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Home My WebLink AboutOrdinances - No. 630In the Cf%y Cousacil City of Lodi LoBi, California ORDflANCE BO, 630 AN ORDIRANCE OF THE CITY OF LODI PROVIDING FOR TPHE PURCHASE AND SALE OF SUPPLZES, SERVICES AND EQtJ ZPMEHT THE CITY COUNCIL OF THE CITY OF LODI DOES ORDAIN AS FOLLOWSt SECTION lo ADOPTION OF PURCHASIXG SYSTEM, In order to estab- list efficient prooeduses for the parchaee of supplies, aervioe8 and equipment, to 8ecta;ape for the City supplies, eerviaes and equip- ment at the lowerst possible ooat oommensurste with quality needed, to exeraiare positive financial oontraf. over purchasea, to clearly define authority for the purchasing function an6 to assure the qtaaZiZy of purchases, a purehasfng system is hereby adopted. SECTION 2, PURCHASING OFFICER, There is hereby created the Manages?. The P~zr~fiaePng Offseer shall be the head, and have general supervision of %Be Purohaaing Department. The duties of Purehag- ing Officer mqy be oombilaed with tkoee of any other office or position, The Purcrhaoring Officer ahall have authority ko: (a) Purchase or contract for supplies, services arid equip- ment required by any ueriag agency in arscordaaea with purchasing prooeduires prescribed by thie ordinance, such administrative regulations ae the Purchasing Offfoer ehall adopt for the internal management and operation of the Purohasfng Departnent and such other rules and regula- tions a8 elm11 be prescribed by the City Council or (city managerz aaminietrative officer, eto.). (b) Negotiate and reoonmend. execution of coatrace8 for the purclhaee of supplies, serviaes and equipment, Acf to procure for the Cify %he needed quality in eupplies, services and equfpmemt at least expense to the City, Diaoourage uniform bidding and endeavor to obtain a8 full; and open competftion as possible on all pURChaSO80 Prepare and recommend to the City Counoil rules govern- (a) (a) (e) ing the purchase of supplies, services and equipment for the Cityo Prepare and recornmend %o the City Council revisions and amendments to %he purohasing ruleso Keep informed of current developments in %he field of purahaaing, prices, market oonditions and new prodncCso (f) (g) (h) Prssoribe and maintain suoh farms a8 reasonably necessary to the operation of Z;hie ordinance and other rules and regulations (i) Supervise the inspection of all supplies, services and equipment garchased to insure conformanoe wdth specifics- tions. BeooPtmsnd the trensrfer of eurplue or unused supplies and equipment between departments as needed and the Bale of ($) all supplies and equipment which cannot be uaed by any agency or which may become unsuitable for City U8eo (k) Maintain a BSdtlera’ List, Vendors Catalog file and records needed for the efficient operation of the Purchasing Departmento - 2- SECTION 3. EXEMPTIOBS FBOM CEXTRALIZED PURCHASLNC* The Pure ohasing Offiear, with the approvsl of the Ci%y Council, may authorize in wrieing tany agenc~r to purchase OF contract for specified euppliea, asmioes and equfpmeat independenlily of fhe Purchasing Departneat: bat he shall require that such purchases OF contracts be maBe in conformlt~ with t&s procedures established by this ordinancej and shall further require periodic reports f;eomi the agency on the pur- ahases an& uontracti8 made under such written authorlsation, SECTION 4e ESTIMATES OF REQUIRENENTS. All using agenoles @ha13 file detailed eetimetee of their requisemente In supplies, eer~icee arid equipment fn saoh manner9 at suoh time,, and for such future p@rio&s a8 the Purchasing Officer shall prescribe. SECTION 5. REQUISTTIOMS, Usfng agencies shall submit requests for raupplies, asrvioee ad equipment to the Purohaeing Officer by 8 t and ard mpe~.rxi B it ion forms SECTION 6. BXDDING. Purchases of suppXiea, s8z*vioes, equip- sent and the eaPe of personal property shall be by bid procedures pnrauant; to SeutSoner 1Q rend Jllo Bidding shall be dispensed with only when an emergenoy requires that an order be plaoed with the nearest avsilabls Etottrce of Elupply, when the axount involved 5s less than $100, or when the conmodiey oan be obtained from only one vendoro SECTION 7. PURCHASE ORDEREL Purchases af supplies, services and equipment shall be made only by purchase ordero 3- SECTION 8, ENCUPlBRAMCE OF FUHDS. Exaept in cases of emergencyp the Ptrrehrasing Officer shall not iasue any purchase oPder fop eupp3hs, services or equipment unless there exists an wenuusnbered appropriation in the fund aocount against which eafd purchase is to be Gharged, SECTIOE 9. FORMAL CONTRACT PROCEDURE. Exoepf as otherwise provided hereilz, parcrh&:see and aontrrscts for mapplles, sel?v3.cea, equipment ad the sale of personal property of estimated value grester than $2,000.00 shall be by written acontraet with tho lowest or highesf reapolzsible bidder, 88 the case may be, pur8uaa% to the proaedure preeroribed herein, (a) Hotfoe Inv5t.ing Bidso Notices inviting bids shall inolude a general description of the articles te, be purchased or sold, shall rstate where bid blankr, and