As provided in Section 2.08.160 of this code, the city manager shall be responsible for all purchasing not reserved by the city council. He or she shall have authority to:
A. 
Purchase or contract for supplies and equipment required by any using agency in accordance with purchasing procedures prescribed in this chapter and such administrative regulations as he or she may prescribe.
B. 
Negotiate and recommend execution of contracts for the purchase of supplies and equipment.
C. 
Act to procure for the city the needed quality in supplies and equipment at least expense to the city and in support of local businesses.
D. 
Discourage uniform bidding and endeavor to obtain as full and open competition as possible on all purchases.
E. 
Prepare and recommend to the city council amendments to ordinances governing the purchase of supplies and equipment of the city.
F. 
Keep informed of current development in the field of purchasing, prices, market conditions and new products.
G. 
Prescribe and maintain such forms as are reasonably necessary to the operation of this chapter and other rules and regulations.
H. 
Supervise the inspection of all supplies and equipment purchased to ensure conformance with specifications.
I. 
Transfer surplus or unused supplies and equipment between departments as needed, and sell or dispose of surplus or unused supplies and equipment which have become unsuitable for city use.
J. 
Maintain a bidders list including businesses located in the city and/or which have city business licenses, vendors' catalog file and records needed for the efficient operation of the purchasing program.
(Prior code § 1-2.37; Ord. 1365 § 1, 1988; Ord. 2205 § 1, 2020)
A. 
Requisitions. Using agencies shall submit requests for supplies and equipment on standard requisition forms.
B. 
Encumbrance of Funds. Except in cases of emergency, there shall not be issued any purchase order for supplies or equipment unless there exists an unencumbered appropriation in the fund account against which the purchase is to be charged.
C. 
Open Market Procedure. Purchase of supplies and equipment may be made in the open market in accordance with the procedure adopted under Section 3.28.010(A) of this chapter.
1. 
Minimum Number of Proposals. Open market purchases shall, wherever possible, be based on at least three bids, and shall be awarded to the lowest responsible bidder.
2. 
Notice Inviting Proposals. Bids shall be solicited by email requests to responsible vendors, including vendors with a city business license and vendors located in the city.
3. 
Local Preference. For the purchase of supplies, equipment and trade services:
a. 
If two or more bids are received from bidders, vendors or contractors providing supplies, equipment or trade services for the same total amount or unit price and with generally equivalent qualifications, preference shall be given to the city-based vendor.
b. 
If city-based vendors or contractors' bids are greater than non-city based vendors or contractors, when calculating bids from bidders, vendors or contractors providing supplies, equipment or trade services the city shall deduct five percent from the total bid of any city-based vendor, except that the amount of the local preference deduction shall not exceed $5,000.00 for any single purchase order or contract.
c. 
A city-based vendor shall mean a business with a physical business location in the city, a current city business license, and reports the City of Pleasanton as the point of sale to the franchise tax board.
d. 
The local preference described in this subsection 3 shall only be utilized when allowed by state and federal law, and the requirements of the underlying funding source.
e. 
Emergency situations are exempt from the requirements of this subsection 3.
4. 
Proposals. Proposals shall be submitted and a record shall be kept of all open market orders and proposals consistent with the records retention schedule. This record, while so kept, shall be open to public inspection.
(Prior code § 1-2.38; Ord. 2205 § 1, 2020)
A. 
Unclaimed property as defined in Penal Code Section 1411 and held by the police department for a period of at least three months shall be sold at a public auction to the highest bidder. At least five days prior to the date of the auction, a notice of the auction shall be published in a newspaper of general circulation.
B. 
If the city's purchasing agent determines that any such unclaimed property held by the city for sale is needed for a public use, such property may be retained by the city and need not be sold. Property retained by the city shall thereafter not be redeemed by the owner or by any other person entitled to possession.
C. 
Notwithstanding subsections A and B of this section and notwithstanding the provisions of Administrative Directive No. 28-307, as amended (the Guidelines for Disposition of Unclaimed Property), any bicycles or toys or both, in the possession of the police department, which have been unclaimed for a period of at least 90 days, may be turned over to the Alameda County Probation officer, to the Welfare Department of Alameda County or to any charitable or nonprofit organization which is authorized under its articles of incorporation to participate in a program or activity designed to prevent juvenile delinquency.
(Ord. 1571 § 2, 1992; Ord. 2205 § 1, 2020)