HomeMy WebLinkAbout2004-06-08 - ORDINANCES - AMEND MUNICODE PURCHASING (2)ORDINANCE NO. 04-5
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
SANTA CLARITA, CALIFORNIA, AMENDING THE
MUNICIPAL CODE RELATING TO PURCHASING
THE CITY COUNCIL OF THE CITY OF SANTA CLARITA, CALIFORNIA, DOES
HEREBY ORDAIN AS FOLLOWS:
SECTION 1. That the Municipal Code is hereby amended at Section 3.12.030 relating
to the Purchasing Agent, to read as follows:
3.12.030 Purchasing Agent. There is a created position of Purchasing Agent who shall
report to the Director of Administrative Services and/or his/her designee. The Purchasing Agent
shall have the authority to:
A. Purchase or contract for supplies and equipment required by any using agency in
accordance with purchasing procedures prescribed by this chapter, such administrative
regulations as the purchasing agent shall adopt for the internal management and operation of the
purchasing function and such other rules and regulations as shall be prescribed by the City
r„ Council or City Manager.
B. Negotiate and recommend execution of contracts for the purchase of supplies and
equipment;
C. Act to procure for the City the needed quality in supplies and equipment;
D. Discourage uniform bidding, and endeavor to obtain as full and open competition as
possible on all purchases;
E. Through the Director of Administrative Services and the City Manager, prepare and
recommend to the City Council rules governing the purchase of supplies and equipment for the
City;
F. Prepare and recommend revisions and amendments to the purchasing rules;
G. Keep informed of current developments in the field of purchasing, prices, market
conditions and new products;
H. Prescribe and maintain such forms as are reasonably necessary for the operation of
this chapter and other rules and regulations;
I. Maintain a vendors' list, vendors' catalog file and records needed for the efficient
operation of the purchasing division.
Ordinance No. 04-5
Page 2
SECTION 2. That the Municipal Code is hereby amended at Section 3.12.120, relating
to formal bid procedures, to read as follows:
3.12.120 Formal (sealed) Bid Procedures. Except as otherwise provided herein,
purchases of supplies, equipment and services (other than professional) of an estimated value
greater than twenty thousand dollars ($20,000) shall be awarded to the lowest responsible bidder,
or the highest scoring bidder of the multiple criteria award process, pursuant to the formal bid
procedure hereinafter prescribed. Formal bids as used in this context includes any solicitation
following the procedures prescribed below including, but not limited to, invitations to bid and
requests for proposal.
SECTION 3. That the Municipal Code is hereby amended at Section 3.12.180, relating
to bid opening procedures, to read as follows:
3 12.180 Formal Bid Opening Procedure. Sealed bids shall be identified as "bids" on the
envelope. The Purchasing Agent, or designee, shall publicly open all bids at the time and place
stated in the public notices. Electronic bids may be conducted in accordance with procedures
established by the Purchasing Agent. Such procedures shall require, at a minimum, that
electronic bids will be received only into an electronic time locked box that may only be
accessed by the Purchasing Agent, or designee on the date and time specified in the bid. A
tabulation of all bids received shall be available for public inspection in the Purchasing office
during regular business hours for a period of not less than thirty (30) calendar days after the bid
opening.
SECTION 4. That the Municipal Code is hereby amended at Section 3.12.200, relating
to award of formal bids, to read as follows:
3.12.200 Award of Formal Bid Contracts. Except as otherwise provided herein, formal
bid contracts exceeding fifty thousand dollars ($50,000) shall be awarded by the City Council to
the lowest responsible bidder or the highest scoring bidder of the multiple criteria award
process. Formal bid contracts of fifty thousand ($50,000) or less may be awarded by the
Purchasing Officer (or designee).
