Moorpark Municipal Code Art. I General Provisions

In order to establish efficient procedures for the purchase of supplies and equipment at the lowest possible cost commensurate with quality needed, to exercise positive financial control over purchases, to clearly define authority for the purchasing function and to assure the quality of purchases, a purchasing system is adopted.

(Ord. 2 § 1, 1983)

There is created a centralized purchasing division in which is vested authority for the purchase of supplies and equipment.

(Ord. 2 § 1, 1983)

A. There is created the position of purchasing agent, who may also be known as the purchasing officer and shall be the city manager. The purchasing agent shall be the head and have general supervision of the purchasing division.

B. The duties of purchasing agent may be combined with those of any other office or position. The purchasing agent shall have the authority to:

1. Purchase or contract for supplies and equipment required by any using agency in accordance with purchasing procedures prescribed by this chapter, such administrative regulations as the purchasing agent shall adopt for the internal management and operation of the purchasing division and such other rules and regulations as shall be prescribed by the city council or the city manager;

2. Negotiate and recommend execution of contracts for the purchase of supplies and equipment;

3. Act to procure for the city the needed quality in supplies and equipment at least expense to the city;

4. Discourage uniform bidding and endeavor to obtain as full and open competition as possible on all purchases;

5. Prepare and recommend to the city council rules governing the purchase of supplies and equipment for the city;

6. Prepare and recommend revisions and amendments to the purchasing rules;

7. Keep informed of current developments in the field of purchasing, prices, market conditions and new products;

8. Prescribe and maintain such forms as are reasonably necessary for the operation of this chapter and other rules and regulations;

9. Supervise the inspection of all supplies and equipment purchased to ensure conformance with specifications;

10. Recommend the transfer of surplus or unused supplies and equipment between departments as needed;

11. Maintain an approved vendors list, vendors catalog file and records needed for the efficient operation of the purchasing division.

(Ord. 2 § 1, 1983)

The purchasing agent shall be responsible for determining that the regulations and procedures in Sections .04.050 through 3.04.110 of this chapter are carried out.

(Ord. 2 § 1, 1983)

The city manager may authorize, in writing, any department to purchase specified supplies and equipment independently of the purchasing division; but he or she shall require that such purchases shall be made in conformity with the procedures established by this chapter and shall further require periodic reports from the department on the purchases made under such written authorization.

(Ord. 2 § 1, 1983)

All using departments shall file detailed estimates of their requirements in supplies and equipment in such manner, at such time, and for such future periods as the purchasing agent shall prescribe.

(Ord. 2 § 1, 1983)

Using departments shall submit requests for supplies and equipment to the purchasing agent by standard requisition forms, or by other means as may be established by the purchasing rules and regulations.

(Ord. 2 § 1, 1983)

Purchases of supplies and equipment shall be made only by purchase orders. Except as otherwise provided herein, no purchase order shall be issued unless the prior approval of the purchasing agent or designated representative has been obtained.

(Ord. 2 § 1, 1983)

Except in cases of emergency, the purchasing agent shall not issue any purchase order for supplies or equipment unless there exists an unencumbered appropriation in the fund account against which said purchase is to be charged.

(Ord. 2 § 1, 1983)

The purchasing agent shall, in his or her discretion, inspect supplies and equipment delivered to determine their conformance with the specifications set forth in the order. The purchasing agent shall have 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. 2 § 1, 1983)

Purchases of supplies and equipment shall be by bid procedures pursuant to Sections 3.04.130 through 3.04.280 of this chapter. Bidding may be dispensed with only under conditions stated in Section 3.04.120 of this chapter.

(Ord. 2 § 1, 1983)

In its discretion, the city council may at any time, by a majority vote and without amending this chapter, waive the purchasing procedures or alter these proceedings to fit a specific purchase, when such waiver is not in violation of state law.

(Ord. 16 § 1, 1984)