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REDEVELOP~ AGENCY - REQuEST FOR COMMIS~~/COUNCIL ACTION
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Rall:
FEBRUARY 13, 1989
l SUBJECT: PROCUREMENT POLICIES AND PROCEDURES
Synopsis of Previous Commission/COuncil/Committee Action:
2-9-89
The Redevelopment Committee reviewed the Procurement Policies and
Procedures and recommended their approval.
(Community Development Commission)
Recommended Motion:
Community Development Commission
Motion: To adopt a RESOLUTION OF THE COMMUNITY DEVELOPMENT COMMISSION
(A) OF THE CITY OF SAN BERNARIDNO REPEALING ALL PREVIOUSLY ADOPTED
PROCUREMENT POLICIES OF THE COMMISSION AND OF THE REDEVELOPMENT
AGENCY OF THE CITY OF SAN BERNARDINO.
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Motion: That the Community Development Commission adopt the attached
(8) Procurement PolIcies and Procedures.
Contact Person: STEVEN H. DUKETT
Supporting data attached: YES
Phone:
384-5081
Hard:
FUNDING REQUIREMENTS: Amount: $25,000.00 Project:
Date:
fJ?1 Af9S7 t'1
1989
. m 2.-2-0-J'1
Council Notes:
Agenda Item No. ~
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(';1NDA 1n.'M INFOIlMATIClll
IUHMARY 0
I
GENERAL INFOIlMATION.
DRDA COMMITTEE ~ISSION o COUNCIL
Author Ext.
Subject ~~ ~l
Funding requirements
JlDA MAN
~;)p
strative Manager
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.vision Manager
Date
:;).-13-1
Date
CITY DEPARTMENTAL REVIEW:
Dept
By
Date
Budget authority
Filing date 6J -/S-~ 7
Meeting date ,dJ-.;Jo -?9
Ward
Project Area
CLEARANCES:
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~ I Mcounting Date
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City Administrator
Dept By Date
XNFORMATIONAL DATA FORWARDED '1'0 CITY DEPARTMENTS/COUNCIL OFFICES:
Supplied '1'0
Mayor's office
Council Ward
Council Ward
Council Ward
Council Ward
Deparbnent
Departlllent
By
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Date
Date
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Date
Date
Date
COMMENTS/CONCERNS. Include pertinent comments and concerns of offices and persons clearing
~he aummary, auch as controveraial iaaues, ti~ conatraints and funding como,licatiDns.
Indicate data. vhen action Muat ~ taken.
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OSTAFF REPORT
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As a result of staff's review of the Peat Harwick's Audit Report of
October 19, 1988, It was clear that the Agency needed to develop and adopt an
all encompassing policy addressing all levels of procurement and the
associated process.
The attached proposed policies clearly define the level of authority, process
and type of justification needed for all Agency expenditures. Presently, the
Procurement Guidelines are set forth In part by Procedural Directives,
Commission Motions and Internal Administrative Systems. This policy will
bring all procurement activity under one authority and will tighten up all
Internal controls for audit purposes.
For your Information the recommended level of administrative contracting
authority of $25,000 Is Identical to the level given the City's Purchasing
Agent by Ordinance No. MC-646 which was adopted on November I, 1988. The
procurement process as submitted for justification/verification Is also very
similar to that Implemented by the City. .
The attached proposed Procurement Policy and Procedures, If adopted will set
forth the following:
1. The Executive Director Is appointed Purchasing Agent.
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All purchases and contracts for equipment, materials, supplies
and/or contract/consultant services, consistent with the Agency's
Annual 8udget authorizations, shall be processed uniformly .
For purchases and contracts of J5,ooo.OO or less, staff shall use
open market purchasing procedures negotiating the best possible
price with suppliers.
4. For purchases and contracts In excess of J5.000.00 and up to
J25,OOO.OO, staff shall use Informal purchasing procedures by
Inviting offers orally, by telephone or In writing, whenever
possible, from at least three vendors.
3.
2.
5. For purchases and contracts In excess of J25.000.00 staff, shall
use formal purchasing procedures (using requests for
bids/proposals) or negotiated purchasing procedures (using
requests for qualifications) by advertising In at least one
newspaper of general circulation and by mailing the solicitations
to bid or submit qualifications, to all available vendors on the
Agency's Consolidated Vendor List.
