HomeMy WebLinkAboutAgenda Report - December 21, 2005 E-08AGENDA ITEM E"S
CITY OF LODI
COUNCIL COMMUNICATION
1M
AGENDA TITLE: Adopt resolution ratifying Purchasing Policies and Procedures
MEETING DATE. December 21, 2005
PREPAIED BY: James R. Krueger, Deputy City Manager
RECOMMENDED ACTION: That the City Council adopt resolution ratifying Purchasing Poiioss
and Procedures
BACKGROUND INFORMATION: City Council adopted Ordinance 1763 on September 7, 2005, which
amended Lodi Municipal Code, Title 2, Administration and
Personnel, by repealing and reenacting chapter 2.12.060(T) relating
to the contract authority of the City Manager; and Title 3, Revenue
and Finance, by repealing and reenacting Chapter 3.20 relating to the purchasing system. These
Municipal Code sections needed to be changed in order to clarify and update the responsibilities and
authority for purchasing policy. At the time the ordinance to amend the Code sections was introduced to
Council, it was communicated by staff that a policy and corresponding policies procedures would follow
the ordinance for ratification and approval at a later date.
Exhibit A of the resolution identifies purchasing policies and procedures that are needed in order to
implement Municipal Code Sections 2.12.060 and 3.20. These policies are intended to be guidelines for
conducting the purchase of goods by City Staff. Additionally, the detailed listing, which is not exhaustive,
is intended to provide practical examples and correlated methods to be followed in the bidding,
contracting and purchase of goods and services by the City of Lodi. Prior to this, the guidelines
associated with the "who," "when," and "where" of purchasing procedures were informal in nature and not
always uniformly implemented by departments. The purpose of these formal policies and procedures is
to provide formal guidelines to be implemented on a uniform basis by all City departments. These
policies and procedures have been reviewed by the appropriate staff at all departments. In addition there
has been and will continue to be ongoing training provided by the Purchasing Division to ensure
understanding of the practices and procedures and to review adherence to the policy guidelines. It is
anticipated that the policies and procedures will periodically need to be revised. The policy contains a
stipulation that the City Manager may make minor changes to the policy without obtaining prior City
Council approval. However, all changes of a significant nature will be brought back to City Council for
ratification as deemed necessary and appropriate.
Staff is recommending that Council ratify the Purchasing Policy and Procedures by resolution and that
any future substantive changes to policy be ratified by Council as deemed appropriate by the City
Manager. It is not anticipated that future changes would not need to be ratified any more often than once
per fiscal year. These changes could accompany the budget process since that budget process and the
purchase of goods and services are so closely aligned with each other.
FISCAL IMPACT: Indeterminate.
FUNDING: None required.
qJes R. Krueger, Deputy City Manager
APPROVED:
Blair Ki ',City Manager
RESOLUTION NO. 2005-261
A RESOLUTION OF THE LOBI CITY
COUNCIL RATIFYING PURCHASING
POLICIES AND PROCEDURES
WHEREAS, the Lodi City Council adopted Ordinance No. 1763 amending Lodi Municipal Code,
Title 2, Administration and Personnel, by repealing and reenacting Chapter 2.12:060(T) relating to the
contract authority of the City Manager and Title 3, Revenue and Finance, by repealing and reenacting
Chapter 3.20 relating to the purchasing system; and
WHEREAS, it is necessary for the orderly conduct of business that policies and procedures be
ratified to ensure that all purchases and procurement of goods and services be done in a manner that is
uniformly followed by all City departments; and
WHEREAS, adoption of this Resolution will formalize the practices to be followed for the
procurement of goods and services by all City departments; and
WHEREAS, it will be periodically necessary to make administrative changes to these Purchasing
Policies and Procedures that will not constitute major revisions to these Policies and Procedures; and
WHEREAS, the Policy contains a stipulation that the City Manager may make minor changes to
the policy without obtaining prior City Council approval, with any changes of a significant nature brought
before the City Council for ratification as deemed necessary and appropriate; and
WHEREAS, staff recommends that the City Council ratify the Purchasing Policies and
Procedures by adoption of this Resolution, with any substantive changes to the policy being ratified by the
City Council as deemed appropriate by the City Manager.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby ratify the
Purchasing Policies and Procedures, as shown on Attachment A of this Resolution, with the addition of a
quarterly reporting requirement as outlined in Lodi Municipal Code §2.12.060(T), to read as follows:
"For contracts of not less than $5,040 nor greater than $20,000, the City Manager shall
quarterly prepare for the City Council a report, which includes a list of the contracts into
which the City has entered during the previous three months."
BE IT FURTHER RESOLVED that the City Council hereby authorizes the City Manager to make
administrative changes, which do not constitute material revisions to the Municipal Code or said Policies
and Procedures, as needed and to foster uniform adherence of said policies by City departments.
Dated: December 21, 2005
I hereby certify that Resolution No. 2005-261 was passed and adopted by the Lodi City Council in
a regular meeting held December 21, 2005, by the following vote:
AYES:
COUNCIL MEMBERS — Beckman, Hansen, Johnson, and Mayor Hitchcock
NOES:
COUNCIL MEMBERS — Mounce
ABSENT:
COUNCIL MEMBERS — None
ABSTAIN:
COUNCIL MEMBERS — None
SUSAN J. BLAG#CN
City Clerk
2005-261
City of Lodi
Purchases Policies and Procedures
Table of Contents 1EXHIBIT A
Section I - Gee►eral Information
Pt#Vose and Goals................................................................................................................................. 2
Acirninistratlon....................................................................................................................................... 2
Ethics....................................................................................................................................................... 3
D41pargrlent & Purchasing Responsibilities.........................................................................................
