Resolution No. 83-109 CITY OF TIGARD
CITY COUNCIL ACTING AS THE CONTRACT REVIEW BOARD
RESOLUTION NO. 83- 140-,
A RESOLUTION ADOPTING A PURCRASING MANUAL
WHEREAS, the City Council has been established as the Local Contract Review
Board for the City of Tigard with the authority to adopt rules and regulations
relating to the award of public contracts; and
WHEREAS. the Local Contract Review Board has adopted rules; and
WHEREAS, Ordinance No. E3-Ga directs the City Administrator to prepare a
manual to guide City employees in the exercise of the purchasing, contracting
and sale of City property functions for adoption by the Board;
NOW THEREFORE, BE IT RESOLVED THAT:
The City Council acting as the Local Contract Review Board adopts the
attached manual.
PASSED: This 19th day of December, 1983.
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Attest:
City Recorder
' RESOLUTION No. 83- 1/7_;.
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INTRODUCTION m
This Manual describes the City's purchasing system and procedures. These
systems have been developed to enable the City to obtain required goods and
services in eccordance with State law while facilitating an efficient and
least cost process.
In order to make the system work efficiently, to obtain maximum value for
every public dollar spent and to protect the City from unwarranted liability
and obligations, each City employee must cooperate with the Purcnnsiug Agent
and must be generally familiar with these procedures and rules.
Each employee is charged with the responsibility of conducting the business of I
the City with the highest standard of ethics, observing both the letter and j
spirit of the law. j
The Purchasing Objectives of the City are as follows:
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To consistently obtain quality goods and services at the lowest price in
the proper quantity for delivery when and where required.
To vigilantly guard against unnecessary obligation and liability risks in
all transactions.
To treat all bidders and suppliers fairly. equally and with the utmost
professionalism.
To assure that expenditures from the Public Trust are made scrupulously
within the constraints of our Budget Laws, City Charter, the Tigard
Municipal Code and Ordinances and applicable Federal and State Laws.
This manual is effective upon issuance pursuant to ordinance 83--4a?W--; and
supersedes all previous Purchasing Systems, Procedures and Directives.
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I. GENERAL INFORMATION - LEGAL FRAMEWORK
A. The laws, ordinances and rules applicable to purchasing, contracting and
the sale of City property are as follows:
1_ The Oregon Revieed Statutes; VAS Ch. 279 rdin_g public contracts
and purchasing;
2. The Tigard Municipal Code; Ch. 2.46 creating the Local Contrac t
Review Board and prescribing the duties of the Board and
Administrative staff;
3. The Local Contract Review Board; Rules of Procedure which have the
full force of law regarding City contracting, purchasing and sale of
property or professional services.
B. This manual has been prepared to aid employees in the procurement of goods
and services. The purpose of the manual is to establish procedures to carry
out the Rules adopted by the City of Tigard Local Contract Review Board. The
manual is a guide and does not have the force and effect of law.
C. The Procurement System and Procedures excludes payments for those items
that are strictly an accounting function: investments, coupon/bond
redemptions, employee expense reimbursements, training requests, mandatory
payroll tz==es, established benefit payments and progress payments that have
previously been authorized by contract or purchase order. These payments will
follow the check request procedure, subject to budget authorization.
II. SUMI3ARY OF LOCAL CONTRACT REVIEW BOARD POLICY
A. Items exempt from formal bid procedures are set forth in the Board Rules.
B. For items which are not exempt from competitive bidding the Board Policy
is as follows:
1. If the estimated cost of an item is $500 or less, the Purchasing Agent
shall obtain competitive quotes, where feasible.
2. If the estimated cost of an item is $500.01 - $5,000.00, a minimum of
three competitive quotes must be obtained, if possible.
3. If the estimated cost of an item exceeds $5,000.01 the City shall
follow a formal bidding procedure which consists of three major
activities: advertising for bids, receiving of sealed proposals and
formal awarding of contracts to a responsible bidder.
III. OVERVIEW OF RESPONSIBILITIES
A. Requesting Department's Responsibilities
1. To make certain that funds are available and budgeted for the purchase.
2. To allow sufficient lead time so an order may be processed in advance
® of needs.
3. To prepare basic specifications for items needed when possible.
4. To inspect materials when received.
5. To process paperwork promptly for payment.
6. Implementation of Professional Service Contracts as provided by
Ordinance.
7. Enforce the adopted Board Rules and make all purchases in accordance
with them and the procedures set forth in this manual.
8. Prepare and be responsible for the submission of requisitions to the
Purchasing Agent.
B. Purchasing Division Responsibilities
1. Selecting sources of supply and determining prices.
2. Procuring items that will meet the department's requirements at the
least cost through a competitive process.
3. Coordinating all requests for purchases.
4. Developing standardization of specifications to insure a competitive
market consistent with both quality and quantity purchases.
5. Execution of all Purchase Orders and Formal Contract documents,
irrespective of dollar amount as prodded in the Board Rules.
6. Solicit quotations and proposals from vendors/suppliers.
7. Provide requesting Departments with cost/delivery information.
8. Coordinate and continually inform Accounting of the status of
outstanding purchases.
9. Combine requests from Departments to specific vendors before issuing
purchase order for quantity purchasing efficiency.
10. Analyze requests for possible duplications, maintain a current
inventory of surplus supplies and equipment.
11. Negotiate Purchase Orders and assist in negotiations of contracts.
12. Establish and maintain official City files on purchase orders and
contracts.
13. Evaluate periodic requirements for goods and services and,
as appropriate , issue Blanket Orders.
