Irvine Municipal Code Div. 8 Purchasing

Footnotes:

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Editor's note— Ord. No. 23-18, § 2(Exh. A), adopted August 8, 2023, repealed the former Div. 8, §§ 2-8-101—2-8-111, and enacted a new Div. 8 as set out herein. The former Div. 8 pertained to similar subject matter and derived from Ord. No. 96-01, §§ 1—9, 1-9-96; Ord. No. 00-10, 10-10-00; Ord. No. 03-25, § 1, 7-22-03; Ord. No. 11-06, § 1, 7-12-11.

Cross reference— Finance, tit. 2, div. 7; procedures for award of public works contracts, tit. 6, div. 10.

The purpose of this division is to ensure there are policies and procedures for the purchase of supplies, equipment, and services through the establishment of a purchasing system to control the procedure for all purchases, except as otherwise provided by law. City purchasing policies and procedures are prepared by the Purchasing Agent and approved by the Director of Administrative Services.

(Ord. No. 23-18, § 2(Exh. A), 8-8-23)

The purchasing system as intended by this division will be centralized within the administrative services function of the City and have authority for the purchase of supplies, equipment, and services.

(Ord. No. 23-18, § 2(Exh. A), 8-8-23)

The Purchasing Agent's focus is to obtain as full and open competition as possible on all purchases and award all purchases to responsible bidders. In compliance with the City Charter and all applicable Federal and State laws and regulations, the Purchasing Agent has the authority to:

A. At the direction of the Director of Administrative Services, prepare purchasing policies and procedures consistent with the provisions of this division, including but not limited to policies and procedures regarding purchases necessary from an emergency situation, disposition of surplus property, and local and other categorical vendor preference.

B. Direct and supervise the purchasing program.

C. Purchase material.

D. Contract generally.

E. Dispose of surplus property.

(Ord. No. 23-18, § 2(Exh. A), 8-8-23)

Except as otherwise provided by law, the Purchasing Agent will contract for the purchase of all supplies, equipment, and services in a manner that is consistent with sound professional practices and which allows for open competition; provided that the Purchasing Agent will only purchase items that have been specifically identified as not requiring further approval, including, but not limited to, City Council or City Manager approval, without first obtaining such approval.

(Ord. No. 23-18, § 2(Exh. A), 8-8-23)

Public works projects as defined by State law will be advertised in accordance with applicable State law and the City Charter.

(Ord. No. 23-18, § 2(Exh. A), 8-8-23)

A. The emergency procedure applies to purchases made necessary from an emergency situation. An emergency situation is defined as follows:

1. A public disaster;

2. An immediate need to prepare for national or local defense; and

3. A breakdown of machinery or the loss of ability to perform an essential service immediately affecting public health, safety, or welfare.

B. The director of any department, with the approval of the Purchasing Agent (or the City Manager in the Purchasing Agent's absence), may purchase supplies, equipment, or services directly subject to parameters set forth in City Council resolution(s) or administrative guidelines. The director will submit a report of the circumstances of the emergency to the Purchasing Agent within three business days. If the contract is one that in a non-emergency situation would have needed to be presented to Council for approval, then the report will be filed with the City Council and will be entered in the minutes of the Council at its next regular meeting.

(Ord. No. 23-18, § 2(Exh. A), 8-8-23)

The Purchasing Agent may prepare a Local and/or Categorical Vendor Preference Policy for consideration and adoption by the City Council through resolution.

(Ord. No. 23-18, § 2(Exh. A), 8-8-23)