Resolution No. 2224
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RESOLUTION NO.
2224
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VERNON
ESTABLISHING RULES AND REGULATIONS FOR USE OF THE PURCHAS-
ING DEPARTMENT.
THE CITY COUNCIL OF THE CITY OF VERNON RESOLVES AS FOLLOWS:
RULE 1. PURPOSE
The objectives of these rules are to facilitate efficient and
economical administration of the purchaSing function of the City.
RULE n. DEFINITION OF TERMS.
The following terms. whenever used in these rules. shall be
construed as follows:
1.
"AGENCY" AND "USING AGENCY":
Any departm ent# agency #
commission. bureau or other unit of the city government which derives its
support wholly or in part from the City.
2.
I 'BIDDERS , LIST":
A current file of sources of supply of
articles for each category of commodities repetitively purchased for City
use.
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 or not subject to competition# or to any contract directly or specifical y
authorized by action of the City Council.
4. "LOWEST RESPONSIBLE BIDDER":
In addition to price.. the
"lowest responsible bidder" will be determined after the following factors
have been considered:
(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 con-
tract or provide the service promptly# or within the time specified. without
delay or interference;
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(c) The character, integrity, reputation, judgment, experience
2 and efficiency of the bidder;
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(d) The bidder's record of performance of previous contracts or
4 services;
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(e) The previous and existing compliance by the bidder with laWs
6 and ordinances relating to the contract or service;
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(f) The sufficiency of the financial resources and ability of the
8 bidder to perform the contract or provide the service;
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(g) The quality, availablity and adaptability of the supplies.
10 equipment or services to the particular use required;
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(h) The ability of the bidder to provide future maintenance and
12 service for the use of the subject of the contract;
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(1) The number and scope of conditions attached to the bid.
5. .
"RESPONSIBLE BID":
An offer. submitted by a responsible
15 bidder to furnish supplies. equipment or services in conformity with the
16 specifications. delivery terms and conditions and other requirements included
17 in the invitation of the bid.
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"RESPONSIBLE BIDDER": A bidder who submits a responsible
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19 bid and who is not only financially responsible. but is possessed of the re-
20 sources. judgment, skill and ability. capacity and integrity requisIte and
21 necessary to perform the contract according to its terms.
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"PURCHASES" :
Purchases of supplies, equipment and per-
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sonal property shall include leases or rentals as well as transactions by
which the city acquires ownership.
"SUPPLIES" AND "EQUIPMENT":
Any and all articles,
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things or personal property furnished to or used by any agency.
RULE III. E.MERGENCY PURCHASES
While the need for occasional emergency purchases is recogniz.ed.
the practice must be curtailed as much as pOSSible by anticipating needs so
that the normal purchasing procedure utilizing bidding may be used.
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1.
An emergency shall be deemed to exist if:
Conditions.
(a) There is a great public calamity.
(b) There is an 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 pur-
chasing procedure would cause an undue delay in procurement of the needed
item or service.
2.
By the Purchasing Agent.
In case of an emergency which
requires immediate purchase of supplies, equipment or services, the City
Council may by resolution, passed by a four-fifths vote of its members,
declare an emergency and authorize the Purchasing Agent to secure by open
market procedure, as prescribed in Ordinance No. 722, at the lowest
obtainable price, any supplies. equipment or services necessary to safe-
guard life# health or property, regardless of the amount of the expenditure.
(a) Recorded Explanation.
A full report of the circum-
stances of all emergency purchases in excess of $500.00 shall be filed by
the Purchasing Agent with the Council and shall be entered in the minutes
of the Council.
3.
By Heads of Departm ents.
In case of an emergency which
requires immediate purchase of supplies, equipment or services, the head
of any using agency may" with approval of the City Clerk or Administrative
Officer, purchase directly any supplies# equipment or services in the amount
of $2,000 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 Agent a requisition, a tabulation of bids received. if anYI a copy
of the delivery record, and a full written report of the circumstances of the
emergency. The report shall be filed with the Council as provided in
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1 subsection (a) above.
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RULE IV. PETTY CASH.
4 Petty Cash Funds. as authorized by the City Council from time
5 to time. will be utilized for the purchase of small items by the Department
6 Heads. The fund shall be replenished by periodic claims submitted to the
7 City Clerk. supported by sales slips for each purchase.. and indicating the
8 department for which the purchase is made.
RULE V. GIFTS AND REBATES.
11 The Purchasing Officer and every officer and employee of the
12 City are expressly prohibited from accepting# directly or indirectly.. from
13 any person.. company, firm or corporation to which any purchase order or
14 contract is. or might be awarded# any rebate.. gift, money or anything of
15 value whatsoever.
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161 RULE V!.
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BOND.
The Purchasing Agent shall furnish a corporate surety bond to
19 be approved by the City Council in the amount of $25~ 000 and shall be con-
20 ditioned upon the faithful performance of the duties imposed upon the
21 I Purchasing Agent as prescribed in Ordinance No. 722. Any premium for
22 such bond shall be a proper charge against the City of Vernon.
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24 The City Clerk of the City of Vernon shall certify to the passage
25 of this Resolution and thereupon and thereafter the sam e shall be in full
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force and effect.
ADOPTED and APPROVED this 5 th
day of
November
1958.
ATTE~
City Clerk
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1 STATE OF CALIFORNIA )
) SSe
2 COUNTY OF LOS ANGELES )
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4 I" F. A. ZIEMER. City Clerk of the City of Vernon, do
5 hereby certify that the foregoing Resolution. being Resolution No. 2224.
6 was duly adopted by the City Council of the City of Vernon" and approved
7 by the Mayor of said City. at a regular meeting of the City Council held
on
November 5,
1958.
~citY Clerk
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