HomeMy WebLinkAbout01/16/1996, C-3 - ASSIGNMENT OF RESPONSIBILITY FOR RECEIVING BIDS TO THE CITY'S PURCHASING AUTHORITYMEETING DATE
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gii% COUNCIL AGENDA REPORT ITEM NUMBER:
FROM: Bill Statler, Director of Finance
SUBJECT: ASSIGNMENT OF RESPONSIBILITY FOR RECEIVING
BIDS TO THE CITY'S PURCHASING AUTHORITY
CAO RECOMMENDATION
Introduce to print an amendment to the purchasing ordinance assigning responsibility for receiving
bids to the City's purchasing authority.
DISCUSSION
Under the City's purchasing ordinance (chapter 3.24 of the municipal code) adopted in 1983, the City
Administrative Officer (and her or his designated representatives) is the City's "purchasing authority",
whose duties include:
■ developing and implementing purchasing policies and procedures
■ contracting for supplies, services equipment and projects pursuant to ordinance requirements
■ negotiating and recommending execution of contracts
■ purchasing needed quality in supplies, services, equipment and projects at minimum expense
■ ensuring as full and open competition as possible on all City purchases
■ consolidating departmental purchases to ensure discount pricing whenever possible
■ developing and maintaining department awareness of purchasing and pricing principles,
marketing conditions, and new products
■ ensuring vendor compliance with contract terms and conditions
■ establishing supply requisition, receiving and storing procedures
■ facilitating the transfer of surplus or unused supplies between departments
■ selling or exchanging surplus supplies and equipment in accordance with Charter requirements
As reflected above, the CAO and designated representatives are responsible for overseeing and
managing the full scope of the City's purchasing policies, procedures and practices. Consistent with
this responsibility, in March of 1995 the Council approved transferring responsibilities for receiving
bids from the City Clerk's Office to Public Works for construction projects and to Finance for all
other purchases.
Based on our favorable experience with this transfer of responsibility over the past ten months, it is
recommended that section 3.24.150(c) of the purchasing ordinance be amended as follows to reflect
this change in duties on an ongoing basis:
C. Sealed bids shall be identified as bids on the envelopes and shall be submitted to the
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ATTACHM ENT
Ordinance assigning responsibility for receiving bids to the purchasing authority
C4.3.
ORDINANCE NO. (1996 SERIES)
AN ORDINANCE OF THE CITY OF SAN LUIS OBISPO
AMENDING THE MUNICIPAL CODE TO ASSIGN RESPONSIBILITY
FOR RECEIVING BIDS TO THE PURCHASING AUTHORITY
WHEREAS, Chapter 3.24 of the municipal code establishes the functions and duties of
the City's purchasing authority and assigns them to the City Administrative Officer and her or
his designated representatives; and
WHEREAS, the responsibility for receiving bids currently assigned to the City Clerk
under. section 3.24.150(c) of the municipal code is consistent with the functions and duties
assigned to the purchasing authority;
NOW THEREFORE BE IT ORDAINED by the Council of the City of San Luis Obispo
as follows:
SECTION 1. Section 3.24.150(c) of the municipal code is hereby amended in
its entirety to read as follows: "Sealed bids shall be identified as bids on the envelopes and
shall be submitted to the purchasing authority."
SECTION 2. This ordinance, together with the ayes and noes, shall be published
once in full, at least three (3) days prior to its final passage, in the Telegram- Tribune, a
newspaper published and circulated in said City, and the same shall go into effect at the
expiration of thirty (30) days after its final passage.
INTRODUCED AND PASSED TO PRINT
Obispo at its meeting held on the day of
of . seconded by
following roll call vote:
AYES:
NOES:
ABSENT:
ATTEST:
City Clerk
APPROVED AS TO FORM:
PCity Attorney
by the Council of the City of San Luis
1996, on motion
and on the
Mayor Allen Settle
C- 3-2