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HomeMy WebLinkAboutOrdinances_1892_CCv0001.pdf ORDINANCE NO. 1892. AN ORDINANCE OF THE CITY OF REDLANDS PROVIDING FOR THE PURCHASE OF SUPPLIES, SERVICES AND EQUIPMENT TETE CITY COUNCIL, OF THE CI'T'Y OF REDLANDS DOES ESTABLISH SECTION ONE: Chapter 17 is ;added to Division 1 (Government) of the Redlands Ordinance Cade to read. "CHAPTER I.7 PURCHASING Article 1701. Purchasing of Supplies , Services or Equipment 17001. INTENT. It is the intention of the Redlands City Councilin enacting this ordinance to (a) establish efficient procedures :for the: purchase of supplies , services or equipment ; (b) pay the lowest possible cast for such supplies, services or equipment commensurate with the quality required ; (c) exercise positive financial control over purchases; and. (d) define clear lines of authority for the purchasing function., 17002. ESTABLISHMENT OF CENTRALIZED PURCHASING DIVISION. A centralized purchasing division is hereby established under the direction of the City Manager and his designee the Purchasing Agent . With such exceptions as are contained in this ordinance, the sale authority for the pur- chase of supplies, services or equipment is vested in this division . 17003. POWERS AND DUTIES 01' PURCHASING AGENT. The Purchasing Agent shall: exercise general supervision o they centralized purchasing division . The Purchasing Agent hall have the following powers and duties : (a) purchase or contract for supplies, services or equipment in accordance with procedures pre- scribed by this ordinance and such other rules and regulations as may be imposed by ordinance or resolution of the City Council ; (b) establish and revise as needed a purchasing program providing for competitive bidding or open market purchasing so as to obtain sup pl,ies,- services or equipment by the most efficient possible means , (c) establish , enforce and revise as necessary specifications with respect to supplies;, services and equipment required; (d) supervise the inspection of all. deliveries of all supplies and equipment and determine if they conform to specification (e) establish and supervise they city storeroom; ( f) prepare a manual setting forth procedures consistent; herewith to be followed by all departments in the purchase of supplies , services and equipment ; (g) perform such other duties as may be imposed by ordinance or resolution of the City Council , or as the City 'Manager may direct consistent therewith . 17004-. EXCEPTION TO CENTRALIZED PURCHASING. The Purchasing Agent under the direction of the City Manager may authorize in writing any department to purchase specified supplies, services and equipment independently of the pur- chasing division but in conformity with the procedures established by this ordinance 17005. CONTRACT T ORDE . Except in cases of emer- gency , involving an immediate threat to the public health on safety , all purchases shall be made by purchase contract issued by the Purchasing Agency after finance department approval ,, 17006. OPEN MARKET PROCEDURE. Purchase of sup= plies;, services or equipment may be made by, the Purchasing Agent in. the: :open.. market without further compliance with this Chapter but in accordance with any applicable Council resolution or policy= statement . 17007 . FORMAL BIDDING PROCEDURE. Purchases and contracts for supplies , services or equipment not covered by Section 17009 shall be by written contract with the lowest responsible bidder , pursuant to the bidding procedures pre- scribed in this section: _2- { IVrotice lnv-itin ds� Notices inviting bid ;shall. include a general description of the articles to be purchased and notice of any required bidder ' s security or performance bond. The notice shall state where bid blanks and specifications may be secured and the time and place for the opening of bids . ( ) Published notice. Notices inviting bids; shall be published at least twice, no less than five days apart , in a newspaper generally circulated in the city . (b,) l iclderr security The Purchasing Agent shall require bids to be accompanied by a, bidders bond, certified or cashier' s check., dor cash in an amount not greater than ten percent of the total bid purchase to standards setby the City Manager in corder to protect the interests of the City. The requirement of bidder ' s; security shall be included in the notice inviting bids When security is required, bidders shall be entitled to return of that security ; provided that a successful lowest bidder shall forfeit his security upon refusal or failure to execute the contract within ten days after notice of award of contract has been mailed, unless some pother time limit has been previously agreed to, and unless and to the extent the City is responsible for the delay . Upon failure to execute the contract within ten days after mailed notice , the City may award that contract to the next lowest bidder, and the amount of the low bidder ' s security may be applied to the if"ferenc.e in cost between those two bias and to cover City costs incurred as a result of the delay= any surplus shall be returned by the Purchasing agent to the car°iginal low bidder:. (c ) Formal bid Sealed bids shall be submitted to the Purchasing Agent and shall be identified as bids on the envelope. `ids shall be opened in public at the time and. place stated in the sa lic.,, notices. Tabula- tion of all bids received shall be open for public inspection during business hours for a period cot.' not les: than thirty clays after the bid opening. '- n r: (d) 11tjection ." Bids. In its discretion the City Council may reject all.. lords presented and readvertise for ids pursuant to the procedure prescribed in this: section,-. e) Award of Conti-acts. Contracts shall be awarded by the City council. to the lowest responsible bidder except as otherwise pro- vided in this ordinance. M "Pie Bids . If two or more equally low bids are received, and the public interest will not permit the delay of rea.dvertising for the bids, the Council may choose from any of these bids by lot , or accept the lowest bid made after negotiation with the tie bidders , (g) Performance Bonds The City Council shall have authority to require a performance bond: for executing a contract in such amount as it shall find reasonably necessary to protect the 'hest interests of the City . If the city. Council requires a performance band, such requirement shall be established at the outset and the form and amount of the bond shall be described in the notice inviting bids . 17008. FORMAL BIDDING PROCEDURE O PUBLIC WORK PROJECTS . Contracts for public works projects shall b administered in the manner provided by state law covering contracts awarded for public project;; by cities . 17009. NEGOTIATED OTIATED PURCHASE At the discretion of the City Manager, the Purchasing Agent may authorise the purchase of technical or specialized supplies or equipment by competitive negotiation when . (a) the supplies or equipment are such that: suit- able uit-ab3e technical or performance speei'fic ation area not; readily available; (b) the city is not; able to develop descriptive specifications ' (c) the quality o.f the supplies and equipment can- not , nneat, be accurately determined by reference to their specifications alone (d) such a method ;cif purchase would be more advan- tageous to the City ; a.nd -4- < � � ■ � ■ � »»� ' �� ; : « »a � - »�. � > - + . » , , � � -. .� ©� � : -w * � x■ . : �� . < �. � „ � � , »., y ». � +� «< � . � , ° «. ; . »■ < : � °- « �� , w w z � , � , . _�,< , <� �� � � , � «&! � � » : < a� •� » < � . �, ° - , © , � � , . � <, •- � ,, . � � � � - � r=,: <. � « :l � � ? !■ , : < y , . �- � , . . . . ■ :: . �. � � , < , &»» �-. at :� � �� � : . +, � -� »�, . : . � . � » � : ,° : . . , � . -■ : SECTION TWO-. This ordinance shall be in; force and take effect as provided by law. SECTION THREE: The Cite Clerk shall- certify to the adoption of this ordinance and cause it to be published Cance in the Redlands Daily Facts , a newspaper of general circulation; printed and published in this city. Mayor of the City of Redlands ATTEST: . Cat: Clem I , Carrie Poyze , City Clerk, City of 'Redlands, hereby certify that the: foregoing ordinance was duly adapted by the City Council at a regular meeting thereof held on the 17th day of December, 1985 , by the following vote : AYES : Councilmembers Larsen , D !girjyn, Johnson, ` ormser ,;; Mayor Beswick NOES Nand ABSENT Nana iff-i--y ler _ A=fit A-