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HomeMy WebLinkAboutRES NO 27-79 RESOLUTION NO.' 27-79 A RESOLUTION OF THE COUNCIL OF THE CITY OF BAKERSFIELD AUTHORIZING THE DEPARTMENT OF GENERAL SERVICES OF THE STATE OF CALIFORNIA TO PURCHASE CERTAIN ITEMS. WHEREAS, Government Code Section 14814 allows the Department of General Services of the State of California to act as the buying agent for any City purchase of material and equipment which exceeds $500.00; and WHEREAS, through the use of such service of the Depart- ment of General Services, the City of Bakersfield can save money in the purchase of many products by Obtaining prices generally available to only large buyers; and WHEREAS, this Council finds and determines that from time to time it is desirable for the Department of General Services of the State of California to purchase certain items on behalf of the City of Bakersfield; and ~ WHEREAS, the procedure for purchasing items on behalf of the City of Bakersfield by the Department of General Services will not conf.lict with the provisions of the City Charter. NOW, THEREFORE, BE IT RESOLVED, that the Council of Lthe City of Bakersfield does hereby authorize the Office of Procurement, Department of General Services of the State of California to pur- chase certain items from time to time for and on behalf of the City of Bakersfield pursuant to Section 14814 of the Government Code and that the Finance Operations Manager, is hereby authorized and directed to sign and deliver all necessary requests and other docu- ments in connection therewith for and on behalf of the City of Bakersfield. o0o I HEREBY CERTIFY that the foregoing Resolution was passed and adopted by the Council of the City of Bakersfield at a regular meeting thereof held on the 28th day of March, 1979, by the following vote: AYES: COUNCILMEN BARTON, CHRISTENSEN, MEANS, MILLER, PAYNE, RATTY, STRONG NOES: COUNCILMEN t/~ ¢~""IA._-Q-- ~.~ ABSENT: COUNCILMEN: ~ ,q,'L(~ ~ ~-' ABSTAINING: COUNCILMEN: C T E~~n ffiCio Clerk of the I Y ~ Council of Bakersfield APR-RQV.E~'this 28th day of March, 1979 '~.~f.~ of Bakersfield WHAT IS IT? ,. Cooperative Purchasing is a program whereby the State Office of Procuresent · '. of the Department of General Services may act as the buying agent for political subdivisions of the State, if so requested, provided the pro. duct is for public use and the total purchase exceeds $500.00. The program is completely voluntary and the "customer" - that is, the political subdivision - determines if and when it is advantageous to make such delegation. AND HOW ESTABLISHED The. program was initiated in 1961 as a. result of State leKislation which was sponsored by counties and cities through the County Supervisors Association and the League of California Cities. 'The legislation is contained in Section lqal~ of the Government Code. (See Page iv), which briefly states that the State Department of General Services is authorized. to make purchases of material and equipment for any county, city, or other political subdivision under the same terms and conditions pertaining to State purchases. It requires competitive bidding and nonrestrictive specifications. The objective is to stretch the tax dollars available to political units by Bitowing them to participate in the purchase of many products at prices gener- ally available to only large buyers, and to standardize quality and service levels. PROCEDURE -.. Adoption of Resolution. TheGovermnent Code Section, together with the regu- lations adopted to implament the code section, requires'that the governing board of each political subdivision ~oard of Supervisors, City Council, Trustees, etc.') adopt a resolution designating the State as its.agent in.making purchases..This. resolution generally follows one of two forms: a) a specific resolution pertain- in8 to one specific purchase; b) an open ~lanket) resolution covering a variety of supplies and equipment for'a definite or indefinite period of time. (Sample resolution Page viii) A copy of your. resolution should be submitted with each request for purchase, " .. Submission of Local A~encw Purchase Request. A standard form has been adopted which is available from the State Office of Procurement (see Page vii), but which may be reproduced locally. If your request is for a contract item listed· in the current contract listing, agencies are encouraged to submit a blanket purchase request for each contract you wish to use.. The blanket request should be in an amount to cover your estimated needs for the balance of the contract period.' You are not obligated to expend the entire amount estimated, but your ~uess should be as accurate as possible. The ·blanket request should be for a specific dollar amount only, without detailing individual items (i.e. steel office files, as requested, total purchase not to exceed $0000.00). .The State will issue a blanket purchase order to the contractor in the name of your agency and you may order individual items directly as needed,'supplying at that time ~LaLe ol uallrorn18' Cooperative Purchasti Page Two the size, color, and other pertinent information. Please note, however. that-' you must adhere to the terms of the contract, particularly any minimum order limitation, and refer on your order to the State blanket purchase order number. 