4
PurchasingCycle...................................................................................................................................
5
Purchaseof Recycled Products...........................................................................................................
6
Section S - Purchasing Authorstles........................................................................................................... 7
Section ill -Methods of Purchasing..........................................................................................................
8
Purchasin3Guidelines.......................................................................................................................
8
MaeriMs, Supplies, & Equipment Flowchart ....................................................................................10
PattyCash.............................................................................................................................................11
CA. -Card .............................................................................................................................................
12
PurchaseOrder Process......................................................................................................... ........13
Departmental Purchase Process................................................................... .............................15
1. Source Identification ...................................................................................................................15
2. Obtain Price Ouctes....................................................................................................................15
S. Evaluate Quotes..........................................................................................................................17
4. Prepare Purchase Order in JOEdwards.....................................................................................19
5. issue Purchase Order to successful bidder.............................................................................
20
6. Distribmrte Purchase Order copies .............................................................................................
20
7. Receive and Inspect....................................................................................................................
21
Purchasing Division Process..............................................................................................................
22
ExhNW A
Exhibit B
Index
City of Lodi
FUrclosing PeNciss and Procedures
%rp a and Goals
Purpoe 4 qld Goals
Sects 3.0 of the Lodi Municipal Code authorizes a purchasing division that is part of the finance
Depa hent. The Code outlines the authorities and responsibilities of the Purchasing Officer or designee
to ne ►#iate or contract for purchase of supplies, materials and equipment required by City departments.
The gliding principles of those involved in the purchasing function should be:
• To comply with State and Federal laws, the City's Municipal Code, Purchasing Policies, and
adopted budget on all purchases and contracts.
• To procure the supplies, services and equipment needed by the departments at the lowest
possible cost, taking into consideration quality, service levels, and time constraints.
• To act in a professional and ethical manner.
AdrNalstradon
Administration of these Policies and Procedures shall be by the City Manager with assistance and
cooperation of the Deputy City Manager, City Attorney and Department heads. Major changes to these
policW.s and procedures shall be approved by the City Council; minor changes may be approved by the
City Wnager as deemed necessary. The City Manager will annually report to the City Council a
summery of such changes made during the prior twelve months.
Repceting Requirements for purchases between $5,000 and $20,000
In a000rdance with Section 2.12.60 of the City Purchasing Ordinance, the Purchasing Agent will prepare
a quarterly report to the City Council, which shall include a listing of bidders, the firrn or individual to whom
the purchase has been awarded and the reasons for which the bid was awarded to the firm or individual.
A copy of all recommendations for Contract Award shall be sent to the Purchasing Agent by the
department responsible for initiating purchases between $5,000 and $20,000. For professional service
contracts, the listing shall include all firms or individuals that were contacted as part of the competitive
bidding process. Multiple firms shall be considered when practicable for professional services and an
explanation shall be included on the quarterly reporting as to why multiple firms were not considered if it
is deemed impractical to receive more than one competitive proposal or bid for professional services.
• Tale of Content) In fty
2
ellyipf Low
Pur1beek* Policies and Procedures
MI"
The Ourpooe of this section is to provide a general code of conduct for all personnel who may be engaged
in th*CiWs purchasing function. It is essential that all personnel involved in the procurement process
conduct thernsehm in a manner that maintains impartiality and complete objectivity, to meet the
tonguing scrutiny of suppliers and the public. In dealings with the business community, it is necessary
to eilprcise a strict rule of personal conduct to ensure that business relations are not compromised or
everthave the appearance of being compromised. The City's reputation for fairness and integrity in
dealft vft suppliers and others must always be maintained.
The %ilowiog are the City's standards in ethics for purchasing:
• To regard public service as a sacred trust, giving primary consideration to the interest of the City.
• To pumhase without prejudice, and to buy on the basis of value, recognizing that value
represents a combination of quality, service and price which assures the groatest economy to the
City.
• To recognize that permanent business relationships should be established on the basis of.
honesty and fair dealings.
• To be courteous and considerate in all City dealings.
• To honor our obligations and require that obligations to the City be honored.
• To accord supplier representatives courteous treatment, remembering that these represeritaatives
are important source of information and assistance in solving the City's needs.
• To be prompt in all appointments and to negotiate with reasonable speed.
• To avoid statements that might injure or discredit legitimate suppliers and to avoid disclosure of
confidential information that might give an unfair advantage in a competitive business transaction.
• To recognize that character is an important asset in commerce and should be given major
consideration in the selection of sources of supply or service.
• To adjust claims and settle disputes on the basis of facts and fairness.
• To be cognizant of the limitations regarding accepting of gratuities or accommodations from
vendors or suppliers in accordance with the City policy for conflict of interest disclosures
requirements.
A Toe gf Conten
IndoxV
3
City 40 LOW
Purdhlt. Pollees and Procedures
Depa *nert & Purchesir N RespoerslWlltiss
Film"�
• To auntieipate requirements sufficiently in advance to allow adequate time to pbtain goods
accordance with ft tiest purchasing practices.
• To not amt orders for the purpose of avoiding purchasing requirements.
• To provide detailed, accurate specifications to ensure goods obtained are censistaid wlff
requirements and expectations.
• To prepare requisitions in accordance with instructions so as to minimize the processing rt
• To minimize urgent and sole source purchases and to provide written docureen *m wh n -such
purchases may be necessary.
• To consider the use of recycled products when it is practical and economicafy feasible.
• When purchasing materials, equipment, supplies and services independent W the Purchwing
Division and on behalf of the City, to comply with all laws, policies and procedures govemkV the
purchase.
• Said a copy of the purchase order and correlative recommendations for Costract Award'for all
purchases between $6,000 and $20,000 to the Purchasing Agent.
