Pursuant to Government Code Section 25500 et seq. and Article IX, Section 45 of the Sacramento County Charter, there is hereby created in Sacramento County government the office of the purchasing agent. The purchasing agent shall be vested with such powers, duties and responsibilities as are prescribed by State law, the Sacramento County Charter, this chapter, and as otherwise defined by the County Executive, acting through the head of that Department to which the purchasing agent and the functions of the office thereof are assigned.
(SCC 594 § 2, 1984)
As used in this chapter, the following terms shall be ascribed the following meanings:
"Using Agency"
shall mean any of the following entities which requests the services of the purchasing agent as provided in Section 2.56.070: any public district, created under the laws of the State; any municipal corporation whose territory lies in the County; or any board, commission, or joint powers agency to which the County or any such district is a party.
"Purchase" or "purchases"
shall mean any contractual arrangement or transaction involving payment: (i) for the acquisition of title to personal property; (ii) for the use by rental, lease or otherwise of personal property; (iii) for the provision of services by independent contract or otherwise; or (iv) any combination of the foregoing;
"Personal property"
includes materials, supplies, machinery, furnishing equipment and any other tangible article required for the conduct of business of the County or using agency;
"Services"
shall mean any labor of a specialized or short-term or intermittent nature required in the conduct of operations of the County or using agency which may lawfully be performed by contract with private parties, and which excludes any labor subject to any limitation on contracting authority;
"Emergency"
shall mean an unforeseen circumstance in which an immediate purchase is necessary in order to avoid a substantial hazard to life, health, or property or a serious interruption of the operation of a department of the County or the operation of a using agency;
"Patented or proprietary items"
shall mean supplies, materials, or equipment which are produced only by one manufacturer or are available from only one source; or services which are available from one provider thereof.
(SCC 594 § 2, 1984; SCC 1151 § 1, 1999)
Except as otherwise provided by law, the Charter, or this Code, all purchases shall be made in the name of the County by written contract approved by and executed in behalf of either the Board of Supervisors or the purchasing agent.
If an emergency occurs at times other than regular business hours and the services of the purchasing agent are not immediately available, emergency purchases may be made by department heads or employees authorized by them to make such purchases. Any such purchases shall be made by written contract in the name of the County and approved by and executed in behalf of the department head or authorized employee. Each such emergency purchase shall be reported in writing to the purchasing agent as soon as possible, but in no event later than ten calendar days following the date on which the purchase is made; and such report shall include a detailed explanation of the nature of the emergency, as well as the reasons necessitating the purchase.
(SCC 594 § 2, 1984)
Authority to draw requisitions to the purchasing agent for purchases is vested in the heads of the offices, departments and institutions of the County. Such head may delegate this authority to any of his deputies, officers or employees by filing written authorization with the purchasing agent.
(SCC 594 § 2, 1984)
The purchasing agent shall establish methods and procedures for the functioning of the Purchasing Department.
A. 
Manual—The purchasing agent shall prepare a purchasing procedure manual which sets forth the rules and regulations for the administration of this chapter. Upon approval by the County Executive, by and through the head of the Department to which the purchasing agent and the functions of the office thereof are assigned, the rules and regulations contained in the manual shall have the same force and effect as the provisions of this chapter, provided however, that such manual and any amendment thereto shall not be effective, absent an emergency requiring immediate effect, until 30 days following filing with the Clerk of the Board.
The purchasing procedure manual shall include such rules and regulations as are necessary to implement the provisions of this chapter, including, but not limited to, the following:
1. 
Procedures under which purchases without competitive bidding will be approved and authorized;
2. 
Procedures for the identification and approval without competitive bidding of purchases of patented or proprietary items;
3. 
Procedures for the competitive bidding of personal property obtainable in two or more equally satisfactory and competitive makes, brands or types;
4. 
Procedures for the standardization of personal property common to the needs of and required by two or more County departments or using agencies;
5. 
Procedures for the establishment and maintenance of lists of bidders, prequalified or otherwise; and
6. 
Procedures for providing reasonable notice soliciting bid proposals.
The manual shall be completed within a reasonable time following the approval of this ordinance. The completion date for the manual shall be set by the County Executive, acting through the head of the Department to which the purchasing agent is assigned.
All provisions of the manual shall be subject to modification by the Board of Supervisors through the adoption of a resolution. Any modification by the Board shall take effect immediately.
B. 
Forms—The purchasing agent shall develop and maintain standard purchasing forms, conditions of invitations to bid, purchase orders, and purchase contracts, with approval as to form and legal sufficiency by the County Counsel.
(SCC 594 § 2, 1984)
The purchasing agent shall perform any or all of the services provided for in this chapter on behalf of using agencies, upon their request, and subject to the following provisions:
A. 
A resolution which requests the purchasing agent to make purchases for or in behalf of the using agency shall be adopted by the governing body of the using agency and filed with the purchasing agent. The resolution shall: i) set forth competitive bidding limits, advertising requirements and any other restrictions or requirements specified by State law governing purchases by the using agency; and ii) provide that for the period of participation the district:
1. 
Shall make all purchases in its own name, for public use only;
2. 
Shall be responsible for payment directly to the vendor and for tax liability, and will hold the County harmless therefrom;
3. 
Does not have and will not have in force any other contract for like purchases; and
4. 
Shall not have obtained and does not have under consideration written bids or quotations from other vendors for like purchases.
B. 
Unless otherwise authorized by law, when making purchases in behalf of a using agency, the purchasing agent shall follow the limits and requirements set forth in State statutes, the Charter, and the resolution governing purchases by a particular using agency.
C. 
The Board of Supervisors may, in its sole discretion, terminate such participation at any time after 10 days advance written notice mailed to the using agency.
D. 
A charge may be made for the services performed.
(SCC 594 § 2, 1984)
Prior to the purchase of all new equipment, except in the case of an emergency, the purchasing agent or any other County officer or employee authorized to purchase such equipment shall evaluate and consider the energy consumption level and the anticipated operating costs over the useful life of the new equipment in addition to the initial cost of such equipment, whenever practical and feasible.
(SCC 594 § 2, 1984)