Chapter 3.12

PURCHASING OF SUPPLIES AND EQUIPMENT

In order to establish efficient procedures for the purchase of supplies, services and equipment, to secure for the City supplies, services 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 through the use of contracts and other authorized procedures, and to assure the quality of purchases, the purchasing system set forth in this chapter is adopted for the City of Paramount. This chapter has no applicability to public works construction contracts.

(Prior code § 18-23)

• A. The authority and responsibility for the purchase of supplies and equipment, procurement of professional services and disposition of surplus supplies and equipment is vested in the City Manager and City Council. The City Manager is the Purchasing Officer and may designate other City employees to serve as Purchasing Officers and delegate to those employees the duties and responsibilities imposed by this chapter on the Purchasing Officer. The Purchasing Officer may promulgate additional rules and procedures necessary to carry out the responsibilities of this chapter. The head of each City department is responsible for administering and implementing for that department the purchasing policies and procedures set forth in this chapter. In addition to administering these policies and procedures, the Purchasing Officer and each department head shall:

  1. In awarding contracts or making purchases, first consider sources of supplies and equipment located within the City. The City Council has encouraged all residents and businesses located within the City of Paramount to shop locally at businesses located in the City. In keeping with this policy, the Purchasing Officer shall make every attempt to purchase supplies and equipment from Paramount businesses in accordance with this chapter. The Purchasing Officer or City Council shall give preference to local bidders when awarding any contract or purchasing goods when the bids meet any of the following criteria:

     • a. The difference between bids from local bidders and those outside the City is less than the current sales tax benefit the City would receive from the local sales tax; and

     • b. A reasonable condition of the contract performance is expeditious delivery of goods and it is reasonably believed that the local bidder will be able to provide its goods more expeditiously than a business located outside the City; or

     • c. Any other reason which would factually justify selection of a local bidder based upon criteria which does not illegally discriminate against outside businesses.

  2. Keep informed of current developments in market conditions and new products and maintain a bidder's list, vendor catalog files or other records needed for the efficient purchase of supplies and equipment.

  3. Cause supplies and equipment delivered to the City to be inspected to determine their

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City of Paramount, CA § 3.12.020

REVENUE AND FINANCE

§ 3.12.050

conformance with specifications.

4. Evaluate contract services performed to determine conformance with the specifications set forth in the contract.

5. Consider and encourage the purchase and use of recycled and recyclable materials and products, whenever feasible.

• B. The term "department head" as used in this chapter means the person who is designated by the City Manager as being responsible for each particular City department, including, but not limited to, Administrative Services, Planning, Community Services and Recreation, Finance, Public Safety and Public Works.

• (Prior code § 18-24; Ord. 1198, 4/22/2025)

The adopted budget for each department for each fiscal year shall include funding for the necessary supplies, services, and equipment for that department during the fiscal year. Unless directed by the City Manager, departments shall not purchase supplies, services or equipment unless there exists an unencumbered appropriation in the department account against which such purchase is to be charged. Each department head or designee shall ensure that sufficient documentation is submitted with a request for payment to demonstrate compliance with these policies and procedures and to justify the acquisition of supplies and equipment. (Prior code § 18-25)

For the purchase of supplies, equipment, and nonprofessional services, such purchases may be made by the employees designated in this section subject to compliance with the procedures and limitations contained in this section.

• A. For purchases of $100.00 or less, petty cash may be used and the applicable department head, or designee, must approve the purchase. It is not required that bids be obtained for such purchases.

• B. For purchases over $100.00 but less than $2,500.00, the applicable department head, or designee, must approve payments for such purchases. It is not required that bids be obtained for such purchases. Requests for payment shall be submitted to the Finance Department.

• C. For purchases that are equal to or exceed $2,500.00, but are less than $25,000.00, a department head, or designee, must approve payments for such purchases. Before the purchase is made, three written informal bids must be obtained from vendors and each of these bids must be documented, all in accordance with Section 3.12.050. Verbal bids will not be accepted in satisfaction of this requirement.

• D. For purchases of $25,000.00 or more, the City Council must approve the contract for the purchase. Prior to City Council approval, three written formal bids must be obtained from prospective vendors, in accordance with Section 3.12.060. Verbal bids will not be accepted in satisfaction of this requirement. The City Council may authorize that such contracts be executed by the City Manager.

• (Prior code § 18-26)

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City of Paramount, CA

PARAMOUNT CODE

§ 3.12.050

§ 3.12.060

For purchases of supplies, equipment, or nonprofessional services with a value greater than $2,500.00 up to $25,000.00, at least three bids must be obtained; and the applicable department shall solicit bids from prospective vendors. Further, the contract for such purchases shall be awarded to the lowest responsible vendor, consistent with the quality, quantity and delivery requirements. The lowest responsible bidder shall be determined by such factors as reputation, ability, references, quality of supplies and equipment, and price. Bids shall be attached to the payment request(s) submitted to the Finance Department. This record, while kept, shall be open to public inspection.

(Prior code § 18-27)

Contracts for supplies, equipment, and nonprofessional services of estimated value greater than $25,000.00 shall be set by the formal procedures:

• A. The department head, or designee, making the purchase shall mail notices inviting formal bids. The notices shall be mailed to all qualified vendors on the bid list or who have requested their name to be added thereto, unless the products or service is proprietary.