Pur•e�ThPg is responsible for the procurement of general suppoes, servhme end
equkxnent, the administration of the purchasing policy, and the management of surplus CRY
pmpeny-
• To provide dear, concise and tknnely instructions to departments and staff wkh delegated
purchasing tasks and responsibilities.
• ire full and open competition on all purchases as required by this policy.
• Coordinate vendor relations, locate sources of supply and evaluate vendor Oerformanc;e.
• Recommend revisions to purchasing procedures when necessary and keep4nformed of is rent
developments in the field of public purchasing.
• Prescribe and maintain all forms and records necessary for the efficient opWation of the
purchasing function
• Act as fhe City's agent in the transfer and disposal of surplus equipment an4l materials.
• Complete a quarterly report to the City Council of purchases made betweere15,000 and $20,000
WKY
Pu cO Follicles and Procedures
T
he establishes the proper steps for Lodi department staff to follow when requisitioning
rrgte and equipment; public works projects; and/or professional service contracts.
The in. the purchasing cycle is the approval of the City's budget by City Council. The budget
authoizeslhe City Manager and designees to purchase the materials, supplies, services, and equipment
in thtline hem budget document. Purchases for certain dollar amounts are subject to further rules, such
as for department head level approvals, City Manager approvals, Council approvals, and/or bidding
regements.
,iif~ of Pawchase
As #6 second step, the department will choose the method of purchase according to the type and dollar
value of purchase. The different methods of purchasing include petty cash, CAL -Card purchase,
purchase order, or a contract, which may also require a purchase order.
Rec ving- end Accapftmv
The meeivirrg and acceptance functions represent the final phase in completing the purchasing cycle.
At this point, the product or service is either accepted or rejected, based on the quantity, quality, and/or
delivery compliance of the item(s). After this phase, payment authorization can proceed.
A Tile of Contents
IndexT
5
City of Lodi
Purchasing Policies and Procedures
Purchase of Recycled Products
Ber>Wts of Purchasing Recycled Products
Purchasing recycled products benefits the City in a variety of ways. In purchasing recycled mate ttaet "
would otherwise become trash, we help reduce the amount of waste taken to landfills, conservel#a UNG
Of raw materials, and encourage the market development of other recycled products. The CRYS.p lic
image is also enhanced by a proactive approach to waste management and environmental ..
The City of Lodi encourages each department to evaluate opportunities to purchase recycled products
whenever it is feasible and fiscally prudent to do so. The City also encourages its vendors and
consultants to specify and use recycled products whenever practical to fulfill contractual obligatlim.
Definitions
Recycled material is waste and by-products that have been recovered or diverted from the soli6wte
stream and that can be utilized in place of raw material in the manufacturing of a product. Recycled
materials may consist of materials derived from post -consumer waste, manufacturing waste, indwWial
scrap, agricultural wastes and other items, all of which can be used in the manufacture of new produces.
Pre -consumer material or by-products are generated after the manufacture of a product is completed,
but before the product has reached the end-use consumer. Examples of pre -consumer recovered
materials include obsolete inventories of finished goods, rejected unused stock, and paper wastes
generated during printing, cutting and other converting operations.
Post -consumer recycled materials are finished products that have served the intended use and would
normally be disposed of as solid waste. Examples of post -consumer recovered materials include old
newspapers, office paper, yard waste, steel, glass, aluminum cans, plastic bottles, oil, asphalt, concrete
and tires.
Criteria for Selecting Recycled Materiels for Purchase
If a decision has been made to purchase recycled materials, the recommended products should contain,
in order of preference, the highest percentage of recycled content of post -consumer recovered material
available in the marketplace, and the highest percentage of pre -consumer recovered material available in
the marketplace.
Recycled products should also be expected to perform as well as non -recycled products, to be purchased
at a reasonable price and to be available within a reasonable time period. In addition to the recovered
material content of a product, important criteria in selecting products should also be the ability of the
product and its packaging to be reused, reconditioned for use or recycled through existing recycled
collection programs. Preferred products and packaging are those designed to minimize waste and toxic
byproducts in their manufacture, use, and disposal.
Whenever printed recycled paper products are purchased, the standard phrase "Printed on Recycled
Paper" and/or the standard recycle logo should be included on the printed product, thereby promoting the
use of post -consumer content.
♦ Table of Contents
Indoxv.
6
ZLo
Pur asst R AlIcIes and Pres
Semon M - Panchaaing Aul horldes
Purrasinp; authority is governed by and granted by the Lodi Municipal Code Sections 2.12.060 and 3.20,
and tfrss of the State of California.
Annwally, prior to the beginning of the fiscal year, the City Manager will submit to the City Council the
recojimendabons for delegation of certain purchasing authority to department directors and staff. Such
purse authority, if granted by Council, will be in effect for the next fiscal year. The Delegation of
Purc %asing. Authority submittal form prepared by City departments for City Manager review and
submission to City Council is attached at Exhibit B.
7
City of Lodi
Purchasing Policies and Procedures
Section Ili -Methods of Purchasing
Table 3-1
Purchasing Guidelines
Materials, Supplies, Equipment, Services, and non -Public Worle Projects
The following table provides an overview regarding the purchasing guidelines for maters
supplies, equipment and services.
Examples of purchases in these categories would be utility inventory items, sand and `gr 1,
auto parts, power and hand tools, electronic hardware and software, janitorial supplies, aye
supplies, printing, office furniture, vehicles', janitorial and landscape services.
