HomeMy WebLinkAbout1966-12-20; City Council; Resolution 1341L .*
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RESOLUTION NO. 1341
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CkRLSBAD ADOPTING PURCHASING RULES AND REGULATIONS.
Be it resolved by the City Council of the City of Carlsbad
that it does hereby adopt the following rules and regulations
for the administration of the purchasing system created by
Ordinance No. 1098:
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1, PURPOSE. The objective of these rules is to facilitate
efficient and economical adninistration of the purchasing function
of the City of Carlsbad.
2. DEFINITION OF TERivfS, The following terns, phrases,
words and their derivations, whenever used in these rules, shall
be construed as herein stated, or have the meanings given herein:
A. "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.
B,
articles for each category of commodities repetitively pur-
chased for City use.
C, "LOWEST RESPONSIBLE BIDDERft: In addition to price, the
lllowest responsible bidder" shall be determined after the
following factors have been considered:
"BIDDERS' LIST"; A current file of sources of supply of
(a)
perform the contract;
(b)
the contract promptly, or within the time specified,
without delay or interference;
(c)
experience and efficiency of the bidder;
Cd)
contracts;
Tne ability, capacity and skill of the bidder to
1Nhether the bidder has the facilities to perform
The character, integrity, reputation, judgment,
The Bidder's record of performance of previaus
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with laws and ordinances relating to the contract;
(fl The sufficiency of the financial resources and
ability of the bidder t9 perform the contract;
(8) The quality, availability and adaptability of the
supplies and equipwent to the particular use required;
(h) The ability Qf the bidder to provide Euture main-
tenance and service far the use of the subject of the
contract ;
Ci)
bid,
The previous and existing compliance by the bidder
The number and scope of conditions attached to the
D, ltRESPONSIBLE BID": An offer, submitted by a responsible
bidder to furnish supplies and equipment in conformity with
the specifications, delivery teras and conditions and other
requirements included in the invitation for bids.
E, frRESPONSIBLE BIDDERgt: A bidder who subqits a responsible
bid and who is not only fiaancially responsible, but is
possessed of the resources, judgment, skill, ability,
capacity and integrity requisite and necessary to perform
the contract according to its tews.
E. "PURCHASES?': Purchases of supplies and equipment shall
include leases or rentals as well as transactions hy which
the City acquires ownership,
G. "SUPPLIES" AND ?'EQUIPMENTR'; Any and all articles , things
OF personal property furnished to or used by any agency.
3. EMERGENCY PURCHASES. While the need for occasional
emergency purchases is recognized, the practice must be cur-
tailed as much as possible by anticipating needs so that the
normal purchasing procedure utilizing bidding may be used.
An emergency shall be deemed to exist if:
A. There is a great public calamity.
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B, There is iqmediate need to prepare for national or local
defense.
C,
which requires the immediate purchase of supplies and equip-
There is a breakdown in machinery or an essential service
ment to protect the public health, welfare or safety,
D,
health, welfare or safety would be greatly hampered if the
An essential departmental operation affecting the public
prescribed purchasing procedure would cause an undue delay
in procurement of the needed item,
In case of an emergency which requires immediate purchase of
supplies and equipment, the City Manager may authorize the
Purchasing Officer to secure by open market procedure, as pres-
cribed on Ordinance No, 1098, at the lowest obtainable price,
any supplies and equipment regardless of the amount of the ex-
penditure, A full repQrt of the circumstances of all emergency -
purchases in excess of - $500 shall be filed by the Purchasing
Officer and shall be entered in the minutes of the City Council,
4, ORDER BOOKS. The Purchasing Officer may issue pre-
QkS to properly authorized officials for use in
securing over-the-counter delivery of miscellaneous supplies when
the need arises in the vicinity of a source of supply, Such purcl
shall be limited to amounts not exceeding $500, All order books I and all order blanks shall be properly accounted for by the
Official to whom they have been issued,
5. GlCFTS AND REBATES. The Purchasing Officer and every
officer and employee of the City are expressly prohibited from
accepting, directly or indirectly, from any person, company,
firm or corporation to which any purchase order or contract is,
or might be awarded, any rebate, gift, money, or anything of
value Mhatsoeves,
6. CL- BOND. The Purchasing Officer shall furnish a corporate
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surety bond to be approved by the City Council in the amount of
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$IO,OQO and shall be conditioned upon the faithful performance
of the duties imposed upon the Purchasing Officer as prescribed
in Ordinance No. 1098.
proper charge against the City.
Any premium. for such bond shall be a
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7, BLANKET PURCHASE ORDERS. it shall be the responsibility
of the Purchasing Officer to issue single purchase orders for a
term up to a full fiscal year for the receipt of certain supplies
in imtances when only cme vendor- is available, or wherein bids
have been received and awarded for purchases over an extended
term not to exceed a fiscal year, or in other routine and
reoccuring purchases.
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8. REQUISITION FORMS, If so directed by the Purchasing
Officer, any purchasing request originating from a departwent in
an esfimated amount below _q $50 need not be submitted by means of
a requisition form, Rather, the ordering department shall com-
plete in full the purchase order form, which forms are to be
yrenumbered and issued by the Purchasing Officer to each
department, and upon its completion subm to
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there is uniformity in price.
The Purchasing Officer shall on a monthly basis
review the expenditures and encumbrances by fund and account in
each depargment e
PASSED, APPROVED, AND ADOPTED at a regular meeting of the
City Council held December 20. , 1966, by the following
vote, to wit:
AYES: Cmn. Worthing, Neiswender, Atkinson, Dunne and Jardin
NOES: None.
of the City of Carisbad Carisbad, California
ATTEST :