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Home My WebLink About1993-02-09 - AGENDA REPORTS - SCMC SECTIONS 3 12 3 14 (2)AGENDA REPORT City Manager Approval Item to be presente b . UNFINISHED BUSINESS DATE: February 9, 1993 SUBJECT: Ordinance 93-3 amending SCMC Sections 3.12 and 3.14 DEPARTMENT: Public Works BACKGROUND On January 26, 1993, the City Council adopted Resolution 93-9 pertaining to the Recycled Product Procurement Policy. City Council also approved the Purchasing Policies which incorporated Ordinance 93-3. This ordinance amends the Santa Clarita Municipal Code at Sections 3.12 and 3.14 regarding Purchases and Public Works Bid Requirements respectively. After introducing Ordinance 93-3, Council waived further reading and.passed to second reading. Waive further reading and adopt Ordinance 93-3 amending Santa Clarita Municipal Code at Sections 3.12 and 3.14 regarding Purchases and Public Works Bid Requirements respectively. Adopted: — 9 — 9.5 Agenda Item: 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: CHAPTER 3.12 Section : 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 Sy em. 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 esthnated 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. .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 PUBLIC WORKS BID REQUIRIMENTS 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 , 19 ATTEST: City Clerk Mayor STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES } ss. CITY OF SANTA CLARITA 1 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 , 19_, by the following vote, to wit: NOES: COUNCILMEMFRS • 1 1�1 r �• City Clerk