Chapter 21A — PURCHASING SYSTEM

In order to establish efficient procedures for the purchase of materials, supplies and equipment at the lowest possible costs commensurate with operational needs, to provide methods of determining and awarding contracts for services to be performed, to exercise positive financial control over such purchases and contracts and to define clearly the authority for the administration of these functions, a purchasing system is adopted.

(Ord. No. 90-03, § 1.)

The director of finance, or in the alternative such other person as may be designated in writing by the city manager, shall be and is appointed to perform the functions of the purchasing officer for the city and shall have the responsibility and

authority to:

Purchase or contract for materials, supplies, equipment, and services to be performed as may be required by any department or other agency of city government in accordance with procedures prescribed by this chapter and as set forth in the purchasing and contracting policies resolution adopted by the City Council as amended from time to time;

Prepare and adopt administrative rules and regulations not in conflict with the provisions of this chapter for the purpose of carrying out the requirements and intent of this purchasing system.

(Ord. No. 90-03, § 2.)

(Ord. No. 2022-08, § 3b., 8-2-2022)

To the extent that quality, quantity and availability may best be achieved in meeting the operational needs of the city all purchases and the award of contracts for services as may be required for any department or agency shall be centralized under the purchasing officer.

When the provisions and intent of this chapter may best be served by so doing, the purchasing officer may authorize in writing any department or agency to investigate, solicit bids or negotiate the purchase or award of contract for materials, supplies, equipment or services for the department or agency independently of the centralized purchasing system, provided that such shall be done in conformity with the procedures prescribed by this chapter or by a duly adopted purchasing and contracting policy pertaining thereto.

(Ord. No. 90-03, § 3.)

(Ord. No. 2022-08, § 3c., 8-2-2022)

Purchase of materials, supplies, equipment or services shall be made only by means of purchase orders processed and issued pursuant the purchasing and contracting policy. The purchase orders shall be valid only when signed by the city manager, the purchasing officer, or other persons as may be designated by the purchasing officer to act in his or her behalf.

All purchase orders shall be issued in advance of any commitment for which they are issued except in emergency situations where a delay would be detrimental to the interest of the city or would jeopardize the health, safety or welfare of its citizens.

Nothing herein shall preclude the use of authorized petty cash funds for purposes intended by their establishment.

(Ord. No. 90-03, § 4; Ord. No. 2008-02, § 1.)

(Ord. No. 2022-08, § 3d., 8-2-2022)

The purchasing officer shall not issue any purchase order or award any contract for the acquisition of materials, supplies, equipment or services unless there exists an unencumbered appropriation in the funds and for the account or activity against which said purchase order or contract is to be charged. The appropriate account and funds shall be encumbered immediately after the issuance of the purchase order or award of contract.

(Ord. No. 90-03, § 5.)

The specific procedures, rules and regulations governing the solicitation and selection of firms to provide services are those set forth in the purchasing and contracting policies resolution adopted by the City Council as amended from time to time.

(Ord. No. 90-03, § 6; Ord. No. 2008-02, § 2.)

(Ord. No. 2022-08, § 3f., 8-2-2022)

Purchases and contracts shall be governed by the purchasing and contracting policies resolution adopted by the City Council as amended from time to time.

(Ord. No. 90-03, § 7; Ord. No. 2008-02, § 3.)

(Ord. No. 2022-08, § 3g., 8-2-2022)

Materials, supplies, equipment or services shall be acquired pursuant to the purchasing and contracting policies resolution adopted by the City Council as amended from time to time.

(Ord. No. 90-03, § 8; Ord. No. 2008-02, § 4.)

(Ord. No. 2022-08, § 3h., 8-2-2022)

There is excepted from the provisions of this chapter purchases or acquisitions of materials, supplies, equipment or services obtained from any other public agency created under the laws of the state or the United States government, including the purchase of federal surplus property.

Where another public agency of the state of California allows other public agencies to acquire materials, supplies, equipment or services through its procurement process, the city may utilize such procurement services to acquire materials, supplies, equipment or services without further compliance with the provisions of this chapter.

(Ord. No. 90-03, § 9; Ord. No. 2002-08, § 1.)

The purchase of used equipment shall be excepted from the provisions of this chapter when the city council authorizes specific used equipment to be acquired.

(Ord. No. 90-03, § 10.)