Fairfield Municipal Code Art. III Types of Contracts and Procurement Methods

Except as may be otherwise set forth in Article V of this Chapter, the following requirements shall apply to the purchase of supplies and contractual services:

(a) The City Council shall establish, by resolution, a tiered system authorizing the threshold dollar amounts up to which the following individuals shall have contract execution authority:

1. Tier I. Any department head, or his or her designee, is authorized to enter into a Tier I contract to purchase supplies or procure general contractual services, provided he or she first obtains three written quotes for the same.

2. Tier II. The Purchasing Officer is authorized to enter into a Tier II contract to purchase supplies or procure general contractual services, provided he or she first obtains three written quotes.

3. Tier III. The Purchasing Officer is authorized to enter into a Tier III contract to purchase supplies or procure general contractual services, provided he or she first obtains three written quotes.

4. Tier IV. Except for recurring purchases as provided below, the City Council shall approve all Tier IV contracts to purchase supplies or procure contractual services. All such contracts approved by the City Council shall be let through the formal competitive bidding procedures set forth in Article IV of this chapter, unless otherwise exempt.

(b) In addition to the procedures set forth above, the approving authority for any contract subject to this section 28.30 may elect, but is not required, to issue a request for proposals or request for qualifications, if either would be useful in selecting a provider for the purchase of supplies or contractual services.

(Ord. No. 2019-10, § 3)

(a) Except as may otherwise be required under state or local law, the following selection process and approval authority shall be required for the procurement of professional services and landscape maintenance services:

1. The City Manager is authorized to enter into a contract without seeking City Council approval where the cost of the contract does not exceed $100,000.

2. Any contract with a cost greater than $100,000 must be presented to City Council for approval.

(b) To the extent that the services sought by the City include professional services or landscape maintenance services, such contracts shall be let on the basis of demonstrated competence and on the professional qualifications necessary for the satisfactory performance of the services required.

(Ord. No. 2019-10, § 3)

In determining the dollar amount of a contract, the amount includes all costs of the contract, including associated costs for tax, shipping, delivery, and installation or set up at City facilities. Additionally, the contractual amounts shall apply to the entire term of the agreement, including automatic extensions or renewals. Except for information technology and software license and maintenance contracts subject to one or more automatic extensions, the automatic extensions shall not be included for purposes of calculating the initial contract amount.

(Ord. No. 2019-10, § 3)

Splitting the purchase of goods, general contractual services, professional services, or landscape maintenance services into contracts with smaller dollar amounts for the purpose of evading the competitive bidding thresholds set forth in this Article is prohibited.

(Ord. No. 2019-10, § 3)

In the event of unsatisfactory performance of any landscape maintenance contract, the director of public works is authorized to terminate such contract in accordance with its provisions for termination. Upon such termination, notwithstanding the requirements of Section 28.31, the director of public works may negotiate and award a replacement contract for the landscape services provided by the terminated contract for a period not to exceed six months. Any extension of the six month term shall be subject to the requirements of Section 28.31. The director of public works shall provide a written report to the City Council and the City Manager of any action taken to terminate a landscape maintenance contract and hire a replacement contractor within 15 days after such action is taken.

(Ord. No. 2019-10, § 3)

Recurring purchases that are made for the replenishment of supplies, materials, and equipment, or for services are subject to the procedures described in this chapter. However, such purchases do not have to adhere to the required procurement methods provided funds are available. Recurring purchases shall include, but are not limited to, chemicals, paving materials, gasoline, electric, water and sewer utility costs, and postage meter costs. The Purchasing Guidelines in the City’s Administrative Policy Manual shall specify the type or purchases which will qualify as a recurring purchase.

(Ord. No. 2019-10, § 3)

§ 28.36. through § 28.39. (Reserved)