14. Coordinate actively with State, County and other jurisdictions for
volume purchasing of goods and services.
15. Review City requirements for "used" versus "new" equipment/furniture
procurement decisions.
16. Evaluate and analyze Bids/Proposals and make recommendations to
Department Directors, Administrator and Local Contract Review Board.
17. Review, approve, au*horize and issue purchase orders/contracts as set
forth in Table 1.
■ C. Vendor Responsibilities
1. Quoting and bidding on a competitive market basis.
2. Delivering items in the time specified and providing the quantity and
quality ordered.
3. Auhering to specifications and contrast conditions.
D. Accounts Payable Responsibilities
1. Receiving all invoices.
2. Auditing vendoi invoices and purchasing documents.
3. Encumbering funds for each purchase.
4. Preparing checks for payment for all materials, supplies and services
purchased by the City.
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IV. CLASSIFICATION
All purchases fall into one of five classifications:
A. Exempt Purchases are purchases which are exempt under the Board Rules.
B. Formal Bids applies to purchases and public contracts for items costing
more than $i5,009.01.
C. Informal Notes applies to purchases and public contracts for items
costing between $500.01 and $5,000.00.
D. Ne otiated Psice applies to purchases and public contracts for items
costing 500.00 or less.
E. Petty Cash Purchases applies to incidental purchases of $25.00 or less.
V. THE PROCUREMENT CYCLE
A- The Purchase Requisition
1. The Purchase Requisition (P.R.), starts the entire Procurement
The P.R. provides Purchasing with necessar Cycle.
Purchase Order (P-O-) to bY informatian to allow a
without a P.R.)- e issued. (No Purchase Order will be issued
2. A Purchasing Requisition can be used to:
a. Request the purchase of goods or services.
b. Change or cancel an outstanding P.O. commitment.
C. Request purchasing to solicit bids/proposals.
This form should be filled out as completely as possible by the requesting
Department and delivered to the Purchasing Agent as far as possible in
advance of the date the item is required.
3. You must fill out the Purchase Requisition form. Include all
necessary information including an adequate description of the goods or
services you wish to purchase.
a.
Purchasink the appropriate space to indicate if you want the
g Agent to obtain quotes, locate vendors, etc. The
Purchasing Agent will do the necessary work and contact you with the
results. If they meet with your approval, the Procurement Cycle will
be continued.
b• If the item is proposed to be purchased as "Sole Source", the
Requesting Department must provide the Purchasing Agent with a "Sole
Source: justification memo.
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C. If you have cost estimate information, include it on the P.R.
You must make sure that the P.R. is signed by the appropriate person.
d• Retain a copy of the P.R. for your files.
4. Vendor Contacts and Selection: After receiving the
P.R., Purchasing will contact/solicit information--quotes properly completed s
vendors/suppliers, according to the classification in which the r
proposals from
falls. purchase e
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GIOFT'GARD
PURCHASE REQUISITION No.
TO: F-OKU118ING
FROM: Dept.
PLEASE / / ISSUE PURCHASE nRDER
GET PRICE/DELIVERY QUOTATIONS AND CALL ME
WHEN THEY ARE RECEIVED
SPECIAL INSTRUCTIONS:
SUGGESTED VENDORS:
DELIVERY TO:
QUANTITI REQUIREI ACCOUNT ESTIMATED
REQUIREREQUIREr DESCRIPTION DATE NUMBER PRICE
APPROPRIATION BALANCE: AS OF: SIGNATURE
APPROVALS: SEC/DIV MANAGER
(if over $500.01)DEPT. HEAD /PURCH. AGENT
®. (if over $5000.01)DEPT. HEAD /PURCH. AG_ `1 'L�N. DIR.
(FT:pm/0727A)
B. Process after Purchase Requisition
1. Formal Bid Procedures - $5,000.01 and over.
Since the bidding procedure is the focal point of public buying, it
should be conducted so that no suspicions can or will arise. Because
of its importance, the bidding procedure is set forth below in
detail. The formal bidding procedure consists of the following steps_
Responsibility Action
a. Requesting Department Prepares a bid specification package
and a P.R. for item to be purchased.
The bid specification package is
described in Board Rules.
b. Requesting Department Sends original of the P.R. to
Purchasing Agent.
Note: Be sure to have appropriation authority before processing.
C. Purchasing Agent Reviews the bid specification
package for completeness, clarity and
objective basis of award.
d. Purchasing Agent Prepares advertisement for bid.
e. Purchasing Agent Adds item to bid list and places it on
the CRB agenda.
Note: If a Councillor requests to delay an item, Purchasing will notify
the department at once.
f. Purchasing Agent Advertises for bid. Bids are
received, opened and tabulated. Bid
package with letter of transmittal is
forwarded to department for review and
recommendation of -_-rdor
justification for not selecting the low
bid. Purchasing should document its
findings when not recommending low bid.
g. Requesting Department Forwards recommendation to Purchasing.
h. Purchasing Agent Reviews department's selection and
awards contract or Purchase Order to
lowest responsible bidder Cor selected
bidder, if the lowest bidder was
disqualified).
NOTICE OF DISQUALIFICATION OF BIDDER SHALL BE THE RESPONSIBILITY OF PURCHASING
i. Purchasing Agent Notifies the successful bidder of
award. The successful bidder will be
notified by telephone and/or certified
mail the next working day after
selection.
j. Purchasing Agent Prepares a purchase order and/or formal
contract and contract description form
for transmittal to the successful
bidder.
TIME FRAME - FORMAL BID
Bid specification 5 Days
(Package