Point Arena Municipal Code Art. I General

In order to establish efficient procedures for the acquisition or use of supplies and equipment, to secure for the city 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. 155 § 1.10, 1994.)

Purchases of $100.00 or less, and routine purchases specified in the budget, including, but not limited to, waste disposal, gas and electric, Internet, propane, telephone, water, testing, chlorine and other supplies shall not require a purchase order and may be done informally. Purchases of less than $1,000 approved by line item in the budget, including, but not limited to, R&M supplies, shall not require a purchase order, but must be approved by the appropriate supervisor. Purchases between $1,000 and $2,499, approved by line item in the budget, including, but not limited to, R&M supplies, shall require a purchase order and approval by the appropriate supervisor and commissioner, as well as by the city administrator after review of the budget. Purchases of $2,500 or more shall require approval by the appropriate supervisor and commissioner and the city administrator. All purchase orders shall be submitted by the city administrator to the city council for approval.

(Ord. 155 § 1.20, 1994; Ord. 210, 2010.)

(1) Fill out the prescribed three-part purchase order form and assign the next available number from the purchase order log book.

(2) Obtain the appropriate commissioner's signature on the three-part form.

(3) Submit the three-part form to the city clerk. Note any special instructions on the form and bring that to the attention of City Hall staff. The clerk will circulate copies of the purchase order with council packets. This allows council time to review the purchase orders with their other council meeting information. Although purchase orders may be accepted up to the day of the council meeting, it is preferred that they be submitted in advance. The cutoff day for information for council packets is the Wednesday prior to the following Tuesday's city council meeting.

(4) Upon council approval, the clerk will indicate the approval date on the purchase order, keep one copy at City Hall, and return the original and one copy to the requisitioner. The requisitioner will then deliver the approved purchase order to the vendor. Once the product/service is received and invoiced, the bookkeeper will set up the invoice for payment.

(5) If a vendor will not establish an order/ invoice policy with the city and money needs to accompany the purchase request, state so on the purchase order and indicate that a check must accompany the purchase order. In order that the bookkeeper can include the check on the list of bills, these purchase orders must be received no later than the Tuesday prior to the following Tuesday's council meeting (one week in advance).

(6) Upon request, staff at City Hall will mail approved purchase orders to the vendor.

(Ord. 155 § 1.30, 1994.)

Purchase orders which are not approved by the appropriate supervisor, commissioner or the city administrator, as specified in Section 3.05.020, shall not be placed on the city council agenda under the purchase order section of the consent calendar. If a supervisor, commissioner or the city administrator do not approve a staff member's purchase order request, staff may request that the matter be placed on the city council agenda for consideration as a separate action item.

(Ord. 155 § 1.50, 1994; Ord. 210, 2010.)

Except as herein provided, it is unlawful for any city officers and employee to order the purchase of or make any contract contrary to the provisions of this chapter. Said purchase or contract shall not be approved by the city council, and the city shall not be bound thereby.

(Ord. 155 § 1.60, 1994.)

No purchase order or contract within the purview of this chapter in which the council, or any other officer or employee of the city, in which to their knowledge they are financially interested, directly or indirectly, shall be issued, except the council shall have the authority to waive compliance with this section when it finds such action to be in the best interests of the city.

(Ord. 155 § 1.70, 1994.)

Every officer and employee of the city is expressly prohibited from accepting, directly or indirectly, from any person, company, firm or corporation to which any purchase order or contract is or might be awarded any rebate, gift, money or anything of value whatsoever, except where given for the use and benefit of the city.

(Ord. 155 § 1.80, 1994.)

The city recognizes the environmental consequences of public purchasing decisions and, therefore, individual purchases should be evaluated by the following criteria: appropriate technology level; re-usability or recyclability; recycled material content; minimal packaging or waste stream contribution; minimum toxicity of ingredients or components; energy efficiency; and general environmental "friendliness." When other purchasing factors such as price, quality, and performance are approximately equal, purchasing choice shall be made based on the environmental criteria outlined above.

(Ord. 155 § 1.90, 1994.)

If any section, subsection, subdivision, sentence, clause or phrase of this chapter is for any reason held to be unconstitutional or otherwise invalid, such invalidity shall not affect the validity of the entire chapter or any of the remaining portions thereof. The city council hereby declares that it would have passed the ordinance codified in this chapter, and each section, subsection, subdivision, sentence, clause and phrase hereof, irrespective of the fact that any one or more sections, subsections, subdivisions, sentences, clauses or phrases be declared unconstitutional or otherwise invalid.

(Ord. 155 § 1.95, 1994.)