HomeMy WebLinkAboutCC Ord 529 1958-08-19
.
'(,J'I'
ORIGiN~l joFFlCIAL COPY
t-'OT TOJ ~ TAKt.tol f;<.OM
THE CI,.y. ~lERK'S OFFICE
=
3
4
I ORDINANCE NO. .rl-9
AN ORDINANCE OF THE CITY OF SEAL
BEACH PROVIDING FOR THE PURCHASE
AND SALE OF SUPPLIES. SERVICES AND
EQUIPMENT
~
'"
5
6
7
8
9
10
11
12
13
tll .
z
o --c
p 9i 14
illil:5o:
:S"D
e =!!: i 15
.. oJ
[I!o( ,
J l- U N
i ~:f ~ 16
. i!i u a
...qi _.c i
~C~pIlW
~Sti;" 17
)II ~9 18
< -
r1l il
19
20
21
22
23
24
25
26
27
28
29
30
31
32
PAGE
The City Council of the City of Seal Beach does ordain as follows:
SECTION 1: ADOPTION OF PURCHASING SYSTEM. In order to
establish efficient procedures for the purchase of supplies, services and
equipment, to secure for the City cupplies, services and equipment at the
lowest possible cost commensurate with quality needed, to exercise pusitive
financial control over purchases, to clearly define authority for the purchasing
function and to assure the quality of purchases, a purchasing system is
hereby adopted.
SECTION 2: CENTRALIZED PURCHASING DEPARTMENT.
There is hereby created a centralized Purchasing Department in which is
vested authority for the purchase of supplies, services and equipment.
SECTION 3:
PURCHASING OFFICER. There is hereby created
the position of Purchasing Officer. He shall be appointed by the City Council.
The Purchasing Officer shall be the head, and have general supervi.sion of the
Purchasi.ng Department. The duties of Purchasing Officer may be combined wit
those of any.other office or position. The Purchasing Officer shall have
authority to:
(a) Purchase or contract for supplies, services and equipment
required by any using age.ncy in accordance with purchasing procedures
prescribed by this ordinance, such administrative reulations as the Purchasing
Officer shall adopt for the internal management and operation of the Purchasing
Department and such other rules and regulations as shall be prescribed by the
City CouncU.
(b) Negotiate and recommend execution of contracts for the
purchase of supplies, ser7ices and equipment.
(c) Act to procure for the City the needed quality in supplies,
services and equipment at least expense to the City.
(d) Discourage uniform bidding and endeavor to obtain as full and
1.
."
....
1
2
. 3
4
5
6
7
8
9
10
11
12
tll 13
.
Z
o - 01
P 9- 14
~~il
Illl 15
"c.
-u"
. . ~ 16
Z"'D
Dua
":\"
~D~m~ 17
r::1I:S..'"
bCllz
:::!l ~ a 18
..: -"'
Ul il
19
20
21
22
23
24
25
26
27
I 28
29
30
31
32
PAGE
..
,.
Ordin~c7'l\Tpm?er
...
"
open competition as possible an all purchases.
(e) Prepare and recommend to the City CouncU rules governing
the purchase of supplies, services and equipment for the City.
(f) Prepare and recommend to the City CouncU revisions and
amendments to the purchasing rules.
(g) Keep informed of current developments in the field of purchasin ,
prices, market conditions and new products.
(h) Prescribe and maintain such forms as reasonably necessary
to the operation of this ordinance and other rules and regulations.
(i) Supervise' the inspection of all supplies, services and equipme
purchased to insure conformance with specifications.
(j) Recommend the transfer of surplus or unused supplies and
equipment between departments as needed and the sale of all supplies and
equipment which cannot be used by any agency or which have become unsuitable
for City use.
(k) Maintain a Bidders' List, Vendors Catalog file and records
needed for the efficient operation of the Purchasing Department.
SECTION 4: EXEMPTIONS FROM CENTRALIZED PURCHASING.
The Purchs,sing Officer, with the approval of the City CouncU, may authorize
in writing any agency to purchase or contract for specified supplies, services
and equipment independently of the Purchasing Department; but he shall
require that such purchases or contracts be made in conformity with the
procedures established by this ordinance, and shall further require periodic
reports from the agency on the purchases and contracts made under such
written authorization.
SECTION 5: ESTIMATES OF REQUmEMENTS. All using agencies
shall fUe detailed estimates of their requirements in supplies, services and
equipment in such manner, at such time, and for such future periods as the
Purchasing Officer shall prescribe.
