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HomeMy WebLinkAbout252V ORDINANCE No. 252 AN ORDINANCE OF THE CITY OF THE TOWN OF LOS ALTOS HILLS ADDING CHAPTER 4 ENTITLED "PURCHASING SYSTEM" TO TITLE 2 OF THE LOS ALTOS HILLS MUNICIPAL CODE. The City Council of the City of the Town of Los Altos Hills does ordain as follows: SECTION 1. AMENDMENT OF CODE. Title 2 entitled "Administration -,be and it hereby is amended by adding thereto Chapter 4 to read as follows: CHAPTER 4. PURCHASING SYSTEM Section 2-4.01. Purchases of Personal Property; Rules. The City Manager shall have full authority to purchase or provide for the purchase of all materials, supplies and equipment for the use of all departments, commissions, and boards comprising the city government, in accordance withthe provisions of this chapter, except articles required by the state codes to be pur- chased otherwise. No purchase of an article, service or thing shall be made by any department head independently of the city manager except in cases of immediate emergency that occur when the office of the city manager is not open for the conduct of the City's business. In such instances, the department head may make the necessary emergency purchase and shall report the same in writing to the city manager within twenty-four hours, accompanied by a definite statement of the occasion and reasons for such emergency purchase. Section 2-4,02.. Requisitions and Estimates.. All using agencies of the City shall file with the city manager detailed estimates of their requirements in supplies, materials, equipment, and contractual ser- vices in such manner,at such time, and for such periods as the city manager shall prescribe. The requirement for preparing estimates shall in no wise prevent any using agency from filing with the city manager at any time a requisition for any supplies, materials, equipment, or contractual services the need for which was not fore- seen when the detailed estimates were filed. Section 2-4.03. Open Market Orders. All purchases of supplies, materials, equipment, or other personal property, the cost of which is less than Five Thousand Dollars, may be made in the open market without newspaper advertisement. All open market purchases shall, wherever possible, be based on at least three competitive bids and shall be awarded on the basis of the bid most advantageous to the City. The city manager may solicit bidsbydirect mail request to prospective vendors or by telephone. The city manager shall keep a record of all open market orders and bids submitted thereon which shall be open to public inspection. Section 2-4.04. Advertisement for Bids. A. All purchases of supplies, materials, equipment, or other personal property, the cost of which is Five Thousand Dollars or more, shall be 1pased'. upon specifi- cations theretofore approved by the city council, the -2- original of which shall be filed in the office of the city clerk. The notice inviting bids to purchase shall be advertised upon authority of the city council, and such advertisement shall be published one time in a newspaper of general circulation published nearest to the city, and in addition invitations to bid may be mailed to prospective vendors at the discretion of the city manager. The bids submitted shall be received by the city clerk, to be opened by the city Manager at the time designated. B. The opened bids shall be available at all times for public inspection from the time opened until the award has been made by the city council. The city manager shall tabulate all bids received, and recommend to the city council which in his opinion is the best and lowest bid. The city council shall thereupon deter- mine the most advantageous bid for the City and shall accept the lowest and best bid. If in the opinion of the city council none of the bids are satisfactory, then the city council may reject all of the bids, and the city manager may be authorized to proceed to purchase the supplies, materials, equipment, or other personal property desired in the open market by the city council. The City reserves the right to reject any and all bids and to readvertise as may be determined in the discretion of the officers authorized to pass upon the proposed purchase as set -3- (y ri forth in this Chapter. Pending the advertisement of the proposed purchases the original specifications thereof shall be on file in the office of the city clerk subject to the inspection of all parties desiring to bid. Section 2-4.05. BIDS; EXCEPTION. Notwithstanding the provisions of Sections 2-4.03 and 2-4.04, the City Council by Minute Order may dispense with the bidding procedure it it determines that the personal property sought to be purchased can be obtained from only one vendor. Section 2-4.06. Sale of Obsolete Personal Property. The city manager shall sell worn-out, scrap or obsolete personal property of the City, including property of all departments, by soliciting bids. If the value of the property to be sold is of a value of five hundred dollars or less, the sale shall be approved by the city manager. In the event the value of the property to be sold is more than five hundred dollars, the sale shall be subject to the approval of the city council. Section 2-4.07. Determination of Procedure. The details of procedure and forms to be followed in the issuance of requisitions, in the purchase of articles, and in the sale of personal property, shall be prescribed by the city manager subject to the provi- sions of this chapter. Section 2-4.08. Joint Purchase with Public Agencies. Notwithstanding any other provision of this chapter, -4- the city manager may issue a joint purchase order, to- gether with any other city, county, or other public agency in the State for the purchase of supplies, materials, equipment, or other personal property, provided that the city council theretofore has approved specifications for any purchase of supplies, materials, equipment, or other personal property, the cost of which is Five Thousand Dollars, or more, and provided further that at least one of the other agencies has solicited or advertised for bids in a manner similar to the proce- dure set forth in Section 2-4.03 for any purchase in an amount less than Five Thousand Dollars, or in Section 2-4.04 for any pruchase in an amount of Five Thousand Dollars, or more. SECTION 2. EFFECTIVE DATE, POSTING. This Ordinance shall be in full force and effect thirty (30) days from and after its passage, and shall be posted within the C'y of the Town of Los Altos Hills in three (3) public place . ATTEST: Mayor —'-�C Clerk I HEREBY CERTIFY that the foregoing ordinance was intro- duced at a regular meeting of the City Council of the City of the Town of Los Altos Hills on May 16 , 1979, and was there- after passed and adopted on the 6th day of June , 1979 / � City Cir% -5-