(a) Authority.
The responsibility for all purchases made
by the City of Grand Junction is held by the City Council. The City
Council shall authorize the City Manager to establish procurement
rules and regulations for all City personnel.
(Res. 04-12 (§ 2.1), 1-16-12)
(a) Definition.
The Council appoints the City Manager by
majority vote. The City Manager is the Chief Executive Officer of
the City and shall be responsible for the conduct of all City departments.
In the absence of the City Manager, the Deputy City Manager shall
be responsible for the conduct of all City departments.
(b) Authority.
The City Manager shall establish the rules
and regulations for the procurement of all goods and services, and
such rules and regulations shall be applicable to all City employees.
The City Manager and City Council possess the sole authority for any
deviation from purchasing regulations. If improper purchasing practices
occur, the City Manager may invoke disciplinary action(s) upon the
individual, division and/or department. Disciplinary action may be
in the form of restricted purchasing delegation, restitution, suspension,
termination or any other form deemed appropriate by the City Manager.
(1) The spending levels (aka purchasing authority) of the City Manager
shall be $500,000 per transaction for budgeted and duly and properly
procured purchases of fleet (vehicle(s) and rolling stock) and equipment
of $500,000 per transaction; and
(2) Any purchases of fleet (vehicle(s) and rolling stock) and equipment
in excess of $500,000 per transaction shall be approved by City Council.
(c) The following goods and services must be approved by the City Manager’s
office:
(1) All capital outlay and service and maintenance contracts between
the amounts of $25,000 and $200,000;
(2) Other items consistent with policy and/or practice of the City Manager.
(Res. 102-21, 12-15-21; Res. 15-17, 2-15-17; Res. 04-12 (§ 2.2), 1-16-12)
(a) Authority.
By authority of the City Manager, Department
Directors or their designated representative shall be delegated purchasing
authority and responsibility as set forth.
(b) Department Directors are given the responsibility of ensuring that
all personnel in their department are knowledgeable of and fully understand
purchasing procedures established by the City Manager. By following
the requirements established within this manual, Department Directors
may be able to make better use of budgeted funds for their department.
Through proper planning of purchases, so as to allow the Purchasing
Division sufficient time to obtain proposals, quotations or bids (with
an allowable lead time for delivery), departments shall not only be
able to realize savings through competition between vendors, but shall
also preclude unnecessary delays.
(c) Department Directors may delegate purchasing authority to their employees
as required to facilitate the activities within their scope of responsibility.
However, the ultimate responsibility remains with the Director for
the activities of their subordinate employees.
(d) If Department Directors have any questions concerning procurement
procedures, the Purchasing Manager or any member of the Purchasing
Staff is prepared to offer assistance.
(Res. 04-12 (§ 2.3), 1-16-12)
(a) Authority.
By the authority of the City Manager, the
Financial Operations Manager shall serve as the Purchasing Manager
and shall be responsible for the daily operations of the Purchasing
Division. The Purchasing Manager shall have the actual authority and
power to ensure compliance with the contents of this manual. It shall
be his responsibility to comply with the following:
(1) Purchase or Contract.
The Purchasing Manager is responsible
to purchase or contract for all supplies and services required by
any department, division or authority that derives its support wholly
or in part from the City, all in accordance with purchasing procedures
as prescribed herein and such rules, regulations and procedures as
the Purchasing Manager may adopt for the internal management and operation
of the Purchasing Department together with such other rules and regulations
as shall be prescribed by the City Manager and/or the City Council.
(2) Purchase Authority – Goods and Services.
The Purchasing Manager is responsible for the centralized procurement
system and for processing all orders amounting to $5,000 or more.
Competitive quotation activities may be delegated to the Department
Director or Division Manager/Supervisor in accordance with the policies
and procedures herein, provided the documentation is provided to the
Purchasing Office to file with the original purchase order. Purchases
under $5,000 may be accomplished by any City fiscal process, as approved
in this manual. Competitive quotations are strongly recommended for
all City of Grand Junction purchases.
(3) Minimum Expenditure.
The Purchasing Manager shall act
to procure for the City the highest quality in supplies, equipment
and contractual services at the least expense to the City.
(4) Encourage Competition.
The Purchasing Manager shall
endeavor to obtain as full and open competition as possible on all
purchases and sales.
(5) Rules and Regulations.
The Purchasing Manager may propose
amendments to all City procurement rules and regulations authorized
by this manual and others necessary to its operation, for consideration
and approval by the City Manager.
