Arcadia Municipal Code Div. 6 Exceptions and Exemptions

Supplies, materials and equipment may be purchased, personal property sold and contracts may be let without complying with any of the bidding procedures specified in Divisions 3, 4 and 5 of this Part, Chapter 8.5 and/or Chapter 8.7 in any of the following situations:

(a) Upon the approval of the City Manager when an emergency requires that an order be placed with the nearest available source of supply or contract to be let. For projects of more than thirty thousand dollars ($30,000), a report on the emergency and work performed shall be provided at the next regular meeting of the City Council.

For projects of thirty thousand dollars ($30,000) or less, the City Manager shall determine, on his or her own as the action continues, whether there is a need to continue the action without the benefit of bidding required by this Chapter. The City Manager shall terminate the emergency action at the earliest possible date that conditions warrant, so that the remainder of the emergency action may be completed pursuant to the bidding procedures required by this chapter;

b) When the amount of the purchase or sale involved is less than five thousand dollars ($5,000).

(c) When the Administrative Services Director determines that a competitive market does not exist, such as, but not limited to, when the needed supplies, services and equipment are proprietary and can only be provided by one vendor and the amount involved is less than thirty thousand dollars ($30,000);

(d) When the Administrative Services Director determines that a competitive bid procedure has been conducted by another public agency (e.g. through CMAS) and the price to the City is equal to or better than the price to that public agency;

(e) When the purchase is made on behalf of the City by the State Department of General Services;

(f) When no bids are received pursuant to any of the bidding procedures required by this Chapter;

(g) When otherwise authorized by this or any other Chapter.

(Ord. No. 2379, § 6, 7-20-21)

The Administrative Services Director with the approval of the City Manager, may in writing authorize any department to purchase or contract for specified supplies, materials, equipment and services independently of the Administrative Services Director. The Administrative Services Director shall ascertain that all purchases or contracts made in accordance with this Section conform with all procedures established in this Chapter and shall obtain periodic reports on the purchases and contracts made under such written authorization from each department.

After notice of failure to comply with one or more provisions hereof, the City Council may declare void any transaction not in conformity herewith or may waive any irregularity or noncompliance herewith with respect to such transaction.