Elk Grove Municipal Code Art. VI Provisions Applicable to Purchasing Commodities, Equipment, and General…

The provisions set forth in this article shall apply to the purchase of commodities, equipment, and general services under this chapter.

(Ord. 21-2013 § 2 (Exh. A), eff. 11-22-2013)

A. Leasing of equipment shall be in accordance with the authority limits set forth in Article II of this chapter, depending upon the annual cost of the lease.

B. Each contract for the leasing or rental of equipment for the City shall contain a provision permitting the City to terminate the contract at the end of any fiscal year during the term of the contract upon not less than thirty (30) days’ written notice to the other party.

(Ord. 9-2008 § 2, eff. 5-9-2008; Ord. 7-2009 § 3, eff. 5-1-2009; Ord. 21-2013 § 2 (Exh. A), eff. 11-22-2013)

The City may inspect and evaluate supplies, equipment, and/or services delivered or to be delivered, conduct interviews, and request demonstrations to determine their conformance with the specifications set forth in the request for bid or proposals, the responsiveness of the bid or proposal, and/or the responsibility of the bidder or proposer. A department head has the 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.

(Ord. 9-2008 § 2, eff. 5-9-2008; Ord. 7-2009 § 3, eff. 5-1-2009; Ord. 21-2013 § 2 (Exh. A), eff. 11-22-2013)

Nothing in this article prohibits the voluntary participation by the City in any cooperative purchasing agreements or programs entered into between the City and the State, County, or other public agencies, including, but not limited to, the California Multiple Award Schedule (“CMAS”), U.S. Communities, and Houston/Galveston Area Council. The City Manager is authorized to act under the provisions of this article to procure for the City supplies and equipment in conjunction with such voluntary cooperative purchasing agreements or programs as may be entered into by the City. All formal contract and bidding procedures to be followed in such cases shall be those specifically enumerated in the voluntary cooperative purchasing agreement or program.

(Ord. 9-2008 § 2, eff. 5-9-2008; Ord. 7-2009 § 3, eff. 5-1-2009; Ord. 21-2013 § 2 (Exh. A), eff. 11-22-2013)

A bid or proposal from a local vendor for commodities, equipment, and general services will be tabulated as if it were five (5%) percent below the figure actually set forth in the bid or proposal, up to a maximum preference of Fifty Thousand and no/100ths ($50,000.00) Dollars per bid or proposal, to account for the financial advantages accruing to the City by the award of a bid to a local vendor. The City, when seeking bids or proposals for commodities or equipment, will notify bidders or proposers that bids or proposals will be evaluated on the basis of a local preference of five (5%) percent of the bid or proposal price.

(Ord. 9-2008 § 2, eff. 5-9-2008; Ord. 7-2009 § 3, eff. 5-1-2009; Ord. 21-2013 § 2 (Exh. A), eff. 11-22-2013)

At the option of the department making the purchase, the bid specifications may include a five (5%) percent price preference to be given to recycled products. If included, the price preference shall be determined based upon the lowest price quoted by suppliers offering recycled products and the maximum amount of the price preference shall not exceed Ten Thousand and no/100ths ($10,000.00) Dollars per purchase. Persons submitting proposals or bidding to provide products or services to the City shall be notified of the City’s preference for the use of recycled products, including the price preference. Bidders shall be asked to identify in writing to the City the types of recycled materials that will be used and to certify in writing the percentage and contents of recycled material and post-consumer recycled material in the product.

(Ord. 9-2008 § 2, eff. 5-9-2008; Ord. 7-2009 § 3, eff. 5-1-2009; Ord. 21-2013 § 2 (Exh. A), eff. 11-22-2013)

Notwithstanding any other provision of this chapter, as an alternative to the purchasing procedures set forth in this chapter, the City may utilize the services of online reverse auctions, by which the City identifies the commodities, equipment, and/or general services desired, and vendors bid on the commodities, equipment, and/or general services in an auction-like setting. Prior to City staff utilizing these services, the City Manager shall provide written authorization to do so, identifying the commodities, equipment, and/or general services to be obtained, and finding that the use of the online reverse auction is within the City’s best interest. Nothing herein is intended to modify the monetary limits of contracting authority set forth in this chapter.

(Ord. 21-2013 § 2 (Exh. A), eff. 11-22-2013)