[Ord. No. 701 §1, 3-9-2004; Ord. No. 807 §1, 8-22-2006]
This Chapter may be known and cited as the "Purchasing Code of the City of Pasadena Hills".
[Ord. No. 701 §1, 3-9-2004; Ord. No. 807 §1, 8-22-2006]
The purpose of this Chapter is to establish rules and procedures governing the procurement of materials, supplies, equipment and services for the City. The scope of this Chapter applies to all materials, supplies, equipment and services for the City for all public projects and needs of the City including, but not limited to, materials, supplies, equipment and services for public improvements, emergency work or repairs requiring prompt attention, ordinary maintenance work, work to be paid out of the General Fund of the City for which specific provision was made in the budget and work to be paid out of the appropriated proceeds of any bond issue authorized by vote of the people.
[Ord. No. 701 §1, 3-9-2004; Ord. No. 807 §1, 8-22-2006]
A purchase order or contract shall be issued and become valid only when approved by the authorized official who shall have determined that there is a sufficient unencumbered balance in the applicable account and that such amount has been appropriated in the budget.
[Ord. No. 701 §1, 3-9-2004; Ord. No. 807 §1, 8-22-2006]
The Board of Aldermen may, by resolution, approve negotiated procurement of goods or services of a value in excess of five hundred dollars ($500.00) unless otherwise provided in this Chapter. The Board may approve a procurement upon the submission of three (3) estimates or informal bids or upon the submission of one (1) estimate or informal bid if the Board of Aldermen determines from all information submitted to it that such goods are of such specialized or non-standard nature that they can be acquired only from sole source of supply and that no similar standard goods would reasonable satisfy the City's requirements.
[Ord. No. 701 §1, 3-9-2004; Ord. No. 807 §1, 8-22-2006]
A.
All Purchases In The Amount Of Five Hundred Dollars ($500.00) Or Less. The Mayor may approve the purchase of goods or services in the open market with a value of five hundred dollars ($500.00) or less. Such acquisition shall be based upon sound procurement principles.
B.
Purchases Less Than One Thousand Dollars ($1,000.00) Where Time Is Of The Essence. The Mayor may approve the purchase of goods or services in the open market with a value of one thousand dollars ($1,000.00) or less in instances where time is of the essence but may not constitute an emergency as provided for in this Chapter. Such acquisition shall be based upon sound procurement principles.
[Ord. No. 701 §1, 3-9-2004; Ord. No. 807 §1, 8-22-2006]
The Street Commissioner may approve the purchase of good or services in the open market with a value of less than five hundred dollars ($500.00) for repairs or maintenance of streets, the pond or the fountain. Such acquisition shall be based upon sound procurement principles.
[Ord. No. 701 §1, 3-9-2004; Ord. No. 807 §1, 8-22-2006]
The Board of Aldermen may require formal, competitive bids on any project or procurement, regardless of the cost estimate of such project or procurement. The Board of Aldermen, upon receipt of bids, may determine if such bids are responsive and may reject any and all bids.
[Ord. No. 701 §1, 3-9-2004; Ord. No. 807 §1, 8-22-2006]
Each official shall present to the Mayor or the Board of Aldermen, whichever is applicable, detailed estimates of its requirements for supplies, materials, equipment and contractual services. Each official may also present to the Mayor or the Board of Aldermen at any time a requirement for any materials, supplies, equipment or services for which the need was not foreseen when the original detailed estimate was presented. The Mayor or Board of Aldermen, whichever is applicable, shall examine each estimate or requirement and shall have the authority to revise it as to quantity, quality or estimated cost after consulting with the official presenting such estimate or requirement.
[Ord. No. 701 §1, 3-9-2004; Ord. No. 807 §1, 8-22-2006]
A.
Mayor Authority. The Mayor is authorized to enter into emergency contracts in an amount not to exceed four thousand dollars ($4,000.00) without compliance with the requirements of this Chapter. Provided however, all such purchases and the reasons therefor shall be reported in writing to the Board of Aldermen at its next regular meeting.
B.
Street Commissioner Authority. The Street Commissioner is authorized to enter into emergency contracts in an amount not to exceed two thousand dollars ($2,000.00) with verbal authorization of the Mayor without compliance with the requirements of this Chapter. All such purchases and the reasons therefor shall be reported in writing to the Board of Aldermen at its next regular meeting.
C.
Suspension Of Purchasing Rules. In the event of an emergency, the Board of Aldermen may, by resolution, suspend these purchasing rules for the duration of such emergency and authorize the Mayor and/or Commissioners to make such emergency purchases as necessary exercising a "prudent man rule" for such purchases.
[Ord. No. 701 §1, 3-9-2004; Ord. No. 807 §1, 8-22-2006]
Real estate shall be acquired by the City only pursuant to a contract authorized an approved by an ordinance enacted by the Board of Aldermen.
[Ord. No. 701 §1, 3-9-2004; Ord. No. 807 §1, 8-22-2006]
The official requesting such procurement of supplies, materials, equipment or services shall inspect or supervise the inspection of all deliveries of supplies, materials, equipment or contractual services to determine their conformance with the specifications set forth in the order or contract.
[Ord. No. 701 §1, 3-9-2004; Ord. No. 807 §1, 8-22-2006]
The Board of Aldermen shall have authority to join with any other governmental units in cooperative purchasing when the best interests of the City would be served by such cooperative purchasing and shall be considered in compliance with the procedures of the purchasing code.
[Ord. No. 701 §1, 3-9-2004; Ord. No. 807 §1, 8-22-2006]
It shall be unlawful for any officer or employee of the City to purchase materials, supplies or equipment or to enter into contracts for any goods or services in any manner which is inconsistent with the provisions of this Chapter. The City shall not be bound by any purchase ordered or any contract made in violation of the provisions of this Chapter.
[Ord. No. 701 §1, 3-9-2004; Ord. No. 807 §1, 8-22-2006]
If any official of the City shall knowingly violate any provision of this Chapter, he/she shall be personally liable to the City and liable under his/her bond, if any, for any damages suffered by the City.
[Ord. No. 701 §1, 3-9-2004; Ord. No. 807 §1, 8-22-2006]
All expenses incurred by the City shall appear on a bills list submitted to the Board of Aldermen for review and approval. No bill on said list shall be paid without approval of the Board of Aldermen except as otherwise provided in this Chapter. The Mayor is authorized to approve payment of bills prior to Board approval for all expenditures relating to payroll, utility bills including street lights and such other bills for which reasonable discounts can be received from early payment or when holding same for Board approval would result in penalties to the City.
[Ord. No. 701 §1, 3-9-2004; Ord. No. 807 §1, 8-22-2006]
All expenses and bills of the City shall be paid by check or similar instrument of payment. Checks shall only be printed upon approval of the Mayor or the Board of Aldermen, whichever is appropriate, pursuant to Section 145.150 of this Chapter.
[Ord. No. 701 §1, 3-9-2004; Ord. No. 807 §1, 8-22-2006]
A.
On all checks or other instruments for payment which are in an amount less than two thousand dollars ($2,000.00), only the signature of the Treasurer or the Mayor is required; provided however, that such purchase has been approved in accordance with the provisions of this Chapter. With regard to other checks or other instruments for payment which are in an amount of two thousand dollars ($2,000.00) or more, each check shall be signed by two (2) of the following persons: