Sonoma County Municipal Code § 2-58 Service contracts

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For state law as to county purchasing agents, see Gov. C., §§ 25500 to 25509.

The purchasing division of the department of general services is established, headed by the purchasing agent, who shall have the powers and duties prescribed by law for county purchasing agents, this article, and other ordinances, resolutions and orders of the board of supervisors. The director of general services shall have responsibility for appointing and supervising the purchasing agent.

(Ord. No. 4654 § 1, 1993: Ord. No. 2490.)

The purchasing agent shall develop and enforce a comprehensive procurement policy consistent with law and with other resolutions and directives of the board of supervisors.

(Ord. No. 4654 § 1, 1993: Ord. No. 2490.)

The purchasing agent shall administer the purchasing division, its stores, funds and accounts, and, except as otherwise provided herein, or by law, or by specific order of the board of supervisors, shall:

(a) Purchase, lease or lease/purchase for the county and its departments all personal property;

(b) Engage independent contractors to perform services for the county and its departments, with or without the furnishing of material, when the annual aggregate cost does not exceed two hundred thousand dollars ($200,000.00) subject to statutory procedures and to prior approval of the head of the department seeking approval of the contract;

(c) Sell or exchange any item of personal property declared surplus to county needs;

(d) Perform the above services for agencies and special districts organized under general law within the county and governed ex officio by, or under the control of, the board of supervisors;

(e) Make purchases and dispositions of personal property for other public officers or agencies pursuant to authority of law;

(f) Perform such other services as the board of supervisors requires.

(Ord. No. 6524, § II, 7-8-2025; Ord. No. 6165, § I, 5-24-2016; Ord. No. 4654 § 1, 1993: Ord. No. 2490.)

No purchase as described in Section 2-54 shall be made by any county officer or employee without a purchase order or other written authority first obtained from the purchase agent, except as follows:

(a) Purchases of goods seven thousand dollars ($7,000.00) and under. Purchases of goods of seven thousand dollars ($7,000.00) or under per transaction may be authorized by a department head without the prior approval of the purchasing agent, under authority and procedures as directed by the purchasing agent and the county auditor. Splitting or separating purchases for the purpose of circumventing this limit is prohibited;

(b) Items exempt by law or by specific order of the board of supervisors;

(c) Emergency purchases, which shall be limited to those immediately necessary for protection from substantial hazard to life or property, or occasions when the purchasing agent or one of his assistants is not accessible and the need is unforeseeable and immediate for continued operation of a county function. Every emergency purchase shall be promptly reported to the purchasing agent in writing with the facts constituting the emergency.

(Ord. No. 6401, § II, 1-20-2023; Ord. No. 6397, § II, 12-13-2022; Ord. No. 5699 § 1, 2006; Ord. No. 4654 § 1, 1993: Ord. No. 2490.)

(a) Except as required by law, the purchasing agent may make any purchase of personal property or perform any other act authorized in Section 2-54 without notice, advertisement or securing competitive bids.

(b) The purchasing agent shall comply with all applicable statutes, ordinances and regulations. In making purchases the purchasing agent shall use such methods and procedures as in the judgment of the purchasing agent will secure the lowest price consistent with the quality desirable for the use intended and the needs of the requisitioning department.

(Ord. No. 4654 § 1, 1993: Ord. No. 2490.)

Except as to purchases initiated by the purchasing agent, the purchasing agent shall have no responsibility to determine that funds are budgeted or available for any purchase, and this responsibility shall belong to the officer signing the requisition.

(Ord. No. 4654 § 1, 1993: Ord. No. 2490.)

(a) The department head is responsible for negotiating the terms of a contract appropriate for the purchase of any services. The department head shall comply with all statutes, ordinances and regulations in the negotiation of such contracts. For service contracts not exceeding a total contract amount of fifty thousand dollars ($50,000.00) per year for the life of the contract, the department head shall use such methods and informal procedures which, in the judgment of the department head, will secure the lowest competitive price consistent with operational needs. For service contracts exceeding a total contract amount of fifty thousand dollars ($50,000.00) per year for the life of the contract, the department head shall use a formal competitive solicitation process. If a department head proposes a waiver of competitive solicitation for a particular agreement above this threshold, such waiver documenting a single or sole source justification must be submitted and approved by the purchasing agent prior to commencement of negotiation of the agreement. The purchasing agent and county auditor shall develop policies and procedures to assist department heads in complying with these requirements.

(b) Contracts within the scope of authority granted in Section 2-54(b) and not within the exceptions listed in Section 2-55 shall be executed by the purchasing agent. Contracts for purchases described in Section 2-55 shall be executed by the department head or his or her designee. All other service contracts shall be submitted to the board for its approval.

(Ord. No. 6165, § I, 5-24-2016; Ord. No. 4654 § 1, 1993.)

Any item no longer required by any county department shall be declared surplus and transferred to the custody of the purchasing agent. If the purchasing agent finds that no other county department has need for such item it shall be declared surplus. Any such item or group of related items may then be advertised and sold or otherwise disposed of by the purchasing agent, by whatever method and procedure will return the greatest value to the county. Obsolete items of no value may be destroyed or discarded.

(Ord. No. 4654 § 1, 1993.)