6. All purchases and contracts In excess of J25,ooo.00 shall be
formally approved by the Community Development Commission.
7. All procurement of equipment, materials, supplies and
contract/consultant services shall be documented.
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02120/89
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9.
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AdmlnlsQthe payments' specifically exempted from these policIes
and procedures Include. but are not limited to expenditure for
utIlities. rent. relocatIon. property acquisition. loan
amortization. travel. traInIng. advertIsements. etc.
Assures that positIve efforts shall be made by staff to use local
(located wIthIn the limIts of the City of San BernardIno) small.
mlnorlty-owned and/or women-owned busInesses as sources for
materials. supplIes and/or contract/consultant services.
10. Provides for the creatIon and maintaining of a ConsolIdated
Vendor List.
8.
11. Assures that no procedures shall be employed to cIrcumvent the
proposed lImItatIons through the practice of placIng more than
one contract or purchase order for lIke Items wIth a value.
which. when added together and treated as a single order. would
requIre the use of more stringent procurement polIcies and be
subject to further limitatIons as descrIbed In the paragraphs
above.
The Redevelopment CommIttee revIewed the proposed Polley at theIr February
9. 1989 and recommended adoptIon.
It Is. therefore. recommended that the Commission rescInd all prevIous
procurement policIes and procedures and adopt the attached procurment
polIcIes and procedures.
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RESOLUTION NO.: 5181
RESOLUTION OF THE COMMUNITY DEVELOPMENT COMMISSION OF THE
CITY OF SAN BERNARDINO REPEALING ALL PREVIOUSLY ADOPTED
PROCUREMENT POLICIES OF THE COMMISSION AND OF ~HE REDEVELOPMENT
AGENCY OF THE CITY OF SAN BERNARDINO.
WHEREAS, from time to time the Redevelopment Agency of the
City of San Bernardino has adopted various policies pertaining to
procurement and purchasing, and
WHEREAS, the Agency is now consolidating and updating such
policies, and
WHEREAS, as part of such process it is necessary to repeal
all previously adopted procurement policies,
NOW, THEREFORE, BE IT RESOLVED, that all previously adopted
procurement policies of the Redevelopment Agency of the City of
San Bernardino or of the Community Development Commission of the
City of San Bernardino are hereby repealed.
I HEREBY CERTIFY that the foregoing resolution was duly
adopted by the Community Development Commission of the City of
San Bernardino at a
Reqular
meeting thereof, held on the
20th day of February , 1989 by the fOllowing vote, to wit:
AYES:
Commissioners Esther Estrada. Jack Reilly. Jess Flores
Michael Maudslev. Tom Minor, Norine Miller
NAYS: NOllE
ABSENT or
ABSTAIN: v lerie Po -Ludlam
DAB:IIIW
February 15, 1989
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The foregoing resolution is hereby approved this ." c"
February
Approved as to form
and legal content:
~IAJ
gency nsel
DAB:mw
February 15, 1989
. 19.9'd ~ n/~
Chai~ of tlie Comm~ty
Development Commission of the
Ci ty of San Bernardino
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SBCRETARlC'S CERTIFICATE
OF
AIlOPTIOII AIID Atl'l'BEN'l'ICATIOII
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. .,s;
I, STEVEIl H. "",,",n, Secretary of the CQlDunity IIeftl~
""-i.sion, DO HEREBY CERTIFY, that the attached Resolution is a
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true and correct copy of Resolution 110. 5181
February 20
adopted
, ~9 89 . ~ the Co_unity Development OoIIIIIlission
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of the City of San Bernardino, ~ the vote eet forth below, and that
said Resolution has DOt been --"&ld or repealed.
CX>HMISSIOII MEMBERS
ES'l'HERa. BSTRADP.':
JACK REILLY
JESS FLORES
MICHAEL MAllDSLEY
'l'OM MINOR
23 VALERIE POPE-LUDLAM
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2S
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HORIIIE MILLER
Z1 DATED: February 20 , 19 89
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O1ecltJlpprOpriateBox
YEAS
!!!!. .ABSENT
ABSTAIN
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H. , Secretary of the
unity Development CoIIlmission
of the City of San Bernardino.
