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HomeMy WebLinkAboutOrdinances - No. 361, In the City Council, City of Lodi, Lodi, California ORDINANc& NO. 361 AN ommrn ESTABLISH~NG A ~TRCL~ASING SYSW FOR THE CITY OF LODI, CALIFORNIA; PROVIDING RULES AND REGUTIONS FOR IIAAKING !PHI3 "ECESSARY PURCHASES FOR CHASIKG AGENT; AND DEFINING HIS POVERS ARB DU&!ES. !WE CITY OF LODI; CREATING TIE OFFICE OF CITY PUR- The City Council ofthe City of Lodi does ordain as follows: Section 1. TRIS PURCHASING AGENT. The purchasing agent shall be appointed by the City Council and shall be subject to their gener- al direction and control. The purchasing agent shall give an official bond, to be approved by the City Attorney, as to form)and by the City Council as to sufficiency in the sum of $t 5000.00. Section 2. SCOPE OF PUR-ING AUTHORITY. It shall be the duty & of the purchasing agent to purchase or contract for all supplies, materials, equipment, and contractual services needed by any and all sgencies which derive their support from public funds and which are herein after referred to as the using agencies, subject to approval of the City Council, as hereinafter prescribed. Classes of commodities which may be exdpted from centralized purchase provisions under certain conditions shall be determined by the City Council. Section 3. REQUISITIONS AND ESTlNAW, All using agencies of the city shall file with the purchasing agent detailed estimates of their requirements in su?plies, materials, equipnent , and contractual services in such manner, at such times, and for such periods as the p.GN (I ct / 4&qws- shall prescribe. The requiiement for preparing estiinates shall in no wise prevent 'any using agenqy from filing with the purchasing agent at any time a requisition for any supplies, materials, equipment, . or contractual services the need for which was not fozeseen when the detailed estimates were filed. Section 4. CONTRACT PBOCBDUFB FOR PURC€WES NOT WIT!HIN TI3E SCO-3 OF SECTION 874 HURICIFAI, CORP. ACT TI CLASS CITY. for supplies, equipmah%, or contractual services amounting to more than All expenditures I $i 500.00 shall be made on the basis of a written contract. inviting sealed competitive bids shall be published at least once in a Notices newspaper or journal in the city and at least 5 calendar days shall intervene between the last date of publication and the fiaal date for submitting bids. Such notices shall state the general description of the article to be purchased, where specifications can be obtained, and the time and place for the opening of bids. in addition, solicit sealed bids from prospective suppliers by sending The purchasing agent shall, them copies of newspaper notices, bid form, and specifications to acquaint them with the proposed purchase. All proposed purchases of supplies, equipment, or contractual servl.ces to be purchased by con- tract shall also be advertised by notices posted on a bulletin board in the municipal building. All bids shall be submitted sealed to the purchasing agent. In , the case of cons of money, the city counBil may provide tkt the successful bidder shall post a surety bond in the amount that it deems proper. be opened-publicly by the purchasing agent at the time and place stated in the public notice. purchasing agent, all bids may be inspected by the competing bidders. The bids shall then be transmitted to the ?dep~ with the recommendation of the pumhasing agent. ction contracts, or purchases involving l&ge sums The bids shall After examination and tabulation by the city Gry GeD-,! e City Council may reject any or all bids, or the bid for any one or more commodities included in the propsed contract, when the public interest will be served thereby. city council may authorize the purccase of the comodities in the open &en the public interest will be served thereby, the market, provided the price paid in the open market shall not exceed any bid price submitted for the same comodity. Otherwise the contract shall be awarded by the city council on the basis of the bid most ad- vantageous to the city. tion quality offered with the bid, delivery term, and the service reputation of the vendor in making his rec Tbe purchasing agent shall take into c’onsidera- ion as to the nard to the city council whose decision shall be final, Section 5, OPEN hiL1_9KET OFEERS. All purchases of supplies, materi- als, equipment, or contractual services the estimated cost of which is less than $&O,OO, may be made in the open market, without newspaper adarertisement and without the necessity of observing the prodedure pre- scribed by Section 4 for the award of contracts. All o3en market purchases shall, wherever possible, be based on at least three competitive bids and shall be awarded on the basis of the bid most advantageous to the city. bids by direct mail request to prospective vendors, by telephone, and by public notice on a bulletin board in the municipal building. city purchasing agent shall keep a record of all open market orders and the bi6s submitted in competition thereon and such records shall also be open to public inspection. The purchasing agent may solicit The Section 6. I3XUMBRANa OF FU?FDS. Except in cases of emergency, the purchasing agent shall not issue any order for delivery on a con- tract or any open market order unless and uritilthe City Clerk certifies that there is to the credit of each of the using agencies concei-ned a sufficient appropriation balance, $n excess of all unpaid obligations, to defray the cost of such supplies, materials, equipment, or contractual services. Section 7. 