$500 and less
• Bidding or competitive quotes at the discretion of
the department
• Department selects supplier
• Department obtains verbal or written quote or
proposal
Authorized personnel may use CAL -Card, or
• Department may forward Mui§ition3, with product
numbers, specifications, or other detailed
description, to Purchasing Division for sourcing, or
• Department may initiate the purchase order
arocess2.
$500.01 - $1,000
. No advertising is required.
A minimum of three informal bids, proposals or
quotes is required°. Offers may be written or
verbal. Emailed quotes are acceptable.
• Department may initiate the purchase order
Process2, or
Department may forward reguisition3, with product
numbers, specif!cations, or other detailed description,
to Purchasing Division for sourcing.
8
City of Lodi Revised
Purdtasit Policies and Procedures ved
Approved
Table 3-1 (continued)
$1000.01420,000
. No advertising is required.
• A minimum of three informal bids, prgposals or
quotes is reggired°. Offers must be in writing.
FAXed or emailed quotes are acceptaible.
• Department may initiate the purchasQ order"
process 2, or
• Department may forward reguishion3, with product
numbers, specifications, or other detailed
description, to Purchasing Division for sourcing.
Over $20,000
. Formal bidrog cess$ is required.
Department prepares bid specifications or project`
plans and specifications.
• Department prepares Council Communication
requesting Council to approve pians and
specifications, and further requesting Council's
authorization to proceed with formal bid process.
Nouse to Table 3-1:
1. Vehleles: See Lodi Municipal Code Section 3.20.130 and the Fleet Policy and
Procedures Manual
2. Pumhaee Order Process —.Page 13
3. ftquisltion - Pale 22
4, Requiren►ent: 3 quotes. See Lodi Municipal Code Section 3.20.11 O(A) for claffumtion
5. Formad Old Process - See Lodi Municipal Code Section 3.20.100
A Bak tojabk� 3-1
A TAW@ of Conten
Indoxy
9
City 0 Lodi
PurchasNy PeNcias and Procedures
purdose of MaUprials, equipment, supplies and services shall be made by one of the following
WfrWn Contract
Written Purchase Order
Pmcumment Card (CAL -Card) - under $500 only
plity Cash - under $100 only
FUrd� up to
$100
CAW�Ud
or Poly
cum
PWCMM
Bidding is
diaae*mry
rru CAL -Card or
Pur&Aae
Order?
Phone or wriban WrMen quotes
qu*s requW required
Wk wm of 3) 1 1 (Mi hum of 3)
Purdum
Order
Praelra
CAL4:IW
PI
NoMm to Tabic 3-2:
(1) petty.Qash P dure - See Page 11
(2) CAL -Gard PrctcedM - See Page 12
(3) purchase P - See Page 13
(4) Formal Bid Prooess
A Table U1 Contents
PUrcMM
over $20,000
Forrnaf
BW
proom
(4)
IndexT
10
Table 3-2
Materials, Supplies, & Equlpment Flowchart
Purdmm up to
$500 1
Purchases
$500,$1000
Purcheres
$1000•$20,000
Bidding is
diaae*mry
rru CAL -Card or
Pur&Aae
Order?
Phone or wriban WrMen quotes
qu*s requW required
Wk wm of 3) 1 1 (Mi hum of 3)
Purdum
Order
Praelra
CAL4:IW
PI
NoMm to Tabic 3-2:
(1) petty.Qash P dure - See Page 11
(2) CAL -Gard PrctcedM - See Page 12
(3) purchase P - See Page 13
(4) Formal Bid Prooess
A Table U1 Contents
PUrcMM
over $20,000
Forrnaf
BW
proom
(4)
IndexT
10
City sof Lodi
Purc haskV Policies and Procedures
we
Section ill — Methods of Purchasing (continued)
Petty Cash
The purchase of materials, supplies, and small tools and equipment costing $100 or less may bt
a locals business through a cash purchase by an authorized employee.
• Purchase item with cash. - - - -
• Request a printed receipt from the retailer which indicates a "Cash" purchase.
a Circle the total amount paid in cash.
Fill out a Petty Cash form (See Appendix A or print a Petty Cash Firm from the Intn}nel,
indicating name of employee, date, and amount of purchase(s).
Forward Petty Cash Form to department approving official' for account number assignment and
approval.
a T.QkA annrnvpd form with mmintc to Finanna DAmrtment cashier fnr raimhursemant-
(From Table 3-2,
Petty Cash
for Pumhases
up to $100)
Petty cash is used for small, incidental expenditures that world be
impractical to process through the purchase order system. Parity
P94 Cash
cash may be used when the item/expense Is nseded Immedlellety
Process
and costs less than $100. In addition, petty cash may be used for
(Table
travel advances and reimbursements. Departments are expected to
3-2)
request checks for travel advances and reimbursements instead of
using petty cash. However, when it is necessary to utilize petty cash,
there will be $300 limitation on the amount that may be requested for
such purposes.
Purchm atm•
The City Manager annually approves a list of employees authorized
to sign for Petty Cash'. Only those employees on the authcsbuitlon
list may sign, or may allow another employee to sign on their behalf,
for petty cash.
Submit aWaved
The maximum amount of reimbursement that may be requested from
Peaty cash claim
for mfturftnent
petty Cash is set by Finance.
Petty Cash Form
(See Appendix A or print a Petty Cash Form from the Intranet).
Petty Cash Claims
After matting a cash purchase, employee must prepare the Petty Cash form by attaching the purchase
receipt to the Petty Cash form, fill in employee's name, the date, the dollar amount requested for
reimbursement, and the reason for the request (item purchased). The Petty Cash form and attached
receipt are then presented to the employee's department head or other department approving offlciail for
review, assignment of account number, and signature approval. When a department head is requesting
a petty cash reimbursement for himself (herself), another department staff person will counter sign the
petty cash claim form. The approving official can either present the approved Petty Cash form with
receipts at the Cashier's window in Finance, or can sign a separate form authorizing the employee to
present the Petty Cash request to the cashier's window in Finance and sign for reimbursement.
