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)