San Ramon Municipal Code Ch. II Contracts For General Services

A. Formal bidding shall not be required for contracts or purchase orders for general services. Three (3) competitive proposals shall be obtained, if practicable, on all contracts or purchase orders for

City of San Ramon, CA | Municipal Code 52

general services with a payment amount exceeding fifteen thousand dollars. The city may negotiate for service contracts or purchase orders with a single provider by going to the open market as referred to in Section A7-21 contained herein. B. Proposals may be solicited by mail, e-mail, fax, Internet or by telephone. A record of general services contracts and purchase orders proposals shall be maintained in the office of the city manager or his/her designee. C. Contracts or purchase orders for general services shall be made or awarded on the basis of the most advantageous proposal to the city. D. In determining the most advantageous proposal to the city, the council or the city manager shall consider the following factors: 1. Cost to the city; 2. Quality of the proposed service; 3. Location of vendor in relation to the work required; 4. Capabilities and expertise of the contractor or consultant; 5. Past service record of the contractor or consultant; and 6. References from other agencies pertaining to the work record of the contractor or consultant. E. Contracts or purchase orders which do not exceed fifteen thousand dollars may be made without competitive proposals, if such procedure is determined by the city manager to be in the best interests of the city. F. If a contract or purchase order is made or awarded in excess of fifteen thousand dollars to other than a contractor submitting the proposal containing the lowest price, written reasons for the award decision shall be prepared and shall be kept as part of the record of the transaction. G. Proposals, as set forth in Subsection (A), shall not be required where to do so would be an idle act, i.e., the preparation and issuance of a request for proposals (RFP) would not be useful or produce any advantage for the city. The term "idle acts," for purposes of this division, include but are not limited to the following situations: 1. Specifications cannot be drawn in a way, which would enable more than one contractor to meet them. 2. It is impossible, as a practical matter, to obtain the services, supplies, material or equipment required and secures three proposals in response to the RFP. 3. Due to circumstances beyond the control of the city, the time necessary to prepare a RFP and receive three proposals would result in a substantial economic loss to the city, or the substantial interference with a required city operation. (Ord. No. 479, § 1, 7-10-2018)

Each contract or agreement for the leasing or rental of personal property for the city shall contain a provision permitting the city to terminate such agreement or contract upon not less than thirty days' written notice to the other party or parties. (Ord. No. 479, § 1, 7-10-2018)

A7-18 through A7-20. - Reserved.

Chapter III. Purchases Without Formal Bidding Contents:

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Purchases of supplies, materials and equipment which are not subject to the bidding requirements of the Public Contracts Code may be made in the open market, without formal bidding, subject to the procedures set forth in Section A7-22. The city may negotiate a contract with a single provider or may go to the open market as referred to in Section A7-22 contained herein. Purchases of supplies, materials and equipment may be made in direct negotiation with a single seller, e.g., purchase of used equipment, or purchases from another governmental agency, or by informal bid. (Ord. No. 479, § 1, 7-10-2018)

A. Open market purchase of supplies, materials and equipment by the city manager or his/her designee exceeding fifteen thousand dollars shall, whenever practical, be based on at least three price quotations and shall be awarded on the basis of price quotation most advantageous to the city. A record of open market purchases and price quotations shall be maintained with the payment record. B. In determining the most advantageous price quotation to the city, consideration may give consideration to the: 1. Responsibility of the vendor and his or her ability to perform satisfactorily in the transaction; 2. Total cost to the city to include but not be limited to trade discounts, shipping costs and life cycle costs when included in the specifications; 3. Quality and performance of the supplies, materials and equipment; 4. Quality of vendor's performance of the supplies, materials and equipment; 5. Quality of vendor's performance on prior purchases by the city or others; and 6. Where appropriate, the ability of the vendor to provide future maintenance, repair parts, and service. C. If an award in excess of fifteen thousand dollars is made to other than the vendor submitting the lowest price quotation, written reasons for the award decision shall be prepared and will be kept as part of the record of the transaction. D. Purchases which do not exceed fifteen thousand dollars may be made without price quotations, if such procedure is determined by the city manager or his/her designee to be in the best interests of the city. E. Purchases from either a public or governmental body or agency or from any public utility which is regulated by the Public Utility Commission of the State of California are exempt from the provisions of this section and do not require consent of the City Council as long as the adopted budget provided funding for such expenditure. (Ord. No. 479, § 1, 7-10-2018)

A7-23 through A7-30. - Reserved.

DIVISION A8 - EMERGENCY ORGANIZATION[5]

Footnotes:

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--- (5) --- Editor's note— Ord. No. 438, §§ I, II, adopted June 11, 2013, repealed the former Div. A8, §§ A8-1—A8- 11, and enacted a new Div. A8 as set out herein. The former Div. A8 pertained to similar subject matter and derived from Ord. No. 429, § 1, adopted Mar. 27, 2012.