Note(s): Definition
1) Approving official. Person authorized by City Manager to sign for Petty Cash.
11
Policies and Procedures
lin W— Methods or Purchasing (continued)
CAWr_"
The ourchose,of materials, supplies, and small tools and equipment costing $500 or less may be made by
an afford ampk�yae in person or by phone, using the CAL -Card Procurement Gard..
CAL and pogcles and procedures are established and governed by the CAL -Card Administration
Mar tl.
CAL -Card Procurement cards are issued to employees authorized by Resolution of the City Council.
Carty shall be safeguarded and used with the same care as one would exercise with a credit card or with
cash. There are limitations on their use, both in dollar amounts and in types of transactions. They are
not Vanshwable from one emoloyse to another.
from Yater 3-2,
CAL -Card
for Pwctwk e
`p to ice)
CAL -Card Procurement Cards are used for low-cost expenditures that
would be impractical to process through the purchase order system.
CAL -Cards may be used when the single purchase amount equals
cu-Cmd
less than $500. Purchases may not be split to avoid the $500 limit.
PrDOM
(TabW
Purchase Process:
The CAL -Card is used like a credit card, except it can be used only
for specific types of purchases, and transaction and per -month dollar
limits are established for each card. The CAL -BARD may be used for
phone and internet purchases similarly to credit cards.
For each purchase made using a CAL -Card the employee shall
obtain a receipt, either in person or by mail, for the transaction. Each
Sdm* momhy
trms log g
month, the Bank will mail a detailed statement to each cardholder
mwk to
listing purchase transactions. Cardholder must match each purchase
Amrnvim OffWaI
transaction listed on the invoice with each transaction log entry and
merchant receipt to verify accuracy of the statement.
Cardholder will prepare the Monthly CAL -Card Reconciliation, attach transaction log, CAL -Card statement
and receipts, and forward to Approving Official for review and signature. Approving Official will forward all
documents to Accounts Payable for payment.
The CAL -Card program offers rebates for prompt payment of invoices, and invokes penalties for late
payments. It is the City's policy to pay invoices as expeditiously as possible.
LndexT
12
City of Lodi Revised
PurchashM Policies and Procedures vsd
An"vad
Section III — Methods of Purchasing (continued)
Purchase Order Process
The Purchase Order Process for purchases in amounts between $500 and $20,000 may be hang*
either by the department requesting the goods or services (Requestor), or forwarded to the
Division of the Finance Department for processing.
Purc imses handled by the Requestor:
1) Identify sources (sea page 15 - 1. "Sgurcelownication")
2) Obtain price quotes (see page 15 — 2. "On and Evaluate Price Quotes")
3) Evaluate price quotes (see page 17 — 3. "Quote Evalg idon")
4) Prepare purchase order in JDEdwards (see page 19 — 4. "Preare Purchase Order in
,i�dwards")
5) Issue purchase order to successful bidder (see page 20 — 5. "IssyA Pu_r !ham Order")
6) Distribute copies of PO (see page 20 — 6. ffil)lstriutePurchM Order i _ ')
7) Receive and inspect goods (or evaluate services). (see page 21 — 7. "RWAiv& anojagaW
Purchases requests forwarded to the Purchasing Division for processing:
1) Requestor prepares purchase requisition, obtains approvals, forwards requisition to Purchasing
2) Purchasing Identifies sources (see page 15 -1. I nt n") .
3) Purchasing obtains and evaluate price quotes (see page 17 — 3. "Quote EySi *); rvvlews
prices with Requestor if asked;
4) Purchasing prepares purchase order in JDEdwards (see page 19 — 4. "Prepare Purchase Order
in D dw ")
5) Purchasing Issues purchase order to successful bidder
6) Purchasing distributes copies of Purchase Order
7) Purchasing receives and inspects goods, delivers goods to Requestor; Requestor recehm
services and advises Purchasing of completion.
717MA
13
City Loa
Pu= Policies and Procedures
86010 111111- Ilielbods of Purchasing (continued)
PurooMofdpr Process (oontinued)
9 p am is to be handled by the Purchasing Division, refer to the Departmental Request Process
def t�bw.
If pause is to be handled by the Requestor, the Departmental Purchase Process applies.
Dental Request Process
standard (tion
Fran
Table 3-
2(4)
Fill out requisition
Sec. I, II, III
Know
Yet
P►ice9? No
p Dept
Fill out reqn Sec I, II, II I
WOW
eac approval & prices
Mark reWn
Marc req'n
'Proased sO
"Price and
OM -
Fwd to
Pur-
chaWo
OE- aj
EWunig Eurchase-OrderProces& Page 25
14
Cfty of Lodi
Purchasing Policies and Procedures
Section 11111—(Methods of Purchasing (continued)
Purchase Order Process (continued)
If purchase is to be handled by the department requiring the goods or services (Requestor), the
Depa*nental Purchase Process defined below applies.
Departmental Purchase Process
Potential sources of supply may be identified using any, or all, of the following methods:
a. Previous supplier(s)
b. Suppliers included on Bidder list
c. Call the manufacturer, or browse manufacturer's website, for a list of authorized dealers or
distributors
d. Internet search (Google, Froogie)
e. Contact other users, both internal and external (other cities or agencies)
City Code requires obtaining quotes from at least three (3) suppliers, whenever possiblo.
