HomeMy WebLinkAboutR14-Economic Development Agency
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DEVELOPMENT DEPARTMENT
OF THE CITY OF SAN BERNARDINO
REQUEST FOR COMMISSION/COUNCIL ACTION
From:
KENNETH J. HENDERSON
Executive Director
SUbject:
ECONOMIC DEVELOPMENT AGENCY
PURCHASING AtlTHORITY
Date: November i5, 1991
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SynoDsis of Previous Commission/Council/Committee ActionCs):
On February 20, 1989, the Community Development Commission adopted
Resolution Number 5181 increasing the Agency's purchasing authority from
$5,000 to $25,000.
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Recommended MotionCs):
CCommunity DevelftnMAnt commission)
That the Community Development Commission consider the Economic
Development Agency purChasing authority (see attached memorandum from
Councilman Hernandez and supporting documentation).
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Contact Person(s): Kenneth J. Henderson
Phone:
384-5081
Project Area(s):
Supporting Data Attached:
FUNDING REQUIREMENTS:
N/A
Ward(s) :
N/A
Amount: S N/ A
BUdget Authority:
Source:
N/A
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Commission/Council Notes:
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KJH: lab3
COMMISSION MEETING AGENDA
Meeting Date: 11/18/1991
Agenda Item NlIRber: ~
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C I T Y
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SAN
B ERN A R DIN 0
INTEROFFICE MEMORANDUM
TO: Timothy C.Steinhaus, Administrator
Economic Development Agency
FROM: Council Office
NOV'4'~
SUBJECT: EDA Agenda Item
. ; mmMlc DEVElOPMENT
j,r:; iJCY
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DATE:
November 14, 1991
COPIES:
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Reference our conversation on November 13, I have coordinated
with councilmembers Maudsley and Pope-Ludlam regarding the Mobile
Home Rental Assistance issue. In light of the urgency to provide
assistance (rental rates are 'increasing by $45 - $75 and hardships
due to inspections are eminent), please place this item on the
Commission agenda for Monday, November 18.
Additionally, please place on the same agenda: "To discuss
and take possible action on the issue of the dollar amount EDA/Com-
munity Development are authorized to spend without Commission
approval."
RA~ !ANDE~
Councilman, Third Ward
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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 THE 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 Februarv , 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:
P e-Ludlam
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28 DAB:mw
February 15, 1989
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day of
Th, foregoing resolution is hereby approved this
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February
Approved as to form
and legal content:
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gency nse1
28 DAB:mw
February 15, 1989
, 1989.
J
Chairma of the Commun ty
Development Commission of the
City of San Bernardino
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SECRETARY'S CERrIFICATE
OF
ADOPTION AND Atn'HENTICATION
I, STEVEN B. DtlXE'l"l', Secretary of the CoIIIIIl\lllity Development
CoIIIIIlission, DO HEREBY CERTIFY, that the attached Resolution is a
true and correct copy of Resolution No. 5181
adopted
Februarv 20
, 19 89 , by the CoDllll\lllity Development CoDllllission
of the City of San Bernardino, by the wte set forth below, and that
said Resolution has DOt been _nded or repealed.
Check App:tOpriate Box
COMMISSION MEMBERS
!!!!.
!!!!ABSENT
ABSTAIN
14 ESTHER R. ESTRADA
(x)(.)(. )
( )
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16 JACK REILLY
( x) (
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JESS FLORES
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MICHAEL IWlDSLEY
( x ) (
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TOM MINOR
( x ) (
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23 VALERIE POPE-LUDLAM
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NORINE MILLER
( x )
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DATED. February 20 , 19 89
H. , Secretary of the
\lIIity Development CoIIIIIlission
of the City of San Sernardino.
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REDEVELOPMENT AGENCY - REQUEST FORCOMMISSION/COUNCIL ACTION
DATE: FEBRUARY 13, 19S9
SUBJECT: PROCUREMENT POLICIES AND PROCEDURES
SynoDsls of PrevIous CommIssIon/CouncIl/CommIttee ActIon:
2-9-S9 The Redevelopment CommIttee revIewed the Procurement PolicIes and
Procedures and recommended theIr approval.
(CommunIty Development CommIssIon)
Recommended Motion:
CommunIty DeveloDment CommIssIon
MotIon: To adopt a RESOLUTION OF THE COMMUNITY DEVELOPMENT COMMISSION
(A) OF THE CITY OF SAN BERNARIDNO REPEALING ALL PREVIOUSLY ADOPTED
PROCUREMENT P<>LICIES OF THE COMMISSION AND OF THE REDEVELOPMENT
AGENCY OF THE CITY OF SAN BERNARDINO.
MotIon: That the CommunIty Development CommIssIon adopt the attached
(B) Procurement PolicIes and Procedures.
rector
Contact Person: STEVEN H. DUKETT
SUDDortlnQ data attached: YES
Phone:
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3S4-50S1
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FUNDING REOUIREMENTS: Amount: $25,000.00 Project:
No adverse ImDact on City: Date: FEBRUARY 20, 19S9
Council Notes: ~) 1?~~~/'I~P1,(/~ $1,1/ ,,~ OY? 2.'2P.?f-~
t?3_).4lb,~ tn'? 2-20,1',,_ ~
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Agenda Item No.
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02l20/S9
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STAFF REPORT
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As a r.sult of staff's r.vl.v of the P.at Marvlck's AudIt Report of
October 19, 1988, It vas cl.ar that the Agency n..d.d to d.velop and adopt an
all encompass1ng polIcy addr.sslng all l.v.ls of procur.ment and the
assoclat.d proc.ss.
The attached propos.d pollcl.s cl.arly d.fln. the l.v.l of authorIty, process
and type of just1flcat10n needed for all Ag.ncy expendItures. Presently, the
Procurement Guld.lln.s are set forth 1n part by Procedural Dlrect1ves,
Commlss10n MotIons and Int.rnal AdmInIstratIve Systems. ThIs pOlIcy vlll
brIng all procurement actIvIty under one authorIty and vlll tIghten up all
Int.rnal controls for audIt purpos.s.
For your InformatIon the recommended level of admInIstratIve contractIng
authorIty of $25,000 Is Id.nt1cal to the l.vel gIven the C1ty's Purchas1ng
Agent by Ord1nance No. MC-646 vhlch vas adopt.d on November 1, 1988. The
procurement process as submltt.d for just1f1catlon/verlflcatlon Is also very
sl.llar to that Implemented by the CIty.
The attached propos.d Procurement PolIcy and Procedures, If adopted vIII set
forth the follov1ng:
1. The ExecutIve DIrector Is appoInted PurchasIng Agent.
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All purchas.s and contracts for equ1pment, mat.r1als, supp11es
and/or contract/consultant s.rvlces, consIstent vlth the Agency's
Annual Budg.t author1zatlons, shall be processed unIformly .
For purChas.s and contracts of j5.ooo.0Q or less, staff shall use
open market purchasIng proc.dures negotIatIng the best possIble
prIce vlth suppll.rs.
For purchas.s and contracts 1n .xc.ss of J5,~.QQ and up to
J25,~.QQ, staff shall use 1nformal purchas ng procedures by
1nvlt ng offers orally, by telephone or In vrltlng, vhenever
possIble, from at least thr.e vendors.
For purchases and contracts In excess of $25.000.00 staff, shall
use formal purchas1ng proc.dur.s (us1ng requests tor
bIds/proposals) or negotIated purchasIng procedures (usIng
requests for qualIfIcatIons) by advertIsIng In at least one
newspaper of general cIrculatIon and by ..111ng the solIcItatIons
to bId or submIt quallflcat10ns, to all avaIlable vendors on the
Agency's ConsolIdated Vendor lIst.
All purchases and contracts 1n excess of '25.000.00 shall be
formally approved by the CommunIty Development Comm1sslon.
All procurement of equIpment, materIals, supplIes and
contract/consultant servIces shall be document.d.
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Admlnlstratlv. payments sp.clflcally .xempt.d from these polIcIes
and proc.dures InclUd., but art not lImIted to expendIture for
utIlItIes, r.nt, r.locatlon, prop.rty acquIsItIon, loan
amortIzatIon, travel, traInIng, adv.rtlsements, etc.
Assures that posltlv. .fforts shall b. mad. by staff to use local
(located wIthIn the lImIts of the CIty of San BernardIno) small,
mlnorlty-own.d 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.
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11. Assures that no proc.dur.s shall b. 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 togeth.r and treated as a sIngle order, would
requlr. the use of more strIngent procurement polIcIes and be
subject to further lImitations as descrIbed In the paragraphs
above.
The Redevelopment Commltt.e revIewed the proposed Polley at theIr February
9, 1989 and r.commended 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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02/20/89
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REDEVELOPMENT AGENCY
CITY OF SAN BERNARDINO
PROCUREMENT POLICIES AND PROCEDURES
POLI~IES AND PROCEDURE$
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 ts hereby appoInted PurchasIng Agent.
2. For purChases and contracts of }5.00D.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 exceedtng J500.00 a fIle shall be kept
explaInIng the negotIated prIce.
3. For purchases and contracts In excess of J5.000.00 and up to
J25.~.OO the ExecutIve DIrector or desIgnee shall use Informal
purc aslng procedures by InvItIng offers orally, by telephone or In
wrtttng, whenever posstble, fro. at least three vendors. A fIle
shall be kept wtth an abstract of Invltattons made and offers
ncehed.
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For purChases and contracts In excess of J~S.OOO.OO the ExecutIve
Dtrector or desIgnee shall use formal purc aslng procedures (usIng
requests for bIds/proposals> or negotIated purchasIng procedures
(usIng requests for qualtflcatlons> b~ advertlstng In at least one
newspaper of general ctrculatlon and by maIlIng the solIcItatIons to
bId or submIt qualtflcattons, to all avatlable vendors on the
Agency's Consoltdated Vendor LIst.
S. All purChases and contracts tn excess of }2S.000.00 shall be
formally approved by the Communtty Development Commlsston.
6. All procurement of equtpment, matertals, suppltes and
contract/consultant servtces shall be documented. Purchases over
J500.00 shall be made by contract or standard purchase order.
Purchases of JSOO.~ or less, and admlnlstrattve payments not
covered by these po Icles 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. relocatton, property acqulsttlon, loan
amorltlzatlon, travel, tralnlng~'advertlsements, 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 polIcy
statement. lack of competItion Is per.lsslble only vhen: I. an
emergency exIsts vhlch permIts no delay because of the possIbIlIty
of Injury. loss of life. destructIon of property, or .Issed
opportunIty; 2. there Is a matter ImpIngIng on health or safety; or
3. vhen.onlyone source of supply Is avaIlable. If an Avard Is
made that exceeds J5.~.OO vlthout competition. a formal report of
such avard, together v th 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 Avard shall be made to the
lovest qualified and responsible bIdder. When there Is no
competitIon, the best possIble price shall be negotIated vlth the
supplIer.
10. The Redevelopment Agency should (vhen practical) enter Into
agreements per.,ttlng 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. Mlterlals. supplies and/or
contract/consultant servIces procured through such arrangement Is In
compliance vlth these policies and procedures.
11. PositIve efforts shall be made by the Executive DIrector to use
local (located vlthln the limits of the City of San BernardIno)
small. .Inorlty-ovned and/or vomen-ovned businesses as sources for
materials. supplies and/or contract/consultant services. Such
efforts vIII 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
avarded.
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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 compIled
vlth.
13. No procedures shall be employed to circumvent the foregoIng
lImitatIons through the practice of placing more than one contract
or purchase order for lIke Items vlth a value, vhlch, vhen added
together and treated as a single order, vould requIre the use of
more strIngent procurement poliCies and be SUbject to further
lImItations 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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