City reserves the right to inspect all material for compliance with the specifications of a purchase order or contract and accept or reject the material based on such inspection. Rejected material normally will be returned to the supplier or contractor for disposition or replacement at the supplier or contractor's expense. If circumstances warrant, negotiations will be made for acceptance at a reduced cost to the city. The return of purchased material subsequently determined to be in excess of actual requirements will be subject to negotiation by the finance director and supplier. Rejected shipments will be returned at the seller's risk and expense.
(Ord. 604 § 1, 2004)
Purchases of material, supplies and equipment of an estimated value in the amount of $29,500 or less may be made by the city manager, through the informal bidding procedures prescribed in Sections 3.12.260 through 3.12.280 and without observing the formal bidding procedures prescribed in Sections 3.12.290 through 3.12.360. All bidding may be dispensed with, however, for purchases of material, supplies and equipment described in Section 3.12.270.
(Ord. 604 § 1, 2004; Ord. 006-2014 § 1)
Purchases shall, whenever reasonably possible, be based on at least three written bids, and shall be awarded to the lowest responsible bidder.
A. 
For purchases not exceeding $2,500, the department directors shall have the authority to select a specific vendor and place an order without obtaining additional bids as long as the price quoted can be determined to be fair and reasonable.
B. 
For purchases not exceeding $5,000, the city manager shall have the authority to select a specific vendor and place an order without obtaining additional bids as long as the price quoted can be determined to be fair and reasonable.
C. 
For purchases not exceeding $29,500, the city manager shall have the authority to select a specific vendor based on at least three informal written bids, which shall be awarded to the lowest responsible bidder.
(Ord. 604 § 1, 2004; Ord. 637 § 1, 2008; Ord. 006-2014 § 1)
The finance director shall solicit informal bids by written requests, by telephone, by fax, internet and/or by posting on a public bulletin board at the purchasing office.
(Ord. 604 § 1, 2004)
The finance director shall keep a written record of all solicitations for informal bids conducted by the city and bids received pursuant thereto. This record shall be open to public inspection.
(Ord. 604 § 1, 2004)
Except as otherwise provided herein, purchases of materials, supplies and equipment of an estimated value of more than $29,500 shall be awarded to the lowest responsible bidder pursuant to the formal bid procedure as herein prescribed.
(Ord. 604 § 1, 2004; Ord. 006-2014 § 1)
Notices inviting formal bids shall include a general description of the goods to be purchased and shall state where bid forms may be obtained and the date, time and place of bid opening. Notices inviting bids shall be published at least once, 10 calendar days before the opening of bids. Notices shall be published in a newspaper of general circulation in the city.
(Ord. 604 § 1, 2004)
A. 
The city shall also solicit bids from prospective vendors whose names are on the city approved bidders list and others requesting to participate in the bid process. It shall be the responsibility of prospective vendors to ensure that current information with respect to the address, service, or product of the prospective bidder is delivered to the city clerk prior to solicitation of bids.
B. 
Where deemed appropriate to obtain competitive bids for the city, the city clerk may solicit bids by placing notices in trade journals, websites, or other public information circulars or locations.
(Ord. 604 § 1, 2004)
A. 
Where required by state law or city ordinance and when not so required but deemed necessary or desirable by the city, the city council or the city manager, all bids shall be accompanied by either a certified or cashier's check, or a bidder's bond executed by a corporate surety authorized to engage in such business in California, made payable to the city. Such security shall be in an amount not less than the amount specified in the notice inviting bids, or in an amount not less than 10% of the aggregate amount of the bid, whichever is greater.
B. 
If the successful bidder neglects, fails or refuses to enter into the contract, or to provide supplies material, equipment or contractual services according to specifications within the time specified in the notice inviting bids or specifications referred to therein, then the amount of the bidder's security shall be declared forfeited to the city.
(Ord. 604 § 1, 2004)
When required by state law or city ordinance or when not so required but deemed necessary or desirable by the city, the city council or the city manager shall have the authority to require a performance bond for satisfactory completion before awarding a contract in such amount as is reasonably necessary to protect the best interests of the city.
(Ord. 604 § 1, 2004)
Sealed bids shall be submitted to the city clerk and shall be identified as bids on the envelope in such manner as the notice inviting bids may specify. Such bids shall be opened in public at the time and place stated in the notice inviting bids. A tabulation of all bids received shall be open for public inspection during regular business hours.
(Ord. 604 § 1, 2004)
Except as otherwise provided herein, formal bid contracts shall be awarded by the city council to the lowest responsible bidder. The determination of "lowest responsible bidder" shall be at the discretion of the city council pursuant to findings and recommendations presented at the time of award of contract using the criteria set forth in this chapter.
(Ord. 604 § 1, 2004; Ord. 006-2014 § 1)
If two or more formal bids received are for the same total amount or unit price, quality and service being equal, and if the public interest will not permit the delay of re-advertising for bids, the city council may, at its discretion, accept the one it chooses or accept the lowest bid made by and after negotiation with the tie bidders.
(Ord. 604 § 1, 2004)
Notwithstanding other provisions of this chapter to the contrary, any of the following purchases may be made without resort to state competitive bidding requirements:
A. 
Purchases by a department head in the amount of $2,500 or less, if the price is considered to be fair and reasonable.
B. 
Purchases by the city manager in the amount of $5,000 or less, if the price is considered to be fair and reasonable.
C. 
Purchases by the city manager in the amount of $29,500 or less, if at least three informal bids were received, and the bid was awarded to the lowest responsible bidder.
D. 
An emergency occurs which requires that materials, supplies or equipment be obtained immediately by purchase, lease, rental or other use arrangement. In cases of such an emergency, the city manager may authorize the head of any department, with coordination with the finance director, to purchase directly any supplies, materials, or equipment as needed. The head of such department shall, not later than the next regular business day thereafter, submit a report including a requisition, a tabulation of bids received (if any), a copy of the delivery record, and a full written account of the emergency circumstances requiring such action. Copies of this report shall be submitted to the city manager and attached to the pertinent purchase order.
(Ord. 604 § 1, 2004; Ord. 637 § 1, 2008; Ord. 006-2014 § 1)
The finance director shall have the authority to exchange for or trade-in on new materials, supplies and equipment all materials, supplies and equipment which cannot be used by any detriment or which have become unsuitable for city use.
(Ord. 604 § 1, 2004)
The finance director shall have authority to dispose of surplus materials, supplies or equipment by auction or by sale or otherwise after receiving bids or proposals which, in his or her judgment provide the maximum return to the city.
Any surplus property, which is inoperative and non-repairable or not economically repairable, shall be disposed of as deemed appropriate. A record of such disposal shall be maintained in the finance department.
Surplus goods shall not, under any circumstances, be misappropriated to the personal custody, or for the personal use, of any city officer or employee.
(Ord. 604 § 1, 2004)
Information technology equipment, including but not limited to computers, ancillary computer equipment and software, and telecommunications equipment, including but not limited to pagers, telephone systems and cellular phones, shall only be purchased with the express written authorization of the city manager. The city manager is responsible for ensuring that all information technology equipment purchased by the city is compatible with the city's existing and future information technology and telecommunications infrastructure.
(Ord. 604 § 1, 2004)