• B. The notices shall be mailed no later than 10 calendar days before the opening date of the bids. The notices shall describe the supplies and equipment in general terms, how to obtain more detailed information, and state the time and place for submission of bids.

• C. The notice inviting bids shall be published at least 10 calendar days before the date of opening of the bids. Notice shall be published in a newspaper of general circulation in the City or, if there is none, it may be posted in at least three public places in the City that have been designated as the places for placing public notices.

• D. Sealed bids shall be identified as bids on the envelope and submitted to the department soliciting bids. Bids shall be opened in public at the time and place stated in the public notices. A tabulation of all bids shall be available during regular business hours for a period of not less than 30 calendar days after the bid opening.

• E. Contracts shall be awarded by the City Council to the lowest responsible bidder except as otherwise provided herein. The decision of the City Council shall be final.

• F. In its discretion, the City Council may reject any bids presented, abandon the purchase or advertise again. After rejecting the bids submitted, the City Council may either advertise again or adopt a resolution declaring that the supplies or equipment can be furnished at a lower price in the open market, and may award the contract in the open market without further compliance with this section.

• G. If two or more bids received are the same and are the lowest, the City Council may accept the one it chooses.

• H. If no bids are received, the purchase may be let in the open market or by the informal procedures set forth in Section 3.12.050.

• I. The City Council shall have the right to waive any defect or informality in the bidding or in the procedures set forth in this section. A waiver of any defect or informality shall not void any contract subsequently entered into.

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City of Paramount, CA § 3.12.060

REVENUE AND FINANCE

§ 3.12.080

(Prior code § 18-28)

The bidding requirements set forth in Sections 3.12.050 and 3.12.060 may be waived, at the discretion of the Purchasing Officer, when any of the following is applicable:

• A. After a reasonable attempt has been made to obtain bids, and it has been determined by the Purchasing Officer that three bids cannot be obtained under Section 3.12.050.

• B. The Purchasing Officer determines that due to the nature of the supplies or equipment, formal bidding is not likely to result in the lowest price.

• C. Sufficient, satisfactory bids are not received.

• D. Supplies or equipment are procured through a cooperative purchasing program with Federal, State, County or other public agencies.

• E. The commodity is unique, including, but not limited to, acquisition of data processing, telecommunications and word processing equipment, goods and services.

• F. The product or service can be obtained from only one vendor (sole source).

• G. The purchase of a specific brand name, make or model is necessary to match existing City equipment or facilitate effective maintenance and support.

• H. The bidding requirements of Section 3.12.060 may be waived by the City Council when, in the opinion of the City Council, compliance with the procedures is not in the best interest of the City.

• I. Annual bids for office supplies/maintenance supplies.

• J. Emergency Conditions. Exemptions from bidding and Council approval upon determination of the Purchasing Officer if he or she finds that emergency conditions require the immediate purchase of supplies or equipment. For the purpose of this section, emergency purchases are those procurements required to prevent the immediate interruption or cessation of necessary City services or to safeguard life, property or the public health and welfare.

(Prior code § 18-29)

Professional services are defined as services provided by any specially trained and experienced person or firm, including, but not limited to, persons or firms in the areas of accounting, administration, architecture, computer information systems, construction management, design, economics, engineering, environmental analysis, finance, law, planning, surveying, or other matters involving specialized expertise or unique skills.

• A. Contracts awarded for the performance of services in the above-listed areas shall be awarded by the City Council on the basis of the demonstrated competence of the contractors, and on the contractor's professional qualifications necessary for the satisfactory performance of the services required, and on the fairness and reasonableness

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City of Paramount, CA § 3.12.080

PARAMOUNT CODE

§ 3.12.100

of the cost of the services to the City, and shall not be awarded solely on the basis of cost. The competitive formal bidding requirements set forth in Section 3.12.060 are not applicable to the procurement of professional services.

• B. Subject to compliance with the procedures set forth in this section, the Purchasing Officer, or designee, may enter into and execute contracts for professional services when the cost of such services does not exceed $40,000.00. City Council approval is required for all contracts for professional services when the cost of the services is over $40,000.00. The City Council may authorize that such contracts be executed by the City Manager.

• (Prior code § 18-30)

Notwithstanding any authority given hereinabove, the Purchasing Officer or designated employees are prohibited from splitting a single contract in excess of the purchasing limitations defined in this chapter into smaller contracts to avoid the competitive informal bidding procedures outlined in Section 3.12.050, or City Council approval required under Sections 3.12.060(D) and 3.12.080(B).

(Prior code § 18-31)

City officers and employees are specifically prohibited from engaging in any unlawful activity in the procurement of supplies, equipment, and services, including, but not limited to, receipt of rebates, kickbacks, or other unlawful consideration. City officers and employees are prohibited from participating in the selection process when those persons have a financial interest in the purchase or contract as described in Government Code Section 1090 et seq., or 87100 et seq. (Prior code § 18-32)

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City of Paramount, CA § 3.14.010

REVENUE AND FINANCE

§ 3.14.030