Chapter 3.24


3.24.010    Purposes.

3.24.020    Purchasing officer.

3.24.030    Requisitions.

3.24.040    Purchase orders.

3.24.050    Exemptions from centralized purchasing.

3.24.060    Contract procedure.

3.24.070    Open market procedure.

3.24.080    Submission of bids to council.

3.24.090    Petty cash purchases.

3.24.100    Waivers.

3.24.110    Inspection and approval of purchases.

3.24.010 Purposes.

In order to establish efficient procedures for the purchase of supplies and equipment, to secure supplies and equipment for the city at the lowest possible cost commensurate with quality needed, to exercise positive financial control over purchases, to clearly define authority for the purchasing function and to assure the quality of purchases, a purchasing system is adopted. (Ord. 701 § 2 (Exh. 1), 2012; Ord. 179 § 1, 1959)

3.24.020 Purchasing officer.

There is created the position of purchasing officer. The city manager or his or her designee shall act as the purchasing officer as provided in PVEMC 2.08.050(B)(9). The duties of purchasing officer may be combined with those of any other office or position. The purchasing officer shall purchase or contract for supplies and equipment requisitioned by all city departments in accordance with purchasing procedures prescribed by this chapter, such administrative regulations as the purchasing officer adopts and such other rules and regulations as shall be prescribed by the city council. (Ord. 701 § 2 (Exh. 1), 2012; Ord. 179 § 2, 1959)

3.24.030 Requisitions.

All departments shall submit requisitions for supplies and equipment to the purchasing officer. (Ord. 701 § 2 (Exh. 1), 2012; Ord. 179 § 3, 1959)

3.24.040 Purchase orders.

Purchases of supplies and equipment shall be made by purchase order only. (Ord. 701 § 2 (Exh. 1), 2012; Ord. 179 § 4, 1959)

3.24.050 Exemptions from centralized purchasing.

The purchasing officer, with approval of the city council, may authorize, in writing, any city department to purchase or contract for specified supplies and equipment independently of the purchasing officer, but the purchasing officer shall require that such purchases or contracts be made in conformity with the procedures established by this chapter, and shall further require periodic reports from the city department so authorized on the purchases and contracts made under such written authorization. (Ord. 701 § 2 (Exh. 1), 2012; Ord. 179 § 5, 1959)

3.24.060 Contract procedure.

Except as otherwise provided in this chapter, purchases and contracts for supplies and equipment of estimated value greater than twenty-five thousand dollars shall be by written contract with the lowest responsible bidder pursuant to the procedure prescribed herein.

A. Notice Inviting Bids.

1. Notices inviting bids shall include a general description of the articles to be purchased, shall state where bid blanks and specifications may be secured, the deadline time and place for receiving bids and the time and place for publicly opening bids.

2. Notices inviting bids shall be posted in at least three public places in the city and shall be mailed to not less than three individuals, firms or corporations dealing in the service, commodities or supplies described in the posted notice.

B. Bidder’s Security. When deemed necessary by the purchasing officer, bidder’s security may be prescribed in the public notices inviting bids.

C. Deadline Adherence. The purchasing officer shall not accept bids after the closing date and time set forth in the posted notice.

D. Bid Opening Procedure. Sealed bids shall be submitted to the purchasing officer and shall be identified as bids on the envelope. Bids shall be opened in public at the time and place stated in the public notices. A tabulation of all bids received shall be open for public inspection during regular business hours for a period of not less than thirty calendar days after the bid opening.

E. Rejection of Bids. In its discretion, the city council may reject any and all bids presented, and after such rejection may, at its discretion, readvertise for bids or purchase on the open market.

F. Performance Bonds. The city council shall have authority to require a performance bond and labor and materials bond before entering into a contract, in such amount as it shall find reasonable and necessary to protect the best interests of the city. If the city council requires bonds, the form and amount of the bonds shall be described in the notice inviting bids. (Ord. 701 § 2 (Exh. 1), 2012; Ord. 626 § 1, 2000; Ord. 179 § 6, 1959)

3.24.070 Open market procedure.

Purchases of supplies, equipment and services of an estimated value in the amount of twenty-five thousand dollars or less may be made by the purchasing officer in the open market without observing the procedures prescribed by PVEMC 3.24.060.

A. Minimum Number of Bids. Open market purchases shall, whenever possible, be based on at least three bids, and shall be awarded to the lowest responsible bidder.

B. Solicitation of Bids. The purchasing officer shall solicit bids in conformance with procedures prescribed by administrative regulations as the purchasing officer adopts and such other rules and regulations as shall be prescribed by the city council.

C. Written Bids. Sealed written bids shall be submitted to the purchasing officer, who shall keep a record of all open market orders and bids for a period of one year after the submission of bids or the placing of orders. This record, while so kept, shall be open to public inspection. (Ord. 701 § 2 (Exh. 1), 2012; Ord. 626 § 2, 2000; Ord. 179 § 7, 1959)

3.24.080 Submission of bids to council.

All bids secured under the provisions of PVEMC 3.24.060 shall be submitted to the city council for final approval, rejection or further action. (Ord. 701 § 2 (Exh. 1), 2012; Ord. 179 § 8, 1959)

3.24.090 Petty cash purchases.

Purchase of supplies and equipment of an estimated value of five hundred dollars or less may be made by the purchasing officer in the open market and without observing the procedures described in PVEMC 3.24.060, 3.24.070 and 3.24.080. (Ord. 701 § 2 (Exh. 1), 2012; Ord. 179 § 9, 1959)

3.24.100 Waivers.

In its discretion, the city council may at any time, by a majority vote and without amending this chapter, waive purchasing procedures or alter these procedures to fit a specific purchase, when such waiver is not in violation of California state law. (Ord. 701 § 2 (Exh. 1), 2012; Ord. 179 § 10, 1959)

3.24.110 Inspection and approval of purchases.

A. The purchasing officer shall inspect supplies and equipment delivered to determine their conformance with the specifications set forth in the order or contract.

B. Each department head shall inspect all purchases delivered to that department and certify by written memorandum addressed to the purchasing officer or by suitable endorsement of the invoice or other document evidencing delivery to the city that the merchandise or services received comply in all details with the specifications and descriptions of the contract or purchasing order issued for such acquisition; the purchasing officer’s endorsement of approval of such certification shall relieve the purchasing officer of the duty of inspection provided by subsection A of this section. (Ord. 701 § 2 (Exh. 1), 2012; Ord. 229 § 1, 1965; Ord. 179 § 11, 1959)