HomeMy WebLinkAboutRES 1998-07 - Board f
;REOLU?'1Ct �tI1C380?
f
\ R
Y$ 4 3
Z )f f�a >T�UCKE DONNED x£PUB��C= UT���TY D�STR�C:T r ,
R.
` ` �LARIF/CA7`I�N OF TNL'PC�U�Y ACJTHf)RIZING ENE DI�T141CT Tt?$I�URCH'ASE,.,
; 1hAER/ALSO EG?U�iP"�VIEIiF?'AND SUPPLE TIFOLIOIf JOINT PaRCIASIN 1 'OGRAI[�IS
MEN
WHEREAS, the Truckee Donner Public Utility District, according to Resolution No. 9718, adopted
a policy authorizing the District to purchase materials, equipment and supplies through joint
purchasing programs and this policy was added to the Truckee Donner Public Utility Codes at
Section 3.08.050, and
WHEREAS, according to the policy, the District may participate with other public agencies to jointly
purchase materials, equipment, supplies, information technology products, services, programs and
projects on the condition that the purchasing procedures comply with the District's competitive
bidding requirements and items can be purchased on the same terms, conditions and specifications
as the District, but at a price lower than the District alone; and
WHEREAS, as drafted, the policy is unclear on the procedure for joint purchasing with other public
agencies in that Sections 3.08.050(1)(C) and 3.08.050(1)(D) only mention state purchasing
competitive bidding requirements and that the state purchases the item at a lower price; and
WHEREAS, to clarify the policy, the District staff wishes to modify the policy and insert the phrase
"or public agency"after the work "State"in Sections 3.08.050(1)(C) and 3.08.050(1)(D);
NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of the District adopt the above
recitals a its findings, and
BE IT FURTHER ESOLVED by the Board of Directors that for the reasons set forth above, the
District modifies Code Sections 3.08.050(1)(C) and 3.08.050(1)(D) to add the phrase "or public
agency"as indicated in the shaded text of the attached policy and directs that such policy be added
to the District's Code.
PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the
District on the fourth day of March 1998 by the following roll call vote:
AYES: Aguera, Hemig, Jones, Sutton and Maass.
NOES: None.
ABSENT: None.
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
B
Y ig
Peter L. Holz eister, Clerk of the Board
-- ATTES ,
AMENDED CODE - 3/20/98
CHAPTER 3.08
PURCHASING
Sections:
3.08.010 Bid Procedure
3.08.020 Procedure for Purchase of Commodities or Equipment Under$10,000
3.08.030 Bid Procedure for Issuance of Service Contracts Over $10,000
3.08.040 Procedure Of Issuance of Service Contracts Under$10,000
3.08.050 Joint Purchasing with the State and Other Public Agencies
3.08.010 Bid Procedure for Purchase of Commodities of Equipment over$10,000 - Prior to
issuing a purchase order for the purchase of any item the dollar value of which exceeds ten
thousand dollars ($10,000), the provisions of the Public Contract Code shall be followed, as more
fully described in the following sections.
3.08.010.1 When a department head or the Buyer/Clerk determines that there is a need to issue
a purchase order the amount of which exceeds ten thousand dollars ($10,000), he/she shall notify
the General Manager by memorandum which states the purpose of the purchase, the budget or
work order account number to be charged and the specification of the item or items to be
purchased.
3.08.010.2 The General Manager shall review the memorandum and, if he approves the request,
shall cause a public notice to be published in the Sierra Sun requesting interested parties to submit
sealed bids. The bids shall be publicly opened and read at the date and time and in the place
specified in the public notice.
3.08.010.3 After the bids have been opened, the General Manager shall submit the matter to the
Board of Directors with a recommendation regarding award of the purchase contract.
3.08.010.4 When calling for bids on equipment available locally or when selling surplus materials,
equipment or property, the public notice shall be a small display ad in the Sierra Sun. If the
equipment or material to be purchased is not available locally, the ad shall be placed only in the
public notice section of the newspaper.
3.08.010.5 The General Manager shall establish procedures to properly manage the process of
notifying bidders of the results of the purchase and to implement the decision of the Board.
3.08.020 Procedure for Purchase of Commodities or Equipment Under $10,000 - Prior to
issuing a purchase order for the purchase of any commodity or equipment, the dollar value of which
exceeds five thousand dollars ($5,000), but is less than ten thousand dollars ($10,000), the
following procedures shall be followed.
