but 1s free to negotiate an appropriate amount.
10. If an agreement cannot be negotiated with the top ranked firm,
negotiations are terminated and negotiations with the second ranked firm
begin, and so on until an agreement is reached and a firm is selected.
NOTE: Negotiations take place with M firm at a time and proceed in rank
order only.
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^* 11. Staff make a determination regarding whether or not the Consultant will be
'cam~7 required to file a Conflict of Interest Statement under the Fair Political
Practices Commission (FPPC) requirements. If the Consultant's activities
will require that a Conflict of Interest Statement be filed, the
Consultant should be so notified during the negotiation process.
12. A staff report is prepared summarizing the RFP process with a
recommendation for award of contract. Support Services and the City
Attorneys Office review the report prior to submittal to the City
Manager's Office. Please note that the staff report does not contain a
listing of the costs submitted by the various proposers. Rather, the
qualification -based selection process is discussed including the ranking
of the proposals received. (An actual rating matrix could be included
with the staff report as an addendum and the text of the staff report
would focus on the qualifications of the recommended Consultant.)
13. The Determination of Reporting Status for Consultants form is completed
and routed with the staff report and Agreement for approval by the City
Manager.
14. Contracts for under $15,000 can be awarded by the City Manager. Contracts
exceeding $15,000 ayA be awarded. by the City Council or Board of
Directors. The procedure for obtaining a Consultant for both categories
of cost is the same with the exception of the awarding authority.
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(h) Obtain chemical and physical tests of samples
submitted with bids and samples of deliveries which are
necessary to determine their quality and conformance with
specifications. The City may pay the costs of such tests or may
require that the costs of such tests be paid by the bidder;
(1) Recommend the transfer of surplus or unused
supplies and equipment between departments as needed and the
sale of all supplies and equipment which cannot be used by any
agency or which have become unsuitable for City use; and
(j) Maintain bidders lists, vendor catalog files, and
other records needed for the efficient. operation of the
purchasingfunction.
ine rurcnasing Agent may autnorize any agency to purchase
or contract for specified supplies, equipment, maintenance
services. and public projects independently of the Purchasing
Agent, but the -Purchasing Agent .shall require that such
purchases or contracts be made in conformance with the
procedures established by this chapter and other administrative
.rules and regulations as may be established. and may further
require periodic reports from such agency regarding the
purchases and contracts made under such authorization.
Sec: 2-9.106. Re uisitions.
Usk agencies s a submit purchase and contract requests
for supplies, equipment, maintenance services, and public
projects to the Purchasing Agent by standard requisition
procedures prior to initiating any procurement.
Sec. 2-9.107. Purchase orders.
Purchases or contractor supplies, equipment, maintenance
services, and public projects shall be made only by purchase
order with the exception of those purchases made with imprest
funds.
Sec. 2-9.108. Encumbrance of funds.
Except in cases of emergency, the Purchasing Agent shall
not issue any purchase order for supplies, equipment,
maintenance services, and public projects unless there exists an
unencumbered appropriation against which such purchase is to be
charged.
Sec. 2-9.109. Sta in of urchases.
phases an contracts s hall not be staged or separated
into smaller units of work for the purpose of evading the
competitive bidding procedures of this chapter.
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