SECTION 6: RE~UISITIONS. Using agencies shall submit reque st
for supplies. services and equipment to the Purchasing Officer by standard
requisition forms.
2.
-" :.
1
2
I 3
4
5
6
7
8
9
10
11
12
bl 13
D
%
o - e
p ~- 14
=~~~
11!1 15
~ e .
u"
. . K 16
%,,-
GUD
.~"
~ a ~ II ~ 17
I':l ~ ~ "
Peo"
;:Il . Z
<( ~!l 18
CJ) il
19
20
21
22
23
24
25
26
27
I 28
29
30
31
32
PAGE
.
ordinapq7-~u~er
-.
f
SECTION 7: BIDDING. Purchases of supplies, services and
equipment and the sale of personal property shall be by bid procedures, pursua
to Sections 10 and 11. Bidding shall be dispensed with only when an emergency
requires that an order by placed with the~nearest available source of supply,
.. 7.I1D,()f)
when the amount involved is less than $ ~H , or when the commodity
can be obtained from only one vendor.
SECTION 8: PURCHASE ORDERS. Purchases of supplies,
services and equipment shall be made only by purchase order.
SECTION 9: ENCUMBRANCE OF FUNDS. Except in cases of
emergency, the Purchasing Officer shall not issue any purchase order for
supplies, services or equipment unless there exists an unencumbered
appropriation in the fund account against which said purchase is to be charged.
SECTION 10: FORMAL CONTRACT PROCEDURE. Except as
otherwise provided herein, purchases and contracts for supplies, services,
equipment and the sale of personal property of estimated value greater than
$2,000.00 shall be by written contract with the lowest or highest responsible
.idder, as the case may be, pursuant to the procedure prescribed herein.
(a) Notice Inviting Bids. Notices inviting bids shall include a
general description of the articles to be purchased or sold, shall state where
bid blanks and specifications may be secured, and the time and place for
opening bids.
(1) Published Notice. Notice inviting bids shall be published
at least ten days before the date of opening of the bids. Notice shall
be published at least once in a newspaper of general circulation,
printed and published in the City, of if there is none, it shall be
posted in at least three public places in the City that have been
designated by ordinance as the places for posting public notices.
(2) Bidders' List. The Purchasing Officer shall also solicit
sealed bids from all responsible prospective suppliers whose
names are on the Bidders' List or who have requested their names
to be added thereto.
(3) Bulletin Board. The Purchasing Officer shall also
3.
: ..... .: '.
1
2
I 3
4
5
6
7
8
9
10
11
12
III 13
e
z
o - c
Q 9- 14
~iI: i~
1,1, 15
.....
. c .
"U"
. .. 16
Z"o
iiua
.~"
~ D ~II~ 17
r=l~S.."
Q;c IIZ
:.:!l ~9 18
...: -
UJ i
19
20
21
22
23
24
25
26
27
I 28
29
30
31
32
PAGE
.
.
.
Ordin~~~e'~umber
. ,
.'
advertise penJing purchases or sales by a notice posted on a public
bulletin board in the City Hall.
(b) Bidders' Security. When deemed necessary by the Purchasing
Officer, bidder's security may be prescribed in the public notices inviting
bids. Bidders shall be entitled to return of bid security; provided that a
successful bidder shall forfeit his bid security upon refusal or faUure to
execute the contract within ten (10) days after the notice of award of contract
has been mailed, unless the City is responsible for the delay. The City
Council may, on refusal or failure of the successful bidder to execute the
contrac t, award it to the next lowest bidder. If the City Council awards the
contract to the next lowest bidder, the amount of the lowest bidder's
security shall be applied by the City to the difference between the low bid and
the second lowest bid, and the surplus, if any, shall be returned to the lowest
bidder.
(c) Bid Opening Procedure. Sealed bids shall be submitted to the
Purchasing Officer and shall be identified as bids on the envelope. Bids
shall be opened in public at the time and place stated in the public notices.
A tabulation of all bids received shall be open for public inspection during
regular business hours for a period of not less than tht;:ty (30) calendar
days after the bid opening,
(d) Rejuection of Bids. In its discretion, the City Council may
reject any and all bids presented and re-advertised for bids.
(e) Awards of Contracts. Contracts shall be awarded by the City
Council to the lowest responsible bidder except as otherwise provided herein.
