HomeMy WebLinkAboutResolution 16-94 RESOLUTION NO. 16-94
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF ATASCADERO
REVISING CITYWIDE PURCHASING PROCEDURES
WHEREAS, It is necessary to amend the City of Atascadero Procurement and
Purchasing Manual;
NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
ATASCADERO:
Section One: That the attached Exhibit A, revised pages of the Procurement
and Purchasing Manual, are included as a part of this resolution and are hereby
approved, effective March 8, 1994.
On Motion by Councilmember Luna , seconded by Councilmember Borgeson
the foregoing resolution is hereby adopted on the following roll-call vote:
AYES: Councilmembers Bewley, Borgeson, Luna and Mayor Nimmo
NOES: None
ABSENT: One seat vacant
ADOPTED: March 8, 1994
ATT ST: CITY OF ATASCADERO
By:
LEE PRICE, City Clerk ROBERT P. NIMMO, Mayor
APPROVED AS TO FORM:
ARTHER R. MO TAND , City Attorney
Resolution No. 16-94
EXHIBIT "All - Page 1
(f) After the deadline, the City Clerk will open the bids,
tabulate the results and forward the information to
Finance and the appropriate Department .
(g) The Department Head will prepare a report to Council
recommending the most responsive bidder. Generally,
this is the lowest bid. However, there may be
circumstances which warrant someone other than the
lowest vendor. These circumstances will be explained
in the Department's report to Council .
(h) Upon Council' s award, the Department Head will prepare
a purchase order requisition and attach a copy of
Council' s award of bid, and route to Finance for
encumbering of funds. Once encumbered, the purchase
order will be routed back to the requesting department
for further processing/ordering.
2 .4 When preparing a Request for Proposal (RFP) or a formal bid,
include a brief statement of what the Department is
expecting as a finished product or service. Include a
description of the current inventory or other conditions
within the department, as appropriate. When developing
specifications, care must be taken that, on the one hand,
they are not so specific that only one vendor could qualify,
while on the other, they are not so broad that a meaningful
comparison between two or more vendor' s product is
impossible.
Section Three; Exceptions to Formal Bidding
3 .1 In emergency situations where time is of the essence, the
appropriate Department Head may dispense with formal bidding
to obtain materials necessary in dealing with the emergency.
However, immediately after the emergency, the appropriate
Department Head shall prepare a memo to Council explaining
the emergency.
3 .2 When one known supplier is available, the appropriate
Department Head shall prepare a report for Council approval
requesting an exemption from the formal procedures.
3 .3 When there exists other governmental contracts that were
competitively bid (such as the State Vehicle Contract) that
the City is eligible to use, in lieu of a formal bid. The
City may also solicit informal quotes from local vendors
utilizing the Local Vendor Preferences section of Special
Purchasing Incentives for comparison and purchase.
3 .4 When there are extenuating circumstances that would make
formal bidding not the most cost-effective approach. This
often relates to qualitative or artistic issues. The
appropriate Department Head shall prepare a report to
Council, explaining the circumstances.
REVISED 3/8/94 6
Resolution No. 16-94
EXHIBIT "A" - Page 2
(c) Travel by Private Car - Reimbursement will be made at
the mileage rate set by the Internal Revenue Service.
If private car costs are greater than other methods of
transportation, the least expensive total will be
reimbursed. No reimbursement will be made for any
repairs, except for reasonable towing expenses (such
costs are covered in the mileage rate) .
5.3 Lod icing
(a) The City will pay reasonable costs associated with the
conference-recommended lodging accommodations, at the
rate of a standard single room, or the government rate,
whichever is lower.
(b) Expenses for spouses are not allowed. When a spouse
attends a conference with an employee, only lodging at
the single rate (if applicable) will be reimbursed.
5 .4 Meals/Per Diem:
(a) In order to facilitate meals, gratuities, phone charges
and other daily expenses, a per diem rate of $35 .00 is
established. No receipts are necessary. In the event
partial days are involved, the per diem rate shall be
prorated as follows:
Breakfast - $ 5 .00
* Lunch - $10.00
* Dinner $20 .00
(b) In high cost-of-living areas (such as San Francisco) , a
per diem rate of $70.00; shall be permitted, provided
the costs are supported by receipts Prior City
Manager approval is required for the higher per diem
rate.
(c) In the 'event the conference registration includes
meals, the per diem rage may be adjusted, based upon
the prorated amounts in 5 .4 (a)
5 .5 Incidental Expenses: The following items are eligible for
reimbursement:
* Parking Fees (over $5 . 00 per day requires a receipt) ;
* Safe arrival personal phone call (not to exceed five
minutes) ;
* Car Rental, when it is more practical and/or less
expensive than the use of taxi cabs, other public
transportation or hotel-supplied transportation;
* Cab Fare, while on City business;
* Business Phone Calls;
Toll Bridge expenses.
REVISED 3/8/94 31