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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 Resolution No. 354 is hereby rescinded in its entirety. 2.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: "