(6) Purchasing Analysis.
The Purchasing Manager shall keep
informed on current developments in the field of purchasing, pricing,
market conditions and new products and secure for the City the benefits
of research done in the field of purchasing by other governmental
jurisdictions, national technical societies, trade associations having
national recognition and by private businesses and organizations.
(7) Forms.
The Purchasing Manager shall prescribe and maintain
such official City of Grand Junction forms as necessary for compliance
with this manual. Forms contrived by individual departments/divisions
will not be honored by the Purchasing Staff. Only official City of
Grand Junction purchasing forms shall be used.
(8) Bulk Purchases.
When beneficial to the City, the Purchasing
Manager shall maximize the benefits and the possibilities of buying
“in bulk” so as to take full advantage of the economy
of scales through quantity discounts.
(9) Federal Tax Exemptions.
The Purchasing Manager shall
act so as to procure for the City all federal tax exemptions to which
it is entitled.
(10) Cooperation with Accounting Division.
The Purchasing
Manager shall cooperate with the City’s Accounting Division
so as to secure for the City the maximum efficiency in budgeting and
accounting.
(11) Stores.
The Purchasing Supervisor shall be responsible
for the Central Stores to include general supervision over all inventories
required to support the daily activities of the City.
(12) Surplus Property.
The Purchasing Manager shall sell,
trade, auction or otherwise dispose of surplus supplies belonging
to the City as is in the best interest of the City.
(13) Cooperative Purchasing.
When in the best interest of
the City, the Purchasing Manager shall participate in, sponsor, conduct
or administer cooperative purchasing agreements with the State or
one or more political subdivisions of the State of Colorado.
(14) Specifications.
Compliance to the physical or functional
characteristics as described in the bid documents.
(Res. 04-12 (§ 2.4), 1-16-12)
A buyer(s) shall perform procurement functions and miscellaneous
assignments as authorized and directed by the City Purchasing Manager.
(Res. 04-12 (§ 2.5), 1-16-12)
(a) Authority.
By authority of the City Manager, Division
Managers shall be granted authority and responsibility as set forth
in this section.
(b) Division Managers shall be responsible for their division expenditures
and the resulting paperwork. Through prompt attention to invoices
and receipts, the City may take advantage of prompt payment discounts
and bills can be paid to avoid late charges. Any damage(s) or shortage(s)
on received shipments should be noted on the freight receipt. Managers
shall ensure that deliveries are carefully accounted for, without
damage or shortages of merchandise.
(Res. 04-12 (§ 2.6), 1-16-12)
Notwithstanding the provisions of this chapter (Purchasing Authority),
procurement authority with respect to certain supplies, services or
construction may be delegated to other City officials by the City
Purchasing Manager, when such delegation is deemed necessary for the
effective procurement of these supplies, services or construction.
Any Department Director, Manager or authorized employee delegated
the task to sample or test equipment, uniforms, chemicals, etc., for
the purpose of judging suitability or fitness in advance of a purchase
shall notify the Purchasing Division upon receipt of goods to be sampled.
(Res. 04-12 (§ 2.7), 1-16-12)
The following table indicates purchasing approval limits for
City expenditures. The matrix presents types and methods for expenditures
on the top horizontal row; the first vertical row indicates dollars
to be expended. The remaining boxes indicate the approving authority
required to give expenditure approval. Note: all purchases over $5,000
shall be forwarded to the Purchasing Division to be assigned a purchase
order.
Type of Purchase
|
Dollar Amount
|
Approval
|
---|
Procurement Card
|
Up to $5,000
|
Division Representative
|
Department Quotes *
|
$5,000 – $10,000
|
Division Manager
|
Formal Quotes by Purchasing *
|
$10,000 – $15,000
|
Division Manager
|
Formal Quotes by Purchasing
|
$15,000 – $25,000
|
Department Director
|
Formal Solicitations
|
$25,000 – $50,000
|
City Manager
|
Formal Solicitations
|
$50,000 – over
|
City Council
|
* Requisition with applicable supporting quote documentation is required. Refer to Chapter 41.16 GJMC, Purchasing and Requisitioning Cycle.
|
Note: Table applies to material and/or service acquisitions
with adequate current year budget appropriations. Unbudgeted expenditures
are prohibited except in case of actual emergency.
|
(Res. 04-12 (§ 2.8), 1-16-12)