HomeMy WebLinkAbout2012-13 open market procurmentsRESOLUTION NO. 2012-13
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH
INCREASING THE DOLLAR LIMITS FOR OPEN MARKET PROCUREMENTS PURSUANT
TO UKIAH CITY CODE SECTION 1522.
WHEREAS,
1. Ukiah City Code ("UCC") Section 1522 specifies when contracts for supplies and
equipment, maintenance, and personal services may be awarded without additional
notice to the City Council, when the contract may be awarded without prior City Council
approval, but must be reported to the City Council at its next regular meeting after the
purchase has been made, and when the award of the contract requires prior City
Council approval; and
2. The above-described treatment of these purchases depends on the dollar amount of the
purchase; and
3. Subsection D.1 in UCC Section 1522 authorizes the City Council to revise the dollar
limits specified for contracts for supplies and equipment, maintenance, and personal
services by resolution without amending the City Code; and
4. The City Council has determined that:
a. dollar limits in Section 1522 have not been revised since the ordinance was
originally adopted in 1991;
b. The effects of inflation over the past 20 years make the current limits
unrealistically low;
c. A review of dollar limits in other comparable jurisdictions shows that the current
dollar limits in Section 1522 are substantially below the dollar limits in these other
jurisdictions; and
d. Substantial staff time is unnecessarily consumed in preparing agenda summary
reports and other documentation, to report purchases that are permitted without
prior City Council approval and to obtain prior City Council approval for
purchases in excess of $10,000; and
5. Open market purchases authorized by Section 1522 may be used only if the purchase is
included within an approved fund account and an unencumbered appropriation exists in
the fund against which the purchase may be charged; and
Resolution No. 2012-13
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6. This resolution amends and replaces Resolution No. 2011-50, adopted on December 7,
2011;
NOW, THEREFORE, BE IT RESOLVED as follows:
1. The dollar limits in UCC Section 1522.B.1, governing Supply and Equipment
Contracts, except as provided in paragraph 5, below, C.2.a, are changed from
$10,000 to $30,000 and from $5,000 to $20,000, respectively.
2. The dollar limits in UCC Section 1522.C.2.a, governing Maintenance Contracts, and
C.3.a. governing Personal Service Contracts, are changed from $10,000 to $20,000
and from $5,000 to $10,000, respectively.
3. The dollar limit in UCC section 1522.13.2, governing Supply and Equipment
Contracts, except as provided in paragraph 5, below, are changed from $10,000 to
$30,000.
4. The dollar limit in UCC Section 1522.C.2.b, governing Maintenance Contracts and
C.3.b, governing Personal Service Contracts, are increased from $10,000 to
$20,000.
5. The dollar limits in UCC Section 1522.13.1, governing Supply and Equipment
Contracts, are eliminated for the following purchases of consumables:
a. Electric utility purchases of:
i. Conductor cable;
ii. Power poles;
iii. Transformers;
iv. Vaults;
v. Switchgear
vi. Miscellaneous routine inventory replacement items.
b. Water and sewer utility purchases of:
i. Chemicals for water and wastewater treatment; and
ii. Miscellaneous routine inventory replacement items.
c. Fuel
d. Software Maintenance Contracts
6. The effect of this resolution on UCC Section 1522 is illustrated in the attached Exhibit
A.
7. This resolution shall become effective on December 8, 2011 and shall apply to
purchases initiated or pending on the effective date. Solicitations or requests for bids
which have been issued and bids that have been received but not awarded prior to
the effective date shall be further processed using the higher dollar thresholds in this
resolution.
Resolution No. 2012-13
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PASSED AND ADOPTED this 7t" day of March, 2012, by the following roll call vote:
AYES: Councilmembers Thomas, Rodin, Vice Mayor Crane, and Mayor Landis
NOES: Councilmember Baldwin
ABSTAIN: None
ABSENT: None
ATTEST:
a
oAnne Currie, City Clerk
i
tMary An a Landis ayor
Resolution No. 2012-13
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EXHIBIT A
[Subsection A - definitions- omitted]
B. Purchases of Supplies and Equipment:
1. Supply and Equipment Contracts Under Thirty Thousand Dollars: Open
market purchases may be used for contracts for the purchase of supplies
and equipment costing ten thousand dollars ($30,000.00) or less, if the
purchase is included within an approved fund account and an
unencumbered appropriation exists in the fund against which the purchase
may be charged. Purchases costing more than twenty thousand dollars
($20,000.00) shall be reported to the city council at its next regular meeting
following the purchase. The report shall include the information described
in the definition of "open market purchase".
2. Supply and Equipment Contracts Over Thirty Thousand Dollars:
Contracts for the purchase of supplies and equipment costing more than
twenty thousand dollars ($30,000.00) shall be procured using the following
procedures:
[Subsections a-d omitted]
3. The following consumable Supplies and Equipment can be procured
through open market purchase and without City Council approval and
without a separate report to the City Council after the purchase is made:
a.. Electric utility purchases of:
i. Conductor cable;
ii. Power poles;
iii. Transformers;
iv. Vaults;
v. Switchgrear
vi. Miscellaneous routine inventory replacement items.
b. Water and sewer utility purchases of:
i. Chemicals for water and wastewater treatment; and
ii. Miscellaneous routine inventory replacement items.
C. Other Contracts:
[Subsection 1 omitted]
2. Maintenance Contracts:
a. Open market purchases may be used for maintenance contracts
costing twenty thousand dollars ($20,000.00) or less, if the purchase is
included within an approved fund account and an unencumbered
appropriation exists in the fund against which the purchase may be
charged. Maintenance contracts costing more than ten thousand dollars
($10,000.00) shall be reported to the city council at its next regular
meeting following the purchase. The report shall include the information
described in the definition of "open market purchase".
b. Maintenance contracts costing more than twenty thousand dollars
($20,000.00) shall be procured using the following procedures:
[Subsections (1)-(4) omitted]
3. Personal Services Contracts:
a. Open market purchases may be used for personal services contracts
costing Twenty thousand dollars ($20,000.00) or less, if the purchase is
included within an approved fund account and an unencumbered
appropriation exists in the fund against which the purchase may be
charged. Personal services contracts costing more than ten thousand
dollars ($10,000.00) shall be reported to the city council at its next
regular meeting following the purchase. The report shall include the
information described in the definition of "open market purchase".
b. Personal services contracts costing more than twenty thousand dollars
($20,000.00) shall be awarded using the following procedures:
[Subsections (1)-(4) omitted]
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