Prove wuotes
City Code requires obtaining at least three (3) independent quotes, whenever possble (Sec. 3.2@.11 O(A))
Quotations for purchases in amounts greater than $1,000 must be in writing (City (lode Sec. 3.20.11 Oft)
[In instances where goods or services may be obtained from only one supplier ("sad source's, or product
has been standardized through action of the City Council, completion of the "Sole Saurr;e Justion"
form is required. Price quote must be obtained from the one supplier. !t is the responsibltity of the
requestor to determine whether the price quoted is "Fair and Reasonable'; Negotiation of prices for
goods, services, shipping, handling, and installation is allowed and encouraged. Requestors ane also
encouraged to compare quoted prices with prices paid by other agencies, if possible. When there is a
preference for one brand name; and where two or more suppliers for this same brand are available, there
shall not be a determination of sole source. In such cases there shall still be quotes from the suppliers to
determine the best value for that product. ]
Library Materials and services will be procured in a manner consistent with practices generally associated
with obtaining such materials in other venues. This may include developing relationships with suppliers
and over the term of fiscal year. The Library Director and staff with authority as delegated by the Library
Director will provide to the City Manager a list of the vendors, items to be procured and the annual budget
for these materials.
Other items that are subject to practices and procedures that do not easily fit within the parameters as
established by the policies as outlined herewith may be purchased with City Manager approval. These
exceptions may include but are not limited to such items as bulk oil, gasoline, autattobile parts and tools,
fasteners and items stocked in bins and provided by vendors as needed. A list of these items will be
provided to the City Manager (along with an estimated budget) on an annual basis.
is
City of Lodi
Purchasing Policies and Procedures
Section III — Methods of Purchasing (continued)
Purchase Order Process (continued)
Quotas may be obtained using any of the following methods:
a. Telephone (request written response for amounts greater than $1,004)
b. FAX
c. Email
d. Mail
Catalog prioes (from either a printed copy of a catalog or internet prices) are not conaldered valid= alas
unless the catalog reflects actual contract prices (examples: Office Depot, Offer Max)
it is not acceptable to "shop" prices, that is, to use one bidder's quote as a maximum price and a6kedw
bidders to "meet or beat" it.
F -1W7 . = M
!q Rom 12 Purchase Order PmMs. PM 13
1u
Ell of I"
Pum PelicWs and Procedures
N — Uw*ods of Purchasing (continued)
Pur4Mas Ordw Process (oontinued)
Deptmt� Purchase Process (continued)
3. Quotes
EvaWation of quotes requires consideration of the following criteria:
Ara the quotes based on equal specifications (same product model or product number, or
approved equal), as well as equal quantities of the products?
b Do all quotes include a cost for shipping (either included in product pricing, or stated separately)?
(See discussion about F013 Point below)
c. Do all quotes include sales or use tax? (Even it bidder doesn't quote sales or use tax, if the
product is taxable tax must be included in the evaluation). See discussion about Local Vendors
below.
d. Do some suppliers offer discounts for prompt payment? (Example: 2% 20 Net 30 — See
discussion about Payment Discounts on page 18)
PregVe a quote summary including criteria 'a' through 'd' above
F06 ('"Free on Board") refers to the transfer of responsibility for the goods purchased by the
Cffy
"FOB Origin" or "FOB Shipping Dock" means the seller's responsibility for the goods ends
when the goods are delivered to the transportation company at the seller's facility. If we refuse
to take delivery of goods shipped FOB Origin we are legally responsible for any charges the
transportation company incurs in further handling or storage, whether or not the goods were
damaged, the order was duplicated, or the order was "cancelled". Transportation of goods
shipped "FOB Origin' via a company other than the seller is not taxable.
"FOB Delivered" or "FOB Our Dock" means the seller is responsible for the transportation of
the goods, and for safe delivery of the goods to our warehouse or dock. Transportation
charges are often included in the cost of the goodsand as such are taxable.
When evaluating quotes or bids, and one or more of the bidders is a "local company„ (defined
as one that
1. Is located within the City of Lodi;
2. Is licensed by the California State Board of Equalization to collect sales tax at
the local place of business;
3. Maintains a valid City of Lodi Business License.
with other bidders being non -local, the evaluation must consider that a portion of the taxable
purchase price will be distributed to the city as a District Tax. As of July 1, 2005, the amount
was 1%. For example, if a local vendor quotes $820 for an item or group of items, and a non -
local vendor quotes $815, 1% of the $820 purchase price it purchased locally, or $8.20, is
returned to the city by the State, yielding a net cost to the city of $811.80. The evaluation (but
not the actual quote or purchase price) would then be adjusted to consider the local distribution
of district tax.
♦ TAble of Contents
lnd@xV
17
City of Lodi Remised
Purchosing Policies and Proceduresped
Approved
Section 111- Methods of Purchasing (continued)
Purobase Order Process (continued)
Depotnu ntel Purchase Process (continued)
3. Grote Evaiustion (contlnued)
When evaluating quotes or bids, and one or more of the bidders offers a discount for
prompt payment, there are several factors to consider.
1. Is the timeline for prompt payment realistic, that is, if the timeline
begins on the date of shipment of the goods from the vendor, and
the invoice isn't mailed for several days, can the city realistically
expect to be able to take advantage of the discount?
2. Is it realistic to expect the goods can be received and adequately
inspected prior to the discount due date?
3. Does payment have to reach the seller by the due date, or does
mailing date qualify as the "payment date"?
Common payment discounts defined:
2% 10 Net 30 A 2% discount maybe taken if payment is made within 10 days of
the invoice date or shipment date. If discount is not taken, invoice
is due in 30 days. (in this regard, "days" is typically defined as
calendar days)
2% 10th Prox Net 15 A 2% discount may be taken if payment is made by the
10'h of the month following the invoice date. If discount is not
taken, the invoice is due in full by the 1 e of the month following
the invoice date.
