[Ord. No. 10376, 12-15-2016]
There is hereby created the office of Director of Procurement,
who shall be appointed by the Chief Administrative Officer subject
to civil service provisions of this Code, and which office shall be
filled in accordance with the civil service provisions of the City
whenever a vacancy exists therein.
[Ord. No. 10376, 12-15-2016]
The Director of Procurement shall have the authority and the
duty to procure or contract for all supplies and services needed by
any using agency that derives its support entirely or in part from
the City. Procurement procedures as prescribed by this article and
such rules and regulations as the Director of Procurement, with the
consent of the City Council, shall adopt for the internal management
and operation of the office of the Director of Procurement shall be
followed.
[Ord. No. 10376, 12-15-2016]
In addition to the procurement authority conferred in this article,
and in addition to any other powers and duties granted and imposed
by this article, the Director of Procurement shall:
(1)
Procure for the City the highest quality in supplies and contractual
services at the least expense to the City.
(2)
Procure for the City all professional services following the correct
methods of competitive proposals and requests for qualifications.
(3)
Discourage collusive or restrictive bidding and endeavor to obtain
as full and open competition as possible for all procurements and
sales.
(4)
Recommend and, with the consent of the City Council, establish and
amend when necessary all rules and regulations authorized by this
article and any others necessary to its operation.
(5)
Keep informed of current developments in the field of procurement,
prices, market conditions and new products and secure for the City
the research done in the field of procurement by other governmental
jurisdictions, national technical organizations and by private businesses
and organizations.
(6)
Prepare and maintain such forms as are reasonably necessary to the
operation of this article.
(7)
Prepare and adopt a standard procurement nomenclature for using agencies
and suppliers.
(8)
Prepare, adopt and maintain a vendors database.
(9)
Explore the possibility of buying "in bulk" so as to take full advantage
of bulk prices and discounts, whether for the City alone or together
with cooperating agencies.
(10)
Act so as to procure for the City all federal and state tax exemptions
to which it is entitled.
(11)
Work in coordination and cooperation with all departments.
(12)
Report immediately to the Chief Administrative Officer any vendors
who default in their qualifications and any irresponsible bidders
and make recommendations to the Chief Administrative Officer for the
disqualification of any vendors and bidders from receiving any business
from the City for a stated period of time.
(13)
Tabulate at the beginning of each fiscal year the items to be procured
by all using agencies as reflected by their approved budgets in order
to ensure the items to be used by several using agencies can be properly
scheduled and procured employing procurement plan documents or other
methods.
(14)
Furnish the Chief Administrative Officer and the Director of Finance
with such reports as may be required from time to time as to activities
of the office of Director of Procurement and file monthly with the
Chief Administrative Officer a summary of the activities of the office
of the Director of Procurement.
(15)
Electronically post formal bids on the City's website as the official
repository of bid announcements and post bid tabulations of previous
bid results.
(16)
Keep a permanent file of all written bids received and a record of
all bids or proposals received in conformance with state law. Such
retention may be in electronic form.
(17)
Adopt as standards the minimum number of qualities, sizes and varieties
of supplies consistent with the successful operation of the City and
prepare and adopt written specifications of all such standard supplies.
All specifications shall be as definite and certain as possible and
shall be developed to permit competition.
(18)
Require, whenever necessary, that a prospective vendor or bidder
furnish a performance, payment or bid bond or deposit.
(19)
The Director of Procurement and Chief Administrative Officer shall
be responsible for interpreting the meaning and intent of this article
for all City employees.
[Ord. No. 10376, 12-15-2016]
The Director of Procurement shall be in control of and supervise
all storerooms and warehouses where an inventory-controlled stock
is maintained by the City or any using agency of the City.
[Ord. No. 10376, 12-15-2016]
The Director of Procurement shall maintain an inventory record
of all materials, supplies or equipment stored in the storerooms and
warehouses where an inventory-controlled stock is maintained by the
City or using agency of the City.
[Ord. No. 10376, 12-15-2016]
The Director of Procurement shall have the authority, to the
extent permitted by law, to join with other units of government or
other government agencies or authorities in cooperative purchasing,
under appropriate circumstances, to utilize cooperative purchasing
programs. Cooperative agreements may be prepared or led by the City
or by other local, state, or national entities. In order for a cooperative
purchasing program to be considered an appropriate procurement method,
the contract that the City desires to purchase under must have been
competitively sourced and must meet or exceed City needs related to
specification, availability and cost per all local and state requirements.
Before extending or renewing an existing contract, the Director
of Procurement will conduct market research commensurate with the
value of the contract or award to ascertain that the proposed contract
is still advantageous to the City before it is extended.
[Ord. No. 10376, 12-15-2016]