(f) Tie Bids. If two or more bids received are for the same total
amount or unit price, quality and service being equal and if the public interest
will not permit the delay of re-advertising for bids, the City CouncU may
accept the one it chooses or accept the lowest bid made hi negotiation with
the tie bidders at the time of the bid opening.
(g) Performance Bonds. The City CouncU shall have authority
to require a performance bond before enterins a contract in such amount as
it shall find reasonably necessary to protect the best interest of the City. If
4.
.. ,r'';'.
1
2
I 3
4
5
6
7
8
9
10
11
12
~ 13
.
z
o - c
t:J 9- 14
p:j J i ~
Illl 15
~ c .
u"
o . 16
"'.
~9
..: D III ~
ro:1 ~ II '" 17
t:l c IS
::ll ~
-< .. 18
rIl
19
20
21
22
23
24
25
26
27
I 28
29
30
31
32
PAliIE
. -
..
"
Ordin,!n-:e.t1u~ber
.M
.,
the City Council requires a performance bond, the form and amount of the bond
shall be described in the notice inviting bids.
SECTION 11: OPEN MARKET PROCEDURE. Purchases of
supplies, equipment, contractual services, and sales of personal property
of an estimated value in the amount of $ Z.(){t},()O
, or less, may be
made by the Purchasing Officer in the open market without observing the
procedure prescribed by Section 10.; ).
SECTION 12: INSPECTION AND TESTING. The Purchasing
Officer shall inspect supplies and equipment delivered, and contractual
services performed, to deterime their conformance with the specifications
set forth in the order or contract. The Purchasing Officer shall have
authority to require chemical and physical tests of samples submitted with
bids and samples of deliveries which are necessary to determine their quality
and conformance with specifications.
SECTION 13: SURPLUS SUPPLIES AND EQUIPMENT. All
using agencies shall submit to the Purchasing Officer, at such times and in suc
form as he shall prescribe, reports showing all supplies and equipment which
are no longer used or which have become obsolete or worn out. The Purchas in
Officer shall have authority to sell all supplies and equipment which cannot be
used by any agency or which have become unsuitable for City use, or to
exchange the same for, or trade in the same on, new supplies and equipment.
Such sales shall be made pursuant to Section 10 or 11, whichever is applicable.
SECTION 14; SEVERABILITY. If any section, subsection,
subdivision, sentence, clause or phrase of this ordinance is for any reason
held to be unconstitutional or otherwise invalid, such decision shall not affect
the validity of the remaining portions of this ordinance. The City Council
hereby declares that it would have passed this ordinance, and each section,
subsection, subdivision, sentence, clause ani phrase thereof, irrespective,
of the fact that anyone or more sections, subsections, subdivisions, sentences,
clauses or phrases be declared unconstitutional.
SECTION 15: The City CLerk shall certify to the passage and
adoption of this ordinance and cause the same to be published once in the
5.
. ,:.~ . . p
1,
8
9
10
11
12
III 13
.
z
o - c
fl' 14
.'"
D~
~~~. 15
O(~c"!
UW
l! . . w 16
o"'! % g
Cf}z=~..1
~~~=~ 17
f;il~G..:I:
Pc "Z
:ll . D
-< t..l 18
tll i
19
20
21
22
23
24
25
26
I 27
28
29
30
31
32
PAGE
.~.
...
ordin~~e ~~er
.
....
J
1 "Seal Beach Post and Wave", a newspaper of general circulation, printed,
2 published and circulated in the City of Seal Beach.
3 / ) PASSED. APPROVED AND ADOPTED by the City Council of the
" /
4 'City of Seal Beach at a regular meeting thereof held on the 19th day of
5 August, 1958.
Mal~~~WY~EA(H
V
6
7
A:6:
~ ~~~~t
' Gl'1'Y
STATE OF CALIFORNIA
COUNTY OF ORANGE
CITY OF SEAL BEACH
)
) SS
)
I. F. W. HICKMAN, City Clerk rof the City of Seal Beach and ex-
officio clerk of the City Council, do hereby certify to the passage and
adoption of the foregoing Ordinance by the City Council of the City of Seal
Beach at a regular meeting t:lereof held on the 19th day of August, 1958,
by the followirig, vote:
AYES
NOES
ABSENT
Councilmen F.JA"'A"~J;,AlES/.R".lfAe'37l1,,,c.lu:; ,lfl S.s
CouncUmen "v p.Al;f;
Councilmen ..v IJ A' E
4~l!!ht!Uf_- "
CITY CL~HK
,
.
6.
~