apeciffcationa may be secured, and. the tfme and place for opening bidso (1) Published Netice, Notiee inviting bids ehall be published at least ten Bays before the date of opening of the bidso Nrrticte shall be pabllshed at least once in a mswrspaper of general circuhtion, printed and publishsti in the CI%y, OP if there bra nofie, 5% shall be posted in at leaat three public places in the City that have been designated by ordinanoe as the plaoes fop posting public nofloea, -4- (21 Bidders' LrLst, The Purchasing Officer shall also 8oISoit sehled bids from slI responsible proapeotive suplplierr~ whose namels are on the Bidderse List or who have requested their names to be added theretoe (3) Bulletin Board, The Purchasing Offfoer &all also advertise pending parchaeea or sale8 by a notice posted on 8 public bulletin board in the City Hall. BdadeF'8 Seonrhta \?hen dleemed necessary by the Purahas- ing Officer, bidder's se~usity may be prescribed in the publie notices inoitbg biaso Bidders shall be entitled to return of bid security? provided that a successful bidder shall forfeit his bid security upon refusal or failure to execute the contraot wPfhin ten (10) days after %he notice of sward of contraot has been mailed, unless %he City ia PssponsSble for the delcby, The City Couoacip amax, on rsfursal or failure of the sucoessjPu1 bidder to execute the contract, stwart3 it to the next lowest responsfbls bidBer, Thereafter, if the Ci%y Cotan0 oil awards %he contract to the next lowest Biddies, the amount of the lowest bidder's Istreusity shall be applied by the City to the difference between the low bfb and the seoond lowest bid, and the surplus, if anyr shell be returned to the lowest bidder. (0) Bid Onenfng Procedure_, Sealea bid8 shall be eubmitted to %he Pamhaeing Offiser and shall be identiffed a8 bids on the envelopeo Bide shall be opened in public at the 1 time and place stated in the public notlcea, tion of all bide received shall be open fop public insgeo- t5on during regtalsr bueineas hours for 8 period of not lees fhan tbirtx {sQ) calendar days after the bid opening, Rsjeotion of Bide. In its diearetion, the City Cuuno31 may rejeot any and all bids presented and re-advertise for blidsr Awarcl. of Contract&. City Cumoil to the lowest responsfbh bid&er exoepf. 88 otherwise proviaed hereino Tfe Bid80 ff ~WQ or more biae recsfved are for the 8818 total amount or unit priae, quality and service being equal an& ff the public intsreef will not permit the delay of re-advertising for bias, the Ci%y Council may acrcept the one it cbooses or sceept the lowest bid nade by negotiation w&%h the tie bfdlderpl at the time of the bid opening, Performanee Bon&s. The City Counoil shall have authority to requfre 8 perfoPmaace bond before entering 8 oon.t;racf in such mount BE^ it ehall find reaeonably ae~essaxy to protect the best interests of the Cityo Zf %he cfty Coaneil. requires a performace band, the form and amount of the bond shall be descrfbed in the notfce inviting bidso A tabula- Coatracta shall be awarded bp the -1111. SECTSOB 10, OPEPT MARKET PROCEDURE, Purohasea of supplies, eqaipmen.f;, contractual sem1uee, ad, sale8 of personal property of I by the Purchssltng Officer frt the open market without observing the p~csdura prescribed by Seotion 9 (a) ?fininurn Mumber of Bids. Open market purohsees shall, wherever poeeible, be based ~n at lese% three bids, and shall ba awal?ded to the loweae responsible bidder. I (b) 8oQ;iee Inviting Bide, The Purchasing Officer shall eolioft I phone, an8 by gublia notice poated on a publPa bulletin boar& in the City Hall (a) WEiCten Bidg. Sealed written bide, shall be submitted fe the Purehasing Officrer who %hall keep a reaord of all open market orders and bids for a period of one yQ8r after the eubmiesion af bids OF the placing of orders. This reoord, while 80 kept, Bhal2 be open to publfc inepecffon, SECTION 11, INSPECTION AID TESTING. The Purohssing Officer shall inapeat supplies and equipment delivered, and contraofual ssrvicrea perf armed* to deternine their eonformaace with the specf- fications get forth in the order or contract, The Purohasiag Offfcrer shaZl have authority to require chemical and physfcal testa of asmples submitted wffh bids and sampples of delivesies whiah are neeea-sary tct defermine their quality and oonforrnanoe with sgeeif i- eat fens. SECTION 12* SEVEBABILXTY. If any eectian, subseutfon, Snbifi- visions9 sentence, olatzee OF phrase of this ordinance la for any deofeion shall not affect the valldity of the remaining partZone of fhia ordiawrae, The City Council hereby declares that it would I bave paesed this ordinance, and each seo$ion9 subsection, subdi- I I oiaiua, sentence, olauae and phrase thereof, irreapeative of the I faat %ha% any one or rnorg. sections, subsectfons, subdivisions, sentence@, almzaegl or phrsaes be dsclared nnoonstitmtional. SECTION 23. EFFECTIVE DATE, The Ci%y Clerk shall oer%ify to , the paaeage of thfs ocdinancs arrd cau8e the same to be published one BOZANT KATZBKIAN Mayor Attest: BEATRICE GARIBALDI: City Clerk