West Covina Municipal Code § 2-317 Centralized purchasing division created

Footnotes:

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Editor's note— Ord. No. 2498, § 1, adopted June 21, 2022, repealed the former Div. 1, §§ 2-316—2-318, and enacted a new Div. 1 as set out herein. The former Div. 1 pertained to similar subject matter and derived from Code 1960, § 2720; Ord. No. 1704, § 1, 11-25-85; Ord. No. 2337, § 5, 4-3-18.

A purchasing system is hereby established for the purpose of setting forth efficient policies for the purchase of supplies, services, and equipment, at the lowest possible cost commensurate with quality needed, to exercise positive financial control over purchases and to clearly define authority for the purchasing function. Except as provided by this Code, no city officer or employee shall order the purchase of any supplies, equipment, materials, or services, or make any contract within the purview of this Code, other than in accordance with the provisions of this Code, the purchasing manual prepared by the purchasing officer and with the approval of the city manager.

(Ord. No. 2498, § 1, 6-21-22)

A centralized purchasing division within the finance department is hereby created and authorized to purchase supplies, services, and equipment for the city.

(Ord. No. 2498, § 1, 6-21-22)

(a) The position of purchasing officer is hereby established. The director of finance shall serve as the purchasing officer and may delegate purchasing duties as necessary to carry out the duties set forth in this article. The purchasing officer shall be the head of and have general supervision of the purchasing division.

(b) Subject to the supervision of the city manager, the purchasing officer shall have the following powers and duties:

(1) Prepare a written purchasing manual, subject to approval of the city manager, that implements the requirements of this article. The purchasing manual shall describe in detail the operational procedures and processes for the procurement of materials, supplies, services, equipment, and public works contracts.

(2) Purchase or contract for supplies, services and equipment required by any city department, within the limits of the current budget approved by the city council, and in accordance with the requirements of this article, the purchasing manual prepared pursuant to this division, such administrative regulations as the purchasing officer shall adopt for the internal management and operation of the purchasing division and such other rules and regulations as may be prescribed by the city council or city manager.

(3) Negotiate and recommend execution of contracts for the purchase of supplies, services, and equipment.

(4) Act to procure for the city the needed quality in supplies, services, and equipment at least expense to the city.

(5) Discourage uniform bidding and endeavor to obtain as full and open competition as possible on all purchases.

(6) Prepare and recommend to the city manager rules governing the purchase of supplies, services and equipment for the city and revisions and amendments to such 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 reasonably necessary to the purchasing operation.

(9) Supervise the inspection of all supplies, services and equipment purchased to ensure conformance with specifications.

(10) Supervise the transfer of surplus or unused supplies and equipment between departments as needed.

(11) Sell, exchange or dispose of surplus supplies and equipment that cannot be used by the city.

(12) Maintain a bidders' list, vendors' catalog file and such other records needed for the efficient operation of the purchasing division.

(13) Such other powers as delegated by the city manager or established by resolutions of the city council.

(Ord. No. 2498, § 1, 6-21-22)

The following items are exempt from centralized purchasing and shall not require city council approval provided that an appropriation has been made therefor:

(1) General expenses, including, but not limited to, payroll deductions, licenses, advertising, insurance premiums, damage claims, petty cash replenishment, tax remittances, refunds, postage, freight charges, debt service related payments, fuel and charges to or from other government agencies.

(2) Utilities, including, but not limited to, the payment of water, electricity, natural gas, telecommunication, sewer, and trash expenses.

(3) Training and education, including, but not limited to, conferences, conventions, courses, seminars, memberships, staff workshops, certifications, and subscriptions/publications.

(4) Refundable employee expenses, including, but not limited to, advances, meal allowances, miscellaneous reimbursements, and travel expenses.

(Ord. No. 2498, § 1, 6-21-22)

Any contractor, consultant, or vendor from which the city purchases supplies, materials, services, or equipment or to which the city awards a contract or purchase order pursuant to this article shall not be subject to the requirements of section 14-18 of this Code.

(Ord. No. 2498, § 1, 6-21-22)

Pursuant to SB 1383 regulations, city departments, and suppliers and service providers to the city, as applicable, shall comply with the city's environmentally preferable purchasing policy, recovered organic waste product procurement policy and recycled-content paper procurement policy. As used herein, "SB 1383 Regulations" shall have the meaning set forth in article IV (Mandatory Organic Waste Disposal Reduction) of chapter 12 of this Code.

(Ord. No. 2501, § 1, 10-4-22)