HomeMy WebLinkAboutRES 1984-35 - Board a
RESOLUTION NO. 84
OF THE
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
ESTABLISHING DISTRICT POLICY REGARDING MAINTENANCE
AND MISCELLANEOUS SERVICES COSTING UNDER $3,000
V'
WHEREAS. - the need for a consistent, concise and understandable procedure
for on--going services required by the District and not able to be accomplish-
ed by District personnel, individually costing less than $3,000, has been
determined; and
WHEREAS, the Management Audit of the Truckee Donner Public Utility Dis-
trict prepared by the Harvey M. Rose Accountancy Corporation made specific
recommendations concerning purchasing practices;
NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Truckee
Donner Public Utility District that the policy regarding procedures for on-
going services required by the District and not able to be accomplished by
District personnel as set forth in Exhibit "A" attached hereto, is hereby
adopted this date.
PASSED AND ADOPTED by the Board of Directors of the Truckee Donner
Public Utility District at a regular meeting duly called and held within
said District on the 21st day of May 1984, by the followin
roll call vote:
AYES: Cooley, Corbett, Hami.l tors and Duffy,
NOES: None.
ABSENT: Maass.
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
By .
J&es A. Maass, President
ATTEST:
Susan M. Craig, Deputy Dist ct Clerk
143
POLICY ITEM: MAINTENANCE/MISCELLANEOUS SERVICES (under
Date issued: 5/1 84 Reference: Resolution No. 8
42&
Date effective:, 5/21/84
Truckee Donner Public Utility District
POLICY STATEMENT
,1. This policy shall apply Lo on-going services required by the District and
not able to be accomplished by District personnel. Such services, on an
individual basis, must cost $3,000 or less.
2. These services shall include, but are not limited to, the following:
a) Janitorial service
b) Road paving
c) Snow removal
3. To have the District in a state of readiness to properly arrange for on-
going services, the General Manager shall, each year as soon after January
1st as possible, receive a report from the appropriate staff persons identi-
.fying the on-going services that are anticipated for the current year. The
General Manager shall have prepared a list of vendors who have expressed an
interest in providing one or more on-going service, and shall secure suffi-
cient information to pre-qualify said vendors. .
4. Prior to entering into an agreement for on-going services the cost of which
is greater than $250 and not more than $3,000 with any vendor, the General
Manager shall have the following steps followed:
a) Prepare specifications and, if he deems necessary, contract documents.
T
b) Secure 'Informal quotes, recorded in writing, from the pre-qualified
vendors' list. In securing informal quotes, the vendors must be asked
to state any price discount in effect for the District and any payment
discount terms that the vendor will offer the District.
c) Award the contract to the lowest pre-qualified vendor taking into
consideratioln price and payment discount terms. Award shall be by
'Contract for any service for which contract documents were prepared
or for any purchase of on-going services over $1,000. Other awards
may be made by issuance of a purchase order.
5. Contracts, upon expiration, may be renegotiated and/or renewed at the dis-
cretion of the General Manager.
6, Prior to entering into any agreement for on-going services the cost of
which is less than $250, the appropriate staff person shall secure informal
telephone quotes and issue a purchase order to the lowest pre-qualified
vendor.
PLH/smc
5/9/84
Ir,