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REDEVELOPMENT AGENCY
CITY OF SAN BERNARDINO
PROCUREMENT POLICIES AND PROCEDURES
POLICIES AND PROCEDURES
COnsistent with the Agency's Annual Budget authorizations, purchases and
contracts for equipment, materials, supplies and/or contract/consultant
services, shall be made In the following manner.
1. The Executive Director Is hereby appointed Purchasing Agent.
2. For purChases and contracts of ~5.000.oo or less. the Executive
Director or designee shall use open market purchasing procedures
negotiating the best possible price with the supplier. For
purchases and contracts exceeding }5oo.oo a file shall be kept
explaining the negotiated price.
3. For purchases and contracts In excess of ~5.000.oo and up to
J25.000.oo the Executive Director or designee shall use Informal
purchasing procedures by Inviting offers orally, by telephone or In
writing, whenever possible, from at least three vendors. A file
shall be kept with an abstract of Invitations made and offers
received.
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4. For purchases and contracts In excess of J25.000.00 the Executive
Director or designee shall use formal purchasing procedures (using
requests for bids/proposals> or negotiated purchasing procedures
(using requests for qualifications> by advertising In at least one
newspaper of general circulation and by mailing the solicitations to
bid or submit qualifications, to all available vendors on the
Agency's COnsolidated Vendor List.
5. All purChases and contracts In excess of }Z5.000.oo shall be
formally approved by the Community Development Commission.
6. All procurement of equipment, materials, supplies and
contract/consultant services shall be documented. Purchases over
}500.00 shall be made by contract or standard purchase order.
Purchases of $500.00 or less, and administrative payments not
covered by these policies and procedure, may be authorized by a
payment request.
7. Administrative payments specifically exempted from these policies
and procedures Include, but are not limited to expenditures for
utilities, rent, relocation, property acquisition, loan
amorltlzatlon, travel, training, advertisements, and similar Items
that are clearly not equipment, materials, supplies and/or
contract/consultant services.
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8. For purchases specIfIed In paragraphs (3) and-(4) of this poltcy
statement, lack of competItIon Is permIssIble only when: 1. an
emergency exIsts whIch permIts no delay because of the possIbIlIty
of Injury, loss of lIfe, destructIon of property, or mIssed
opportunIty; 2. there Is a matter ImpIngIng on health or safety; or
3. when only one source of supply Is available. If an award is
made that exceeds $5,000.00 without competitIon, a formal report of
such award, together with a certIfication or statement justIfyIng
the lack of competItion shall be approved by the Executive DIrector
and included in the purchase background fIle.
9. When there is competItive bIdding, the award shall be made to the
lowest qualified and responsIble bIdder. When there Is no
competItion, the best possIble prIce shall be negotIated wIth the
supp It er .
10. The Redevelopment Agency should (when practIcal) enter into
agreements permIttIng the use of State, County and CIty purchasIng
contracts, and request that the contractIng agency (State, County or
CIty) note in their contract that use by the Redevelopment Agency is
authorized. Any equIpment, materials, supplies and/or
contract/consultant services procured through such arrangement Is in
compliance with these policIes and procedures.
11. PosItIve efforts shall be made by the ExecutIve DIrector to use
local (located within the lImIts of the City of San BernardIno)
small, mlnorlty-owned and/or women-owned busInesses as sources for
materIals, supplIes and/or contract/consultant servIces. Such
efforts wIll Include, but are not lImIted to developIng and
maintaining a Consolidated Vendor List that includes these sources,
and encouragIng these businesses to compete for contracts to be
awarded.
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12. Whenever the fundIng source for any procurement descrIbed hereIn
imposes addItIonal or dIfferent requIrements than those establIshed
hereIn, such additional or different requirements shall be complIed
with.
13. No procedures shall be employed to cIrcumvent the foregoing
ll.itations through the practice of placIng more than one contract
or purchase order for like items wIth a value, which, when added
together and treated as a sIngle order, would requIre the use of
more stringent procurement polIcIes and be subject to further
li.,tatlons as described in the paragraphs above.
14. Any purchases made from the City of San BernardIno are exempt from
these policIes and procedures.
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