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Home My WebLink AboutCity Council - 1360 RESOLUTION NO. 1360 PURCHASING RULES AND REGULATIONS OF THE CITY OF HUNTINGTON BEACH. WHEREAS, the City Council is authorized and directed under the provision of Ordinance No. 693 to adopt rules and regulations for the administration of the purchasing system created in said ordinance; now, therefore, be it RESOLVED, the City Council of the City of Huntington Beach does hereby adopt the following rules; RiTI,E I. PURPOSE The objectives of these rules are to facilitate efficient and economical administration of the purchasing function of the City, RULES II. DEFINITION OF TERMS The following terms, whenever used in these rules, shall be construed as follows: SECTION 1. "AGENCY" AND "USING AGENCY"; Any department, agency, commission, bureau or other unit of the City government which derives its support wholly or in part from the City, SECTION 2, "BIDDERS' LIST"z A current file of sources of supply of articles for each category of commodities repetitively purchased for City use. —1• Reso, No, 1360 SECTION 3, "SERVICES": Any and all services including but not limited to the following, the repair or maintenance of equip. ment, machinery and other city-owned or operated property; and towel and cleaning services. The term does not include services rendered by City officers or employees nor professional and other contractual services which are in their nature unique and not subject to competition. SECTION 4* "LOWEST RESPONSIBLE BIDDER": In addition to prices the "lowest responsible bidder" will be determined after the following factors have been considered; (a) The ability, capacity and skill of the bidder to per- form the contract or provide the service required;. (b) Whether the bidder has the facilities to perform the contract or provide the service promptly, or within the time specified, without delay or interference; (c) The character, integrity, reputation, judgment, ex- perience and efficiency of the bidder; (d) The bidders* record of performance of previous contracts or services; (e) The previous existing compliance by the bidder with laws and�nd ordinances relating to the contract or service, (f) The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service; (g) The quality, availability and adaptability of the supplies, equipment or services to the particular use required; (h) The ability of the bidder to provide future maintenance and service f r the use of the subject of the contract; (i) The number and scope of conditions attached to the bid. SECTION 5, "RESPONSIBLE BIV!t An offer, submitted by a respons- ible bidder to furnish supplies, equipment or services in con-a -2m Reso. No. 136o f ormity with the specifications, delivery terms and conditions and other requirements included in the invitation for bids,. SECTION 6. "RESPONSIBLE BIDDER": .d bidder who submits a responsible bid and who is not only financially responsible, but is possessed of the resources, judgment$ skill, ability, capacity and integrity requisite and necessary to perform the contract according to its terms„ SECTION 7. "PURCHASES": Purchases of supplies, equipment and personal property shall include leases or rentals as well as transactions by which the city acquires ownership. SECTION 8. "SUPPLIES AND EQUIPMENT": Any and all articles, things or personal property furnished to or used by any agency. RULE III. EMERGENCY PURCHASES k While the need for occasional emergency purchases is recognized, the practice must be curtailed as much as possible by anticipating needs so that the normal purchasing procedure utilizing bidding may be used. SECTION 1, CONDITIONS, An emergency shall be deemed to exist if: (a) There is a great public calamity. (b) There is immediate need to prepare for national or local defense. (c) There is a breakdown in machinery or an essential service which requires the immediate purchase of supplies or services to protect the public health, welfare or safety, (d) An essential departmental operation affecting the public health, welfare or safety would be greatly hampered if the prescribed purchasing procedure would cause an undue delay in procurement of the needed item or service, t k' e3.. Reso. No. 1360 SECTION 2, By THE P€RCHA,SIIvG OFFICER. In case of an emergency Which requires immediate purchase of supplies, equipment or services, the Administrative Officer may authorize the Purchasing Officer to secure by open market procedure, as prescribed in Ordinance No. 693, at the lowest obtainable price, any supplies, equipment or services regardless of the amount of the expenditure, (a) Recorded Explanation. A full report of the circumstances of all emergency purchases in excess of $500.00 shall be filed by the Purchasing Officer with the.Council and shall be entered in the minutes of the Council,. SECTION 3, BY READS OF DEPARTMENTS, In case of an emergency which requires immediate purchase of supplies, equipment or services, the head of any using agency may, with approval of the Purchasing Officer or the Administrative Officer, purchase directly any supplies, equipment or services in the amount of $2,0OO.00 or less. (a) Recorded Explanation. The head of such using agency shall, not later than the next regular business day thereafter' .submit to the Purchasing Officer a requisition, a tabulation of bids received,, if any, a copy of the delivery record, and a full written report of the circumstances of the emergency. The report shall be filed with the Council as provided in subsection (a) above. RULE IV. ORDER BOOKS The Purchasing Officer may issue prenumbered order books to properly authorized officials for use in securing ever— the—counter delivery of miscellaneous supplies when the need arises in the vicinity of a source of supply. Such purchases shall be limited to amounts not exceeding $20.00. All order books and all order blanks shall be properly accounted for by the official to whom they have been issued. m Reso. No. 1360 RULE V, GIFTS AND REBATES The Purchasing Officer and every officer and employee of the City are expressly prohibited from accepting, directly or indirectly, from any person, company, firm or corporation to which any purchase order or contract is, or might be awarded, any rebate, gift, money, or anything of value whatsoever. RULE VI. BOND The Purchsing Officer shall furnish a corporate surety bond to be approved by the City Council in the amount of $ 10000,00 and shall be conditioned upon the faithful performance of the duties ii;posed upon the Purchasing Officer as prescribed in Ordinance No. 693. Any premium for such bond shall be a proper charge against the City of Huntington Beach, PASSER AND ADOPTED by the City Council of the City of Huntington Beach, California, at a regular meeting thereof held on the 19th day of Xanuarg 1959. n e' Mayor ATTEST. City-Clerk Reso, No, 1360 STATE OF CALIFORNIA, County of Orange ss City of Huntington Beach I, JOHN L. HENRICKSEN, the duly elected, qualified and acting City Clerk of the City of Huntington Beach, and ea. officio Clerk of the City Council of said City,, do hereby certify that the whole number of members of the City Council of the City of Huntington Beach is five, that the foregoing resolution was passed and adopted by the affirmative vote of more than a majority of all the members of said City Council at a regular meeting thereof held on the 19th day of JanuarX , 1959, by the following vote: AYES: Councilmen: Bryant, Lambert, cite, Terry, Irby. NOES: Councilmen: None, ABSENT: Councilmen: None, Al C ty Clerk and-.ex- officio Clerk f the City Council of the City of Huntington Beach, California _6*0