3.08.020.1 The General Manager, a department head or the Buyer/Clerk is authorized to issue a
Title 3 Page 4
purchase order as defined in Section 3.08.020 after having first secured three informal telephone
quotes recorded in writing. In securing the quotes, the vendors must be asked to state any price
discount and any payment discount terms that the vendor will offer the District. In the event that
three quotes cannot be obtained, the purchaser shall provide the General Manager with a written
explanation and receive the Manager's approval prior to issuing the purchase order.
3.08.020.2 The purchase order shall be issued to the lowest responsive vendor taking into
consideration price and payment discount terms and delivery date.
3.08.020.3 Purchase orders for the purchase of commodities or equipment the dollar value of which
is less than five thousand dollars ($5,000) may be issued by the General Manager, any department
head or the Buyer/Clerk from any vendor after considering price, terms and delivery schedule.
3.08.030 Bid Procedure for Issuance of Service Contracts Over$10,000- Prior to entering into
a contract for services, the dollar value of which exceeds ten thousand dollars ($10,000), the
following procedures shall be followed.
3.08.030.1 The term "services" includes, but is not limited to, construction, maintenance or repair
of District facilities, but does not include professional services such as legal, engineering,
architectural or environmental services.
3.08.030.1 When the General Manager, a department head or the Buyer/Clerk determines that
there is a need to issue a contract for a service to be performed the dollar amount of which
exceeds ten thousand dollars ($10,000), he/she shall notify the General Manager by memorandum
which states the purpose of the service, the budget or work order account number to be charged
and the plan and/or specification of the service to be performed.
3.08.030.2 The General Manager shall review the memorandum and, subject to the provisions of
Section 3.08.030.3, if he approves of the service, shall cause a public notice to be published in the
Sierra Sun requesting interested parties to submit sealed bids. The bids shall be publicly opened
and read at the date, time and location specified in the public notice.
3.08.030.3 If the service is such that plans and/or specifications need to be prepared by a
consultant and the cost of the consulting service exceeds ten thousand dollars ($10,000), the
General Manager shall submit the matter to the Board of Directors for consideration before
authorizing the consultant to proceed.
3.08.030.4 If the service to be contracted is of a nature that will attract bids from local contractors,
the public notice shall be in small display ad form in the Sierra Sun. In addition, the consultant will
place advertisements in the appropriate trade journals. If the project will not attract local bidders,
the ad is to be placed only in the public notice section of the newspaper.
3.08.030.5 After the bids have been opened, the General Manager shall submit the matter to the
Board of Directors with a recommendation regarding award of the service contract.
3.08.030.6 The General Manager shall establish procedures to properly manage the process of
notifying bidders of the results of the award and to implement the decision of the Board.
3.08.040 Procedure of Issuance of Service Contracts Under$10,000 - Prior to issuance of a
contract for a service the dollar amount of which is less than ten thousand dollars ($10,000), the
Title 3 Page 5
following steps shall be followed.
3.08.040.1 The General Manager shall cause plans and/or specifications to be prepared.
3.08.040.2 Three informal telephone quotes shall be secured in writing. In securing quotes, the
contractor shall be asked to state any price or payment discounts and a completion date.
3.08.040.3 The contract shall be awarded by the General Manager to the lowest responsive
contractor taking into consideration price and completion date.
3.08.040.4 The General Manager may renegotiate and/or renew contracts upon their expiration.
(Reso. 9611)
3.08.050 Joint Purchasing with the State of California and other public agencies.The District
may purchase materials, equipment, supplies, information technology products and services
through the State of California procurement program and jointly with other public agencies in
accordance with the following procedures.
3.08.050.1 Notwithstanding any other provision of this Chapter, the District may purchase
materials, equipment or supplies, other than printed material, from the State of California through
its procurement program under Public Contract Code Section 10324 and jointly with other public
agencies, provided that:
3.08.050.1(A) The District approves specifications for any purchase of materials, equipment or
supplies, information technology products and services;
3.08.050.1(B) The cost of such items is ten thousand dollars ($10,000) or more;
3.08.050.1(C) The State or public agency has solicited or advertised for bids in a manner which
complies with the competitive bidding requirements applicable to the District; and
3.08.050.1(D) The State or public agency purchases such items at a price lower than the District
can obtain through its purchasing procedures.
3.08.050.2 The District shall reimburse the State or other public agency for any charge made to
the District for purchasing services.
3.08.050.3 Notwithstanding any other provisions of this Chapter, the District may purchase
materials, equipment, supplies, information technology products, programs and services other than
printed material, from the State of California through its procurement program, or jointly with other
public agencies, when the cost of such items is less than ten thousand dollars ($10,000)when the
District determines that it is in its best interests to do so.
(Reso. 9718 AND 9807)
Title 3 Page 6