USBank offers prompt payment "performance" rebates on monthly CALCard purchases.
The schedule as of July 1, 2005 was as follows:
Payment Performance Rebate Schedule
Receipt of Payment f'OM MVOKO Dde
Bab Pomo
1 10 7 days
62(0.62%)
8 10 12 days
48(0.40%)
13 to 16 daya
4110,41%)
17 W 2D d:arys
35(0.35%)
21 to 24 days
26 (0-2B%)
25 to 2B nays
22(0.22%)
29 to 32 days
i .1 )
33 to 36 dao
9 (0.09%)
3T to 40 clays
2 (0.02%)
Taft ofGontents inoxy
Mum tQ Purchase r PMess, Pae 13
is
I q�1_odi
PsIngVeNoles and Procedures
1N -- WkWsode of Pumhasing (continued)
ft rc &%W Prasass (c entinued)
Purdwee Process (continued)
In JOEdwards
A. a of Goods
Pureses of gpods (supplies, materials and equipment) in an amount of $500 or mere require a written
purcie older or other form of written contract (City Code Sec. 3.20.080)
The JoEdwards Purchase Omer process consists of the following steps after competitive quotes have
been obtained. Detailed instnictions can be found in the JDEwards Purchasing Guide & User Manual.
The symbol -+ in the following steps indicates "Navigate to" in the JDEdwards entry screens:
1. Sign on to JD Edwards; Select "Production Environment", and enter "1" Select "Purchasing -
Non -stock based"
2. Select "Enter Purchase Orders"
3 -> "Supplier" numeric field; Press F1 to enter name, or enter partial name and select from the
list. Enter a "4" on the option line next to the correct name; Press <Enter>
4. -+ "Ship To" numeric field. Enter numeric code for'ship to' location and press <Tab>, or
press F1 to enter 'Lodi, City" and select from the list. Enter a "4" on the option line next to the
correct name; and press <Enter>
5. -> "Buyer" field and enter your employee number
B. --+ the "FOB" field and (depending on the supplier's quote) enter "F" for "FOB Delivered", or
"G" for "FOB Point of Shipment" (see Page 17 for discussion and meaning of "FOB").
7. --. "Payment Terms" . Press F1 for selection. Enter a "4" on the option line next to the
payment terms indicated on the Quotation, and press <Enter>
8. "Tax Exp(Code" and enter "SW
9. -► "Tax Rate/Area" and enter "Lodi"
10. "Account Number" and enter the account number to which the purchase will be charged,
or 9 charged to more than one account number, enter "See Account Dist below"
11. --► "Requestor/Dept" and enter your name, or the person for whom you are placing the order
12. Press <Enter> to accept header entries.
13. Press F15 to make changes to Supplier Address and delivery address
14. Press F3 to return to PO header
15. Press F14 to enter text associated with the order. This text will appear below requested
items in the body of the PO. (Account Number detail, if more than one account number has
been assigned to this order, may be entered here. Note that a single line item may not be
split between two or more account numbers). Enter supplementary text information, such as
lead time, warranty period, and press F3 to return to header. Press <Enter>
16. continue instructions
nn
Purchase Order Signature authority can be integrated into JDEdwards:
Purchase order amounts 41,000:
Purchase order amounts $1,000 - $
19
City of Lodi
Purchasing Policies and Procedures
Section ill -- Methods of Purchasing (continued)
Purchase Order Process (continued)
Depa0trner4al Purchase Process (continued)
4. Pramire Purchase Order in JOEdwards (continued
B. Purchase of Services
Orders for services may be entered into JDEdwards in the same way that orders for goods are e0 red,
However, in the service is complex, extends over a long period of time, or involve multiple invri:of
varying amounts, it is advisable to prepare a written contract instead of a JDEdwarda purchase wilir.
Also, keep in mind that some services are taxable, while others are not.
Examples of taxable services (See State Board of Equalization Publication 10:
1. Mandatory maintenance contracts (Reg. 1546 (13)(3)(8))
2. Services that involve the sale or transfer of tangible personal property, when the true object ofthe
contract is the property (Reg. 1501)
3. Producing, fabricating, processing, printing, or imprinting of tangible personal property for a
consideration for consumers who fumish ...the materials used... (Reg. 1526)
4. Fabrication in place.
State Sabo and Use Tax Regulations: httv://www.boe.ca.aov/suUWstaxroas.htm
S. Issue Purchase Order to successful bidder
Purchases in an amount of $600 or more require a written purchase order or other form of written contract
(City Code Sec. 3.20.080)
Signed purchase order may be issued to successful bidder either by FAX or by Posta Service Mau. A
scanned copy may also be issued by email. Issuer should be aware that FAXed copies should also
include the "Terms and Conditions" printed on the back of the original purchase ordar to avoid having
supplier's Terms and Conditions prevail.
(For additional information on formation of Contracts, and Terms and Conditions, refer to the
Uni%rm Commercial Codi online.) ht p:llstrayiaht,law.ccrnell.edu/ucc/2J2-201.html
Copies of the JDEdwards purchase order are distributed as follows:
Supplier Copy (Original): May be mailed to vendor, or FAXed.
