Chico Municipal Code Ch. 3.08 Purchase and Sale of Supplies 2

All purchases and sales of supplies, services, and equipment by the city, or by any department, board, commission (charter, statutory, or advisory), officer, employee, or agency thereof, shall be made only in accordance with and pursuant to the provisions of this title.

(Prior code §2.89 (Ord. 669 (part)))

A centralized purchasing system for all departments, boards, commissions, offices, and agencies (all hereinafter referred to in this chapter as “using agencies”) is hereby adopted in order:

A. To establish efficient procedures for the purchase of supplies, services and equipment;

B. To secure supplies, services, and equipment at the lowest possible cost commensurate with quality needed, unless their acquisition is to be made pursuant to the provisions of a city administrative procedure and policy, approved by the city council, relating to energy conservation, solid waste management, or such other program as may be incorporated within such a policy, in which case the provisions of said policy shall apply;

C. To exercise positive financial control over purchases;

D. To clearly define authority for the purchasing function; and

E. To assure the quality of purchases.

(Prior code §2.90 (Ord. 669 (part), Ord. 1825 §1))

All using agencies shall file detailed estimates of their requirements in supplies, services, and equipment in such manner, at such times, and for such future periods as the purchasing officer shall prescribe.

(Prior code §2.91 (Ord. 669 (part)))

All using agencies shall submit to the purchasing officer requests for supplies, services and equipment in such manner, at such times, and on such requisition forms as the purchasing officer shall prescribe.

(Prior code §2.92 (Ord. 669 (part)))

All using agencies shall purchase supplies, services, and equipment only in such manner, at such times, and by such purchase order forms as the purchasing officer shall prescribe.

(Prior code §2.93 (Ord. 669 (part)))

A. The purchase of supplies, services, and equipment, as well as the sale of personal property, shall be by quotation or bid procedures as set forth in this title.

B. Such procedures may be dispensed with by the purchasing officer, when the purchasing officer determines that:

1. An emergency exists which requires that an order be placed with the nearest available source of supply;

2. The amount involved is less than $10,000;

3. The supplies, service, or equipment can be obtained from only one vendor or supplier;

4. The supplies or equipment, including but not limited to communication systems, traffic signals, and parking meters, have been uniformly adopted or otherwise standardized;

5. The supplies or equipment being purchased consist of one or more used vehicles;

6. It is reasonably necessary for the preservation or protection of public peace, health, safety or welfare of persons or property; or

7. The purchase of supplies, services, and equipment may be made through federal, state, or other public entity cooperative purchasing programs or through contracts awarded by other public entities pursuant to open and competitive bid processes.

C. When funds for the following purchases have been appropriated within the annual budget, the restrictions and provisions of Chapters 3.16 and 3.20 shall not apply to the purchase of:

l. Consulting, professional and technical services estimated at less than $50,000. For these services estimated at $50,000 or more, a request for qualifications (RFQ) will be required;

2. Insurance and services related thereto, including but not limited to insurance adjusting services. However if any existing appropriation for such purpose is insufficient, or a new appropriation therefor is required, the purchasing officer may bind a coverage or provide for such services until the required appropriation has been approved;

3. Materials, supplies or services from public or private nonprofit California corporations operating workshops serving the handicapped;

4. Public safety vehicles and purchase of specialized vehicles through the state of California cooperative purchasing program;

5. Public transportation vehicles and purchases of specialized equipment through an open and competitive bid process conducted by another governmental agency;

6. Specialized fire equipment through the federal purchasing program; and

7. Demonstrator vehicles for replacement of fire vehicles, as long as such purchase is consistent with any standards prescribed by the purchasing officer.

(Prior code §2.94 (Ord. 669 (part), Ord. 1332 §1, Ord. 1494 §1, Ord. 1825 §2, Ord. 1934 §1, Ord. 1999, Ord. 2214, Ord. 2308, Ord. 2467 ; Ord. 2544)

The city shall require that its sellers, vendors, suppliers, and contractors shall not discriminate against any person in access to or provision of services in any manner on the basis of race, sex, color, age, national origin, religion, ethnic derivation, citizenship status, physical or mental disability, medical condition, AIDS/HIV status, genetic information, political activities or affiliations, military and veterans status, sexual orientation, gender identity, or marital status, unless exempted by state or federal law or otherwise indicated.

(Ord. 2451 §4)

The purchasing officer may authorize in writing any using agency to purchase or contract for specified supplies, services, and equipment independently of the purchasing officer. However, the purchasing officer shall require:

A. That such purchases or contracts be made in conformance with the procedures herein established in which instances the using agency shall have the same discretionary authority as conferred herein upon the purchasing officer in respect to such procedures; and

B. That periodic reports be submitted by the using agency as to the purchases and contracts made under such written authorizations.

(Prior code §2.95 (Ord. 669 (part), Ord. 1332 §2))

The purchasing officer may sell personal property determined to be surplus to the city’s needs by competitive bid, or by such other procedure as the purchasing officer determines will yield a reasonable return in relation to its estimated value.

(Ord. 1598 §2, Ord. 2268)

Where the city enters into a contract which provides for the purchase of supplies, equipment, or services, where such supplies, equipment, or services are being purchased in connection with a “public works project,” as defined in Section 1720 and Section 1782(d)(1), of the California Labor Code, such contract shall provide for the payment of prevailing wages required by Section 1771 of the California Labor Code.

(Ord. 1740, Ord. 2454)