'Individual requests for items for immediate delivery, or combination of blanket request and items for immediate delivery may be used. Blanket Purchase Requests. There seems to be some: confusion on this subject. Generally, a blanket purchase request is.the most desirable method of ordering contract items because it permits you to estimate your requirements and order directly from the contractor on an "as needed" basis. For example, on.large lamps, it would be extremely difficult to pre-determine the exact quantity of each size and type for an entire contract period. A blanket request calling for "large lamps, sizes and types required, not to exceed $0000.00" will permit you the flexibility of ordering large lamps as needed, minimize housing, and give you specific and intimate control of ~ach delivery transaction. Securin~ Prices. Prices are secured by the State in eonformance with the competitive bidding requ/rements of the Government. Code, and include combining requests of other participants including the State, or as a separate bid for a specific agency. Issuance of Purchase Order. When nil statutory and procedural requirements have been met, the State will issue a purchase order in behalf of the requts- ltioning agency. The State does not assume any financial responsibility in connection with the purchases and the local agency is obligated. to meet the terms and conditions of the transaction, This includes prompt:payment after receipt and acceptance of the merchandise, making partial payments for merchan- dise received, and nottakingunearned discounts, which are subject to rebilling by the supplier. (,'2% - 20 Days" means 2%discount maybe taken from the voice if paid within 20 days after receipt of the merchandise or invoice, which- ever is later; if payment is not made within 20 days, terms are net.) Follow-Uo and InsDection of Goods Received is primarily. the responsibility of the receiving agency.- All items delivered should be inspected immediately for' compliance with specifications and terms of the purchase order. If merchandise .is not in compliance, the vendor should be notified immediately by phone, possible, and confirmed in writing with a copy to the Office of Procurement, attention Local Agency Section. If you encounter any difficulties, do not hes- itate to contact the Office of Procurement for assistance. C~ARG~ AND BILLING .. ,The Government Code requires that'the Cooperative Purchasing Program be self- supporting; consequently, a nominal service charge is. made for each transaction. Basically, this charge is 1.L%with a maximum limit of $2000.00; a standard charge of $~0.00 is made for each contractual purchase, regardless of amount. .The State service chargeis not included on the purchase order issued by the Office of Procurement, but is billed separately. The $q43.00 per contract per contract period is the normal charge. The 1.1% charge is applied to special bid items,. and includes veh/cles, busses, paper, etcetera. Each contract in the catalog shows the applicable charges. tt FEB O1 PsZe Thx~e Pro~rm OBLIGATIONS OF T~ STATE The State will process all purchase requests on a timely basis and secure pro- ducts and services at the lowest price cc,~ensurate with the quality level spec- ified. The State will endeavor to provide advice and assistance on purchasing matters, specifications or any related subject upon' reguest, and will serve to the best of its ability as coordinator for items of common interest and concern. MAILING LISTS Principal mailings consist of ,Cooperative Purchasing catalogs showing available contract prices, together with specialized offers or notices of interest. Up- dates are made to the catalog to update, change, or add to ·contracts, XNFORMATION Xnformatton on the Cooperative Purchasing Program, contracts published in the Cooperative Purchasing catalog, or on special purchases may be obtained by con- tatting R. R. Brewnice, State Office of Procurement, Cooperative Purchasing P~o~ram, P. O. Box 1612 (1823- l~th Street), Sacramento, CA 95807, (916) BACKDOOR BUYING AND SELLING Backdoor buying is when a contractor offers to sell to you at'the same price available from a contract, thereby. avoiding the service charge.. Backdoor selling. · iS when a vendor, unsuccessful as a bidder. offers to sell for less that the contract price offered by the low bidder. Succumbing to such practices is beneath the di~D/t~ of a professional public purchasing official. Our reputation and/nte~ity dictate that such offers, if made., be rejected as unethical and unwoPthy of bothbuyer and seller.' · .. 0 FEB O1 GOVERNMENT .CODE IKCTXON 148]4. ~Fhe Department of Oenerai Sen'ices is authorized to make purchases of materials, equipment, or supplies, other than printed material, on behalf of any city, county. city and county. district, or o~er Ideal governmental body or corporation emlnnvered to expend public funds for the aequisiti~m of pn,perty, upon written request o~ much ideal agency; provided that such purchases can be made by the Department of General Services up.n the same terms, e~md~tions aml ~i~eations at a price io~ver ~han the h}enl ~gency can .bt:tin through i~ normal pushusing procedures. The state shall incur no financial ~onsibility in connection ~vith purehasps t'.r h~eal agere,lea under this section. No purchase shall be for ]e~s than tive hundred dollars ($5~) and the b~nl ngpney shall accept ~ie responsibility for pay- ment to the vendor. All purchases shall be subject to audit and insp~- tion by the l~al agency for which made. The competitive bidding requirements of this chapter shall apply to ~unhases made under this ~tion. Pureha~s under th~ ~etion shall be subject to the provisions of ~tion 14813. No purehn~ shall ~ m~de under this section ~hen bids have been ~ived by the loefi[ agency for the furnishing of such materials. equip- ment. or supplies, unless the purebase by the Department o~ General 8erviees enn be made at a l,~wer price upon the nine terms, oonditio~ and specifications. A charfie shall be made to each local agency availing it.ll' of this ~nlee. snela charfie to be not l~s than the estimated cost to the de~r~ meat of rendering the .~rviee. including costs incurred by ths depart- ment in prepar~tion for ~Lpureha~ requested by a h~eal agency in ~stsne~s where such request is eameeled or withdrawn by the local I~ney prior t0' Eward of tile contract or pureha~ order by the depar~ meat. ~he Department dE General Services may adopt such rules and regu- ~tiou as are neee~ry ~or the purpose og ~ ~tion. (Added by 8tats. 1965, Ch. 371.) 4v FEB OZ