SECTION 5. That the Municipal Code is hereby amended at Section 3.12.230, relating
to the informal bidding process, to read as follows:
3 12 230 Open Market or Informal Bid Procedure. Purchase of supplies, equipment and
services (other than professional) of an estimated value in the amount of twenty thousand dollars
($20,000) or less may be made by the Purchasing Agent in the open market pursuant to the
procedure prescribed in Sections 3.12.240 through 3.12.260 and without observing the procedure
prescribed in Sections 3.12.120 through 3.12.215; provided, however, all bidding may be
dispensed with for purchases of supplies and equipment having a total estimated value of less
than one thousand dollars ($1,000). Quotes as used in this context include any solicitation
following the procedures described below including, but not limited to, requests for quote to bid
and requests for proposal of twenty thousand dollars ($20,000) or less.
Ordinance No. 04-5
Page 3
SECTION 6. That the Municipal Code is hereby amended at Section 3.12.250, relating
to notices inviting quotes, to read as follows:
3.12.250 Notice Inviting Ouotes. The Purchasing Agent shall solicit quotes by written
and/or electronic requests to prospective vendors, or by telephone, or by public notice posted on
a public bulletin board at the City offices.
SECTION 7. That the Municipal Code is hereby amended at Section 3.12.270, relating
to exceptions to competitive bidding requirements, to read as follows:
3.12.270 Exceptions to Competitive Bidding Requirements Notwithstanding any provision of
this chapter to the contrary, the competitive bidding procedures and requirements may be
dispensed with in any of the following instances:
A. When the estimated amount involved is less than one thousand dollars (,$1,000.00);
B. When the commodity can be obtained from only one vendor;
C. The City Manager and/or his/her designee may authorize the purchase of materials,
supplies, equipment and services where an emergency is deemed to exist and it is determined
that service involving the public health, safety or welfare would be interrupted if the normal
procedure were followed. All emergency purchases, which would otherwise require formal
bidding procedures, made pursuant to this Section shall be submitted to the City Council for
ratification at the next regular Council meeting after the purchase is authorized;
D. Any request to waive competition for a procurement not covered by the exceptions
herein must be approved by the City Council;
E. Any agreement involving acquisition of supplies, equipment or service entered into
with another governmental entity;
F. In the event the City Council finds that it is in the public interest and necessity to
purchase supplies, equipment or services without compliance with the formal contract
procedures set forth in this section, the City Council may waive such procedures by declaring so
in a motion or resolution.
SECTION 8. That the Municipal Code is hereby amended at Section 3.12.330, relating
to surplus donations, to read as follows:
3.12.330 Surplus Supplies — Donations. The Purchasing Officer or designee shall have
the authority to dispose of surplus supplies or equipment by donation to local schools or non-
profit organizations when the estimated market value of such surplus is less than one thousand
dollars ($1,000).
SECTION 9. That the City Clerk shall certify to the adoption of this Ordinance and
shall cause it to be published in the manner required by law.
Ordinance No. 04-5
Page 4
PASSED, APPROVED AND ADOPTED this 8`h day of June, 2004.
ATTEST:
CITY CLERK
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF SANTA CLARITA )
I, Sharon L. Dawson, CMC, City Clerk of the City of Santa Clarita, do hereby certify that
the foregoing Ordinance No. 04-5 was regularly introduced and placed upon its first reading at a
regular meeting of the City Council on the 25`h day of May, 2004. That thereafter, said
Ordinance was duly passed and adopted at a regular meeting of the City Council on the 8`h day of
June, 2004, by the following vote, to wit:
AYES: COUNCILMEMBERS: Ferry, McLean, Smyth, Weste, Kellar
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
CITY CLERK
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF SANTA CLARITA )
CERTIFICATION OF
CITY COUNCIL ORDINANCE
I, Sharon L. Dawson, City Clerk of the City of Santa Clarita, do hereby certify that this is a true
and correct copy of the original Ordinance No. 04-5, adopted by the City Council of the City of
Santa Clarita, CA on June 8, 2004, which is now on file in my office.
Witness my hand and seal of the City of Santa Clarita, California, this _ day of
,20—.
Sharon L. Dawson, CMC
City Clerk
By
Susan Coffman
Deputy City Clerk