DIVISION 2. PURCHASING FUNCTIONS
Sec. 2-521. Method of making purchases.
(a) Except for certain categories of high technology procurement as provided
by state law, the department of administration and regulatory affairs shall
contract for and purchase all supplies, merchandise, and articles of every
description needed for the use of the city, subject to the provisions of all
applicable laws regulating such purchases, and subject to the direction of the
mayor and city council. In making purchases, such department, its agents,
and employees shall use their best efforts to purchase the same at the least
cost to the city. So far as practicable, and except as otherwise provided in this
Code or by state law, all such supplies, merchandise and articles contracted
for and purchased by the department shall be let or made upon competitive
bids or proposals. Contracts for supplies for current use shall be limited as
prescribed by the City Charter or this Code.
(b) It is hereby declared to be the policy of the city that all purchases and
expenditures not exceeding the city council approval requirement limitation
amount established pursuant to article II, section 19a of the City Charter
may be based on informal bids, except where the department determines that
the taking of informal bids would be impracticable (e.g., sole source,
emergency, etc.); provided, however, all purchases or expenditures greater
than the city council approval requirement limitation amount established
pursuant to article II, section 19a of the City Charter shall be authorized by
resolution, motion or ordinance of the city council.
(c) As used in this division, the taking of "formal bids" means procurement
which complies with the procedural steps prescribed by applicable state laws
regarding the taking of competitive bids or proposals. The taking of 'informal
bids' means competitive procurement by means of any other process,
otherwise compliant with this Code.
(Ord. No. 08-52, § 6, 1-16-08, eff. 1-26-08)
Sec. 2-522. Necessity for appropriation before purchase.
Before granting any requisition for or contracting for or accepting any bid or
purchasing any supplies, merchandise, or articles, the director of the
department of administration and regulatory affairs shall cause an inquiry
to be made as to whether or not there is an appropriation therefor out of
which payment for same can be made, and if there is not, then the director
shall refuse to grant such requisition or to contract for or accept such bids or
purchase such supplies, merchandise, or articles.
(Ord. No. 08-52, § 6, 1-16-08, eff. 1-26-08)
Sec. 2-523. Rental of office equipment on a month-to-month basis.
(a) The department of administration and regulatory affairs may rent office
equipment on a month-to-month basis without taking formal bids when the
monthly rental does not exceed the city council approval requirement
limitation amount established pursuant to article II, section 19a of the City
Charter pursuant to the following policy and standards:
(1) Office equipment shall be deemed to include, without limitation, the
following:
a. Copy machines.
b. Typewriters.
c. Furniture.
d. Personal computers.
e. Miscellaneous office equipment.
(2) Each department shall establish its requirements for items of office
equipment which it desires to rent on a month-to-month basis. Such
requirements shall be furnished in writing to the department of
administration and regulatory affairs. Several machines shall be examined
or inspected to determine which one best suits the specific requirements of a
department. In addition to a machine's functional features, operational costs
shall be taken into consideration.
On the basis of which machine best serves the requirements for which it is to
be used, and with costs given a weighted value, a selection shall be made. In
making a selection under this provision, the department of administration
and regulatory affairs shall determine the capability of the lessor to provide
maintenance to the item of office equipment on short notice, and the
availability of trained technicians who are fully familiar with the machine
so that servicing and repairs will be made in a good and workmanlike
manner.
(b) The department of administration and regulatory affairs may rent office
equipment on a month-to-month basis without taking formal bids when the
monthly rental does not exceed the city council approval requirement
limitation amount established pursuant to article II, section 19a of the City
Charter.
(c) Contract charges shall be paid monthly by the city upon receipt of an
invoice therefor from the contractor.
(d) Rental and maintenance agreements for items of office equipment are
hereby authorized when the obligations therefor are governed by the laws of
the state and the obligations of the city do not exceed that of a bailee for hire,
and all such lease agreements shall provide that the city shall have the
option to terminate such lease agreement upon 30 days' written notice.
(e) If any price increase raises the monthly rental to more than the city
council approval requirement limitation amount established pursuant to
article II, section 19a of the City Charter, the department of administration
and regulatory affairs shall immediately submit the rental to competitive
bids or proposals as required by state law.
(Ord.
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