HomeMy WebLinkAboutResolution-1976-0467
INTRODUCED BY COUNCILMAN
Merkl
RESOLUTION NO. 467
Series of 1976
TITLE: RESOLUTION RESCINDING RESOLUTION NO. 354; AND ADOPTING
A NEW RESOLUTION PROVIDING FOR A REVISED PURCHASING
POLICY AND REVISED PURCHASING MANUAL FOR THE CITY OF
WHEAT RIDGE
WHEREAS, it is the desire of the City Council to establish a
uniform purchasing policy for the City of Wheat Ridge; and
WHEREAS, the City Cnuncil has indicated that the establishment
of such a policy will lead to better cost control for the operating
Departments and assist in the procurement of supplies, materials,
and services, and is, therefore, in the best interest of the tax-
payerL;
WHEREAS, it is necessary to revise and update Resolution No. 354
and the Purchasing Manual to bring the City's purchasing policies
in line with currently accepted purchasing practices an~ to reflect
current economic conditions;
NOW, THEREFORE BE IT RESOLVED that the following policy be
adopted:
1. Resolution No. 354 is hereby rescinded in its entirety.
2. All purchases by the City of material, supplies, services,
and equipment shall be made in accordance with the City's Purchasing
Manual as adopted by the Council and all purchases shall also be in
accordance with the Colorado Budget Law and the City's Annual Budget
as adopted by the City Council.
3. The Purchasing Office shall obtain price quotations from
more than one source of supply for all purchases over Five Hundred
Dollars ($500.00) and shall keep written records of all price quotations.
4. Sealed, competitive bidding is required on all purchases of
supplies, materials, equipment, or projects in excess of Fifteen
Hundred Dollars ($1500.00). Final approval by City Council will not
be necessary as long as the supplies, materials, or equipment have
been approved specifically by item description in the budget and do
not exceed Twenty Five Hundred Dollarn ($2500), except for vehicular
equipment. However, each purchase requisition exceeding Five Hundred
Dollars ($500.00) must be approved by the City Administrator prior to
the placing of an order of any type. Professional or consultative ser-
vices or technic~: services of regulated public utilities or other
governmental agenci~~ are exempted from this policy. State bid prices
on ,11 supplies, materials, or equipment may be used in lieu of sealed
bidding by the City when purchases may be made in the best interests oP
the City of Wheat Ridge.
5. Appr~val from City Council to initiate competitive bidding for
any item approved in Department Budgets will not be necessary. In all
cases where sealed bids may be solicited, notice shall be published in
a newspaper of general circulation in Wheat Ridge or other appropriate
Page Two Resolution 467
periodical at least five (5) calendpr days prior to the final date for
Bubmittinq bids. Such noticp shall state briefly the specifications
~equired in the bid and srall state the time and place for filing and
opening of bids and any other general conditions required. The City
shall reserve the right to reject any or all bids. Bids shall bk eval-
uated and awarded on the basis of the lowest and best bidd8r unlRss
otherwise determined by Council action.
5. Bids shall be based lip on written sp~cifications or standards
wherever practicable, and shall require appropriate guarantees and
warranties of workmanship and quality.
7. BiddRrs shall be notified of time and place of public ooening.
The City Administrator or his delegated representative shall open all
sealed bids. The City Administrator shall present all hids for items
over Twenty Five Hundred ($2500) Dollars in value to Council for offi-
cial decision and award.
8. Community Emergency Purchases: The rity of Wheat Ridge is
subject to unforseen community emergencies which could require a sub-
stantial outlay of funds immediately.
3uch emergencies could include floods, explosions, civil commotions,
falling aircraft, fire, major drainage disorders, and other civil disas-
ters affecting the lives and safety of the citizens of the City.
Under these circumstances, it is in the public interest that
authority has been conferred in advance on the Mayor and/or City Admini-
strator to take immediate action to protect the lives and prcperty of
citizens which could require the immediate eXDenditure of City Funds
without competitive bidding procedures. A Special Emergency Fund has
been permanently established for this purpose.
All expenditures from the Special Emergency Fund must be approved
in advance by the City Council, except as provided in the following
paragraph. If necessary, an emergency meeting of the City Council shall
be called by the Mayor for the purpose of approving such expenditures,
or, if a special meeting is not possible due to the nature of the emer-
gency, the Council may be polled by telephone for the purpose of securing
approval of such emergency expenditures.
If a majority of the Council members cannot be contacted by telephone,
then the Mayor or City Administrator is authorized to approve the dis-
bursements from the Special Emergency Fund, provided that a full report
shall be made at the next regular meeting of the City Council, giving
the reasons, nature, and extAnt of such disbursements.
9. As a matter of practice, assuming equality of products and bids,
purchases by the City shall be made from Wheat Ridge merchants.
lO. Labor and materials bids are considered job bids, and shall be
evaluated on a total lump sum basis.
ll. All contracts over Twenty Five Hundred Dollars ($2500) in value
shall be subject to approval by the City Council and furni~hing of bond,
if required by law or by the Council. Each contract, sub-
Page Three ~solution No. 467
mitted to the Council for approval, shall be accompanied by a tabu-
lation of all bids received. The Purchasing Agent may request approval
to purchase a commodity in the open market, rrovided that the price
paid shall not exceed the bid price submitted for the same commodity.
12. The Purchasing Agent, with prior consent of Council, may
purchase from a single supplier without competitive bidding when the
product or materials desired must meet highly specialized needs or
when necessary to properly repair particular equipment or complete
special projects.
13. Goods and services made available to the City through the
Colorado Division of Local Government, Federal General Services
Administration, or other government agency whose purchasinQ proce-
dures meet or exceed those set out herein shall be deemed to meet
the City of Wheat Ridge competitive rurchasing requirements.
14. The Purchasing Office will mainatin current information
concerning market conditions and the general economy. Where neces-
sary to promote competition or to safeguarL +he interests of the City
and insure delivery, a Purchase Order may provide for probable price
escalations between the date of order placement and date of delivery.
In all such instances, the terms and conditions and the extent of
price escalation involved will be subject to approval of the Council
pri or to the award of the bi d.
15. This shall supercede all prior regulations or resolutions
concerning purchasing policies of the City.
DONE AND RESOLVED THIS
A. D. by a vote of 5
23rd
to
DAY OF
1
August
, 1976
Te/1;
ATTEST:
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