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HomeMy WebLinkAboutReso 3235-1961City Clerk RESOLUTION NO. 3235 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTH SAN FRANCISCO ESTABLISHING RULES AND REGULATIONS FOR PURCHASING IN ACCORDANCE WITH ORDINANCE NO. 467. WHEREAS, the City Council of the City of South San Francisco is authorized and directed under the provisions of Ordinance No. 467 to adopt rules and regulations for the administration of the purchasing system created in said ordinance, NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of South San Francisco does hereby adopt the following rules: Rule I. PURPOSE The objectives of these rules and regulations are to facilitate efficient and economical administration of the purchasing function of the City. Rule 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, commis- sion, bureau or other unit of the City government which derives its support wholly or in part from the City. Section 2. "Bidder's List": A current file of sources of supply of ar- ticles for each category of commodities repetitively purchased for City use. Section 3. "Services": Any and all services including but not limited to the following: the repair or maintenance of equipment, 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 price, the "lowest responsible bidder" will be determined after the following factors have been con- sidered: (a) The ability, capacity and skill of the bidder to perform 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, experience and efficiency of the bidder; (d) The bidders' record of performance of previous contracts or services; (e) The previous and existing compliance by the bidder with laws and ordinances relating to the contract or service; RESOLUTION NO. 3~35 (CONTINUED): (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 for the use of the subject of the contract; (i) The number and scope of conditions attached to the bid. Section 5. "Responsible Bid": An offer, submitted by a responsible bidder, to furnish supplies, equipment or services in conformity with the speci- fications, delivery terms and conditions and other requirements included in the invitation for bids. Section 6. "Responsible Bidder": A bidder who submits a responsible bid and who is not oul~ financially responsible, but is possessed of the resources, Judgment, skill, ability, capacity, and integrity requisite and necessary to per- form 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 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: Au 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 purchas- ing procedure would cause au undue delay in procurement of the needed item or service. Section 2. By the Purchasing Officer: In case of an emergency which requires immediate purchase of supplies, equipment or services, the Purchasiu~ Officer may secure by open market procedure, as prescribed in 0rdiuauce No. at the lowest bbtaiuable price, any supplies, equipment or services regardless of the amount of the expenditure. (a) Recorded Explanation. The Purchasing Officer shall notify the City Council of all emergency purchases made in excess of $1,000.00. Section 3. By Heads of Departments. In case of an emergency which re- quires immediate purchase of supplies, equipment or services, the head of any using agency may, with approval of the City Manager, purchase directly any supplies, equipment or services in the amount of $1,000.00 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 City Council shall be notified of all such purchases. I hereby certify that the foregoing resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a regular meeting held this 3rd day of July, 1961, by the following vote: Ayes, Councilmen Noes, " Absent, " Patrick E. Aheru, Andrew Rocca, and Leo J. Ryan. None G. J. Rozzi and Emilio Cortesi. ATTEST: ARTHUR A. RODONDI City Clerk