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HomeMy WebLinkAboutResolutions - No. 2181In the City Gounc .1 City of Lodi Lodi, California RESOLUTION NO. 2181 PURCHASING RULES AND REGULATIONS OF T9I, CITY OF LODI WHEREAS, the City Council is authorized and directed under the provisions of Ord; ii€:.nc�A No, 630 to adopt rules and regulations for the administratiox o.i the r:ur basing syR tem crested in said ordinance; now therefore, 1)4: it RESOLVED, the City Counc 1 aE' the City of Lodi doee hereby adopt the following rules RULE I P Jh PO SE The objective of t:nese ru1e5 are to ,facil:,tate efficient and economical administration of the ,urchasing function of the. City. RULE I:i.. DEFJNITTON OF 'i' FT MS The fcllowing tern - ?whenever ue ed in thee -pules, @hall be construed r -e foll(,. e SECTION 1, "AGENCY-" AND lcusTgG AGENCY ` %ny department, agency, commission, bureau or oth,.:x unit of the City government which derives its support wholly or in per:; fron the SECTION 2"BIDDERS' L S'J. ": A current file of sources of supply of article . for elach category cf commodities repetitively purchased for City use, SECTION 5 ar. �r��:r: "": Any and a21 s�ivi;.es including but not limited to the foilovin@i thy: repair or aantenanos of equip- ment, machin es°y ax:a 3tfa r City - cored ox operated property; and towel. and cleaning services. The term does not 111,At. e service© rendered by City officers or ernployets nor prof c.ssion l and other contraotLual services which are in their nature unique and not subject to compe- tition. SECTION 40 .'LOWEST RESPOHSJBLE EIDDER*: In addition to price, the 'r1avest responsible bidden' will be determined after the follow- ing factors have been oonsidered: (a) The ability, capacity and 51:ill of the bidder to perform the contract or provide the service required; (b) Whether the bid.d.er has the facilities to perform the aontract or provide the service prompt1yt or within the time specified, without delay or interferences The character, integrity, reputation, judgment, experi- ence and efficiency of the bidder; The bidders' record of performance of previoue oontracta or services; The previoue and existing compliance by the bidder with Tawe and ordinanoes relating to the contract or service; The sufficiency of the financial resources and ability of tho bidder to perform the contract or provide the service; The quality availability and adeptability of the supplies, equipment or services to the particular use required; The ability of the bidder to provide future maintenance and service for the use of the subject of the contract! The number and scope of conditions attached to the bid. 2- SECTION 5. " SPONSIDLE BID": Ai offer, submitted by a re- sponsible bidder to furnish supplies, equipment or services in conformity with the specifications, delivery terns and conditions and other requirements included in the invitation for bide. SECTION 6. "RESPONSIBLE BIDDER"' A bidder who submits a responsible bid and who is not only financially responsible, but is possessed of the resources, udg;ment, skill, ability, capacity and Integrity requisite and necessary to perforrm the contract aocording to its terms. SECTION 7. "PURCHASES"' Purchases of auppliee, equipment and personal property shall. include leases or rentals as well as trans- actions by which the City acquires ownership. SECTION 8. "SUPPLIES" AND "EQUIPMENT"! Any and all articles, things or personal property furnished to or used by any agency. RULE 111. TMERGENCT PURCHASES While the need for occawicna1 emergency purchases is recognized, the practice must be curtailed a8 muoh as passible by anticipating needs so that the normal. prchasin.a procedure utilizing bidding may be used, SECTION 1_ CONDITIONS. An emergency shell be deemed to exist (a) There is a great public calamity. (b) There is irrtraediate need to prepare for national or local defense, (c) There is a breakdown in machinery or an essential service which requires the immediate purchase of supplies or services to protect the publio health, welfare or safety. -3- (a) An essential c.epartm •rLtal operation affecting ths public health, welfare or safety would be gr(%t1y he,mpereel if the prescribed purchasing procedure would cause an undue delay in procurement of the needed item or servioe4 SECTION 2. BY `PRE PURCRAST'��G OFFICER. In case of an emergency which requires immediate purchase of supplies, equipment or services, the (city manager. administrative officer. etc.) may authorize the Purchasing Officer to secFtre by opsn market procedure, ae pre- eoribed in Ordinance No. at the lowert obtainable price, any eupplies, equipment or services regardless expenditure. (a) Recorded Explanation. A full report of the circumstances of all emergency purchases in excese of 1500.00 shall be filed by the Ptarohasing Officer with the Council and shall be entered in the minutes of the Council. SECTION 3. BY HEADS OF D PARTMEN€TS. In ca7e of an emergency which requires immediate purchase of supplies, equipment or services, the head of say ustaz agency may, with approval of the Purohaeing Officer OF the City Manager (another city official in the event the Purchasing Officer 18 unavailable) purchese directly any eupplies, equipment or services in the amount of $2,000.00 or less. of the amount of the (a) Recorded Explanation. The head of such using agency shall, not later than the next regular business day thereafter, submit to the Purchasing Officer a requisition, a tabula— tion of bids received, if any, a copy of the delivery record., and a full written report of the circumstances of the emergency. Th.a report aha he faded with the Council am prov5de,d .tr subsection (r) abcve RULE IV. ORDER BOOKS The Purchasing Officer may issue pz enumb red order books to properly authorized off .oialsl fur use in seouirg over-the-counter delivery of mis oei1aneou€ supplies when the ne?d arises in the vicinity of a source of supply, Such purchases shall be limited 'to amounts not exceeding $100.00. All order books and all order blanks shall be properi;, acecunted for by the official to whom they hive been i e evted , Certified to be a full, true and correct eopy of Reaolution Not 2181 passed and adopted by the City Council of the City of Lodi in regular meeting held November 19, 1956 by the following vote: AYISs Councilmen Brown, Culflertoon, ilitohell and Katzakian NOES: Councilmen a Robinson ABSENT: Councilmen None BEATRICE GARIBALDI City Clerk