There is created a centralized procurement and contracting department which shall have authority over the procurement of Supplies, Services and for construction of Public Projects for the public purposes of the City. At the discretion of the City Manager, the procurement and contracting department may be established as a division of the City incorporated into such other department as the City Manager determines.
(Ord. 1605 § 1, 2002; Ord. 2049 § 1, 2021)
There is created the position of director of procurement and contracting who shall be the Director or designee.
(Ord. 1605 § 1, 2002; Ord. 2049 § 1, 2021)
(1) 
Except as otherwise provided herein, the Director, or such other designated City employee, shall serve as the public procurement official for the City, and shall be responsible to:
(a) 
Procure or supervise the procurement process for all Supplies, Services, and Public Projects required by the City;
(b) 
Sell, trade, or otherwise dispose of surplus Supplies belonging to the City;
(c) 
Establish and maintain programs for inspection, testing and acceptance of Supplies, Services, and Public Projects, in cooperation with the Using Department;
(d) 
Exercise general supervision and control over all inventories of Supplies belonging to the City;
(e) 
Adopt regulations, consistent with this Title, governing the Procurement, management, control and disposal of any and all Supplies, Services, and Public Projects procured by the City;
(f) 
Ensure compliance with this Title and implementing regulations by reviewing and monitoring Procurement conducted by any designee, Using Department, or City employee having Signature Authority;
(g) 
Retain records of written determinations pertaining to the solicitation, award, performance under a Contract or Purchase Order;
(h) 
Cooperate with the director of finance and treasurer in the preparation of statistical data concerning the Procurement, usage, and disposition of all Supplies, Services, and Public Projects. All Using Departments shall furnish such reports as the Director may require concerning usage, needs and stocks on hand;
(i) 
Prepare the Purchase Requisition and Purchase Order forms to be used by Using Departments in the Procurement of Supplies, Services and Public Projects;
(j) 
Prepare guidelines governing the review and approval of Specifications for the Procurement of selected materials based on consideration of recycling, energy conservation, life cycle costing and other environmental considerations;
(k) 
Ensure that the city clerk obtains the original copy of all Contracts;
(l) 
Prepare and submit a monthly report to the City Manager of all Purchase Orders and Contracts exceeding $5,000 approved by the City Manager, or such other delegated authority, pursuant to the Signature Authority.
(Ord. 1605 § 1, 2002; Ord. 2049 § 1, 2021)
The Director may authorize in writing any Using Department to purchase specified Supplies, Services, and to construct Public Projects independently of the procurement and contracting department, provided that: (1) such purchases shall comply with the procedures established by this Title; (2) it is deemed necessary for the effective procurement or disposal of those items; and (3) the Using Department shall be required to make periodic reports to the Director on all purchases made.
(Ord. 1605 § 1, 2002; Ord. 2049 § 1, 2021)
Unless other contract administration is designated by the Director, the following shall apply:
(1) 
All Public Projects shall be administered by the City Engineer or designee;
(2) 
All Maintenance Work shall be administered by the City Engineer or the director of facilities and maintenance, or such other director of the applicable Using Department;
(3) 
All Contracts for Supplies and Services, including Professional Services, for the department of aviation shall be administered by the director of aviation or designee;
(4) 
All master contracts for Supplies and Services which apply to multiple Using Departments will be administered by the Director;
(5) 
All other Contracts shall be administered by the director of the applicable Using Department.
(Ord. 1605 § 1, 2002; Ord. 2049 § 1, 2021)
(1) 
The City Council may, from time to time, adopt one or more resolutions establishing rules and supplemental regulations to clarify the application of this Title's provisions. Such rules and regulations shall be in conformity with the intent and purpose of this Title. In the event of any conflict between such rules and regulations and the provisions of this Title, this Title shall prevail.
(2) 
The Director shall have the power to render interpretations of this Title and to adopt and enforce written rules and supplemental regulations to clarify the application of this Title's provisions and any resolution(s) adopted pursuant to subdivision (1), above. Such interpretations, rules and regulations shall be in conformity with the intent and purpose of this Title and any such resolution(s). Without limiting the nature of the foregoing, such rules and supplemental regulations may include, without limitation, criteria upon which Contracts shall be bid and awarded. In the event of any conflict between such rules and regulations and the provisions of this Title or such resolution(s), this Title and any such resolution(s) shall prevail.
(Ord. 2049 § 1, 2021)