33TdIERMm PURCHASES. In case of emergency and with the prior verbal approval by telephone or in writing fromthe pur- chasing'agent to the department to make emergency purchases, any or all using agencies may purchase directly any supplies, materials, or equipment costing less whose mediate procurement is essential to prevent delays in the work of the using agency which may *g.k3B.a@ & A vitally affect the life, haalth, or convenience of citizens. The head of a using agency making such an emergency purchase shall prepare in Ibriplicate the emergency purchase order setting forth all details in- cluding a full explanation of the circumstances of the armergency: Brigi- nal to be delivered to vendor, duplicate sent to purchasing agent, and triplicate retained by issuing departnent. will prepare and issue a confirming purchase order uFon receipt of his The purchasing agent copjr. of emergency order in order that all proper payment of vendor can be made. The purchasing agent shall recomend to the City Council rules and regulations prescribing further details of the procedure under which emergency purchases may be made. Section 8. INSE@I'ION. The purchasing agent shall inspect or supervise the inspection of all deliveries of supplies, materials, equipmuit, or contractual services to determine their conformance with the specifications set forth in the order or contract. department having the staff and facilities for adequate inspection may Any be authorized by the purchasing agent to inspect all deliveries made to such using agency under rules and regulations which the purchasing agent shall recomend and which shall be adopted by the City Council. The purchasing agent shall have authority to prescribe ehemical and physical tests of samgles submitted with bids and sample of deliveries to determine their quality and conformance with the city's specificat ions. -4- In the performance 01 such tests, the purchasing agenti shall have authority to make use of laboratory facilities of any agency of the city government or any outside laboratory. The cost of such tests d shall be charged to the apprcpriation of the agency in whose behalf the test is made. hA / Section 9. SURZLUS STOCK. All using agencies shall submit to the purchasing agent, at such times and in such form as he shall prescribe, reports showing stocks of suzplies, materials, and equipment on hand awaiting use. transfer it to any other agency or agencies which have need for it. When a surplus of stock exists the purchasing agent may The City Council may authorize the purchasing agent to sell a11 sup- plies, materials, and equipment not needed for public use or that may have become unsuitable for public use. Any such sale shall be based on cosnpetitive bids and shall be conducted in accordance with regulations to be prescribed by the City Council. Section 10. SL'oREROOEE3 AND YWBHOUSES. The purchasing agent shall supervise any and all storerooms and warehouses which may here- after be established and placed under his control. shall provide a stores revolving fund of sufficient amount to finance the purchase and storege of standard sugplies, materials, and equip- rmnt which may be purchased and stored advantageously, and shall pre- %e city council scribe by ordinance the operation and custody of such fund. Section 11. RULES AND EEGmlBTzOMS. The purchasing agent shall prepare, and from time tQ time amend, all rules and regulations author- ized by this ordinance and any others necessary to its operation; such rules and regulations and amendments thereto shall be subject to the approval of the City Council. subxit to the City Council an annual report on the work of his office, as conducted in accordance with the provisions of this ordinance, and may submit from time to time recommendations for changes which he deems The purchasing agent shall also F; ne ce ssaryo Section 12. All ordinances and parts of ordinances in conflict herewith are hereby repealed in so far as such conflict may exist. Section 13. This ordinance shall be published one time in the LODI TIMES, the official newspaper of this City, and shall be in force and take effect A:-ril 1, 1948. Approved this 3rd day of December, 1947. -----o----- I, J. F. Blakely, City Clerk of the City of Lodi do hereby certify that the foregoing Grdinance No. 361 was regularly introduced in the City Council of said City on the 19th day of November, 1947, and was thereafter on the 3rd day of December, 1947, passed, adopted, and ordered to print by the following vote: NOW: Councilmen, NONb I further certify that Ordinance No. 361 was approved and signed by the Mayor on the date of its final passage. 1 -6-