A purchasing system for the City of Santa Maria is adopted to establish efficient procedures for securing supplies, services, specified construction and operations work, and equipment at the lowest possible cost commensurate with quality requirements; to exercise positive financial control over purchases; to clearly define authority and accountability for the purchasing function; to minimize the written documentation, administrative actions and expense of processing purchase transactions; and to assure the quality of purchases made on behalf of the City.
(Ord. 2007-02, eff. 4/19/07)
The City Manager, or his or her designated representative, shall be the Purchasing Authority. The Purchasing Authority function shall include the following powers and duties:
(a) 
To develop and prescribe, for the departments, such administrative policies, forms and files as may be reasonably necessary for the internal management and operations of these purchasing procedures;
(b) 
To negotiate, purchase, and contract for supplies, services, specified construction and operations work, and equipment in accordance with purchasing procedures prescribed by this chapter, and such other rules and regulations as shall be prescribed by the City Council;
(c) 
To act to procure the needed quality in supplies, services, and equipment at minimum expense; and
(d) 
Endeavor to obtain as full and open competition as possible on all purchases.
(Ord. 2007-02, eff. 4/19/07)
In addition to the provisions of this chapter, the City Manager shall prepare and implement a guideline of purchasing policies and procedures. Said procedures may be amended, as needed, by the City Manager to address operational issues as they arise.
(Ord. 2007-02, eff. 4/19/07)
The purchase of supplies, services, equipment, as well as operations and construction projects whose cost does not exceed the limit for informal bidding referenced in Chapter 8-16 of this Code, shall be by bid procedures set forth in this Chapter. Such procedures, including the procedures for public projects referenced in Chapter 8-16 of this Code, may be dispensed with, at the discretion and judgment of the Purchasing Authority as to the best interests of the City, as follows:
(a) 
When the amount to be expended is less than the minimum bid requirement stated in the Purchasing Guidelines;
(b) 
When an emergency requires an order be placed with the most expedient available source of supply;
(c) 
When the item(s) may be obtained from only one vendor or supplier;
(d) 
When uniform specifications or standards have been established for the item(s);
(e) 
When competitive bid procedures have already been utilized by another public agency, including, but not limited to, federal, state and county governments, including, state of California agencies, counties, cities, joint powers agencies and special districts, or nonprofit agencies whose main purpose is to assist cities or other public entities, including, but not limited to, the League of California Cities and Independent Cities Association; provided, the equipment, goods, supplies, or services are provided to the City at the same or better price, as was obtained through competitive bid procedures of that entity;
(f) 
When it is reasonably necessary for the preservation or protection of public peace, health, safety, or welfare of persons or property;
(g) 
When the City's need is of an indeterminate nature and a request for proposal will result in a favorable and efficient comparison of supplies, equipment, and/or services;
(h) 
When the terms of law require use of another procurement procedure; or
(i) 
When the City is complying with any other exemption allowed by law or set forth in the City's Purchasing Guidelines.
(Ord. 2007-02, eff. 4/19/07; Ord. 2020-03, eff. 6/7/20)
The restrictions and provisions of this chapter shall not apply to contracts involving the acquisition of professional or specialized services such as, but not limited to, architects, attorneys, engineers, and other specialized consultants. Selection for such services will be made by an evaluation of proposals solicited from capable professionals, when the cost of the work to be performed falls within the "formal process" range specified in the Purchasing Guidelines. This section shall not prohibit the Purchasing Authority from requiring proposals for work with an estimated cost of less than the Purchasing Guidelines specified amount if, in the discretion of the Purchasing Authority, selection based upon the evaluation of proposals would better service the interest of the City.
(Ord. 2007-02, eff. 4/19/07)
In addition to the bid or quotation price, the criteria for determining the lowest responsible bid or quotation, shall include, but not be limited to, the following:
(a) 
The character, integrity, reputation, judgment, experience, and efficiency of the bidder, which may include an analysis of previous work performed for the City;
(b) 
The ability of the bidder to perform the contract, or provide the supplies, equipment or services required, within the time specified, without delay or interference;
(c) 
The ability of the bidder to provide future maintenance, repair parts, and replacement of purchased equipment or supplies;
(d) 
Compliance by the bidder with federal acts, executive orders and state statutes governing nondiscrimination in employment; and
The results of any evaluation relating to performance and price, such as testing, lifecycle costing, and analysis of service, maintenance and technical data.
(Ord. 2007-02, eff. 4/19/07)