If order is FAXed, file the vendor copy in Purchaso Order (alpha) file
File (Whites) Copy Forward to Purchasing
Accounting (Green) Copy: Forward to Accounts Payable
Ori*atinq Dept (Blue) Copy: Return to Requestor
Addbonal (Photocopies) If Supplier Copy is mailed, retain a photocopy in [dept files
If a CMAS contract is used, mail a photocopy to WAS
If computer hardware or software is purchased , send a copy to ISD
20
Ul fids of Ptztchasing (continued)
PEr Process (continued)
@sp n sl Purc lum Process (continued)
Who0w.taking receipt of'supplies, materials or equipment from a carrier such as UPS, FedEx, or
other common carrier, or from the Purchasing Division, the following steps must be followed:
Count the number of packages to confirm the quantity delivered matches the quantity on either the
delivery ticket or hand-held delivery terminal. If the quantity values don't matah, sign only for the
number of packages that are actually delivered. Don't take the driver's word for the number of
packages.
Cheok for packaging damage. Depending on the severity of the damage, or a combination of the
sev+orafty of the damage and the sensitivity or fragility of the product packed therein, note the
existence of damage on the delivery ticket, or have delivery driver note the damage on the hand-
held terminal, and ask for verification that damage has been electronically noted. Do not refuse
shipment unless you know for certain that the package was shipped "FOB Delivered"; otherwise,
the City may be liable for storage costs. (See discussion of F B Point on page 17)
Check package contents immediately upon receipt. If the products do not match your order, or if
the products are damaged or do not operate correctly, contact the supplier (or Purchasing)
immediately.
Note receipt on the purchase order, attach freight bill and packing list to the purchase order, and
receive the delivery into JDBdwards. File the purchase order, freight bill, packing list, and JDF
receiver in the alpha purchase order file. Retain files for at least three years.
Inspw1lon:
Ptomptly inspect delivery for conformance with purchase order and specifica(tons, and check for
concealed damage. Report discrepancies to the vendor immediately. Returns or credits for
discrepancies or damage are usually not granted if more than 30 days have passed since date of
shipment. Do not attempt to return any shipments without first discussing a "Return Authorization"
(RA, RMA, RGA) with the vendor.
♦ Tale of Contents IndexY
Mum Purcbm Ord2[Proce§L P e 14
21
City of Lodi
purchgsing Policies and Procedures
Section III -- Meow& of Purchasing (continued)
Purchwe Order Process (continued)
PurctMing Division Process
Purchase iR"isitions
ietetkis, Supplies, Equipment and Non -Public Projects Purchases $500 - $20A00
The Purchase Requisition serves three purposes:
1) it provides the Purchasing Division with a clear and complete description of the departmetaft
requirement;
2) It provides the Purchasing Division with an account number (or numbers) to be used for tI
purchase, and
3) It requires the requesting department's approval for use.
$500 to $20,000 The department requesting the materials, supplies, egWpirrerct
or services may elect either of the following procedures in
initiate a purchase:
1) Stangard R
2) JDE Requisition
Standard Requisition
The Standard Requisition may be comple6ed once u the
fill-in pdf form, or a blank requisition form may be primed and
filled out manually. Compete Sections I, 14, and III to to fullest
extent possible. If prices are unknown, mark the box "Price and
Advise before ordering" in Section I, and e-mail, FAX, or
otherwise deliver the partially -completed requisition to the
Purchasing office for pricing. Priced requisitions will be
returned to the requesting department for required approvals.
Request for Quotation Process
Telephone or verbal quotes are acceptable for purchases up to
$1,000. Written (mailed, FAXed, or emailed) quotations are
required for purchases $1,000 through $20,000.
The Request for Quotation process is required for materials,
supplies and equipment purchases and other non-public works
projects when the cost is from $500 to '$20,040. The
department should issue a Request for Quotation or Proposal
which lists in detail the product or services required. Although
advertising is not required, a proposal or quotation shoed be
obtained from a minimum of three vendors whenever it is
passible to do so.
The department must complete the Quote Summary form to
document the quotation process. Both the Request for
Quotation form and the Quote Summary form can be found on
the City's Intranet. (For additional infornution detailing the
informal bid process please see Section V, in development.)
22
City of Lodi
Purchasing Policies and Procedures
Purchase iysquftitions (continued)
On -Line Purchase RsgWildons
After the informal bidding process is compete, the dopoopmd
can initiate a purchase requisition in the JOEdwards P
System.
At a minimum, the requisition requires the vendor's. rggw
address, the department's "ship to" address, contrail tam and
delivery date, the contract amount, the applicable accojAht
number(s), and a detailed description of the product to 6*
ordered. (See the Purchase Requisition Manual in Section 1X
for additional information.)
Requisition Approval
All standard requisitions and all on-line purchase requisitions
must be approved by the department head or designee
("Approving official"). After the approving official has approved
the requisition, the department will supply the following backup
documentation to Purchasing:
1. Bid Recap
2. Signed Contracts or Purchase Agreements
3. Proposals and/or Quotations
OF LODI
TTY CASH AUTHORIZATION
o: Petty Cash
Finance Department
Amount)
the purpose of.-
a".
f:
Account Number to be Charged:
Do Not Use 7314, 7315, or 7358
To:
ate: Authorized Signature:
eceived By:
Sign in presence of cashier
** $300.00 Maximum '�**
a
Exhibit B Revised
Dellegation of Purchasing Authority
Approved
DELEGATION OF PURCHASING AUTHORITY FY
Reference: Lodi Municipal Code 2.12.064(T)
Deparlrnent:
Purchasing Authority Aulhorized Amit
(Department Head): Signature (1,10 to and lnoit*'Q),
$5,0(ki
Blair King, City Manager
Dated
cc: Finance Director
Accounting Manager
Purchasing Officer
INDEX
AID ICIQIEIFIGjHIIIJIKILIMIN101PIQIRISITIUIVIWIXIYIZ
(Press F5 to "Go To" a specific page)
GAL -Q rd, 7, 19, 22, 27 Petty Cash, 1, 19, 22, 24, W, 101
BhkAj 5 Petty Cash Administrator, 26
26