HomeMy WebLinkAboutRS4- Economic Development E C O N O M I C D E V E L O P M E N T A G E N C Y
OF THE CITY OF SAN BERNARDINO
REQUEST FOR COMMISSION/COUNCIL ACTION
From: TIMOTHY C. STEINHAUS Subject: PROCUREMENT POLICIES
Administrator AND PROCEDURES
Date: April 15, 1993
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Synopsis of Previous Commission/Council/Committee Action(s):
None.
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Recommended Motion(s):
(Community Development Commission)
(Councilman Maudsley's Recommendation)
That the Community Development Commission approve the recommended
Policies and Procedures regarding the Economic Development Agency's
purchasing authority.
TIMOYHY C. INHNGS
Administrator
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Contact Person(s): Timothy C. Steinhaus Phone: 5081
Project Area(s): N/A Ward(s): None
Supporting Data Attached: Memorandum from Councilman Maudslev
FUNDING REQUIREMENTS: Amount: None Source: None
Budget Authority: None
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Commission/Council Notes:
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TCS:lag:1170E COMMISSION MEETING AGENDA
Meeting Date: 04/19/1993
Agenda Item Number:
CITY OF SAN BERNARDINO
INTEROFFICE MEMORANDUM
TO: Timothy C. Steinhaus, Administrator, Economic Development Agency
FROM: Council Office
SUBJECT: Procurement Policies & Procedures
DATE: April 15, 1993
COPIES:
Please place the recommended Procurement Policies & Procedures having to do with
Agency purchasing authority on the April 19th Commission agenda.
M,Aejiz
MICHAEL MAUDSLEY
Councilman, Fourth Ward
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• • • ECONOMIC DEVELOPMENT 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 - Agency Administrator is hereby
appointed Purchasing Agent.
2. For purchases and contracts of $5,000.00 or less, the
mawnWWZT72Zj= Agency Administrator or designee shall
use open market purchasing procedures negotiating the
best possible price with the supplier. For purchases and
contracts exceeding $500.00 a file shall be kept
explaining the negotiated price.
3. For purchases and contracts in excess of $5, 000.00 and up
to $25, 000.00 the OM33103 = Agency Administrator
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.
4 . For purchases and contracts in excess of $25, 000.00 the
• - . Agency Administrator 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 $25,000.00 shall
be formally approved by the Community Development
Commission, and all purchases and contracts in excess of
$10,000.00 shall be reported to the Redevelopment
Committee or the Community Development Commission for
information prior to commitment.
DAB:km[PROCUREMENT] -I- - ADDITIONS
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 amortization, travel, training,
advertisements, and similar items that are clearly not
equipment, materials, supplies and/or contract/consultant
services.
8. For purchases specified in paragraphs ( 3 ) and (4) of this
policy 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 - Agency Administrator
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 supplier.
10. The • - • - - . • - - Economic Development 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
• • - Economic Development Agency is
contract/consultant services procured through such
arrangement is in compliance with these policies and
procedures.
11. Positive efforts shall be made by the - - -
Agency Administrator to use local ( located within the
limits of the City of San Bernardino) small, minority-
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.
DAB:km[PEOCUREMENT] -2- ®i - ADDITIONS
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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 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 paragraph above.
14. Any purchases made from the City of San Bernardino are
exempt from these policies and procedures.
DAR:k JPROCURFMEITT] -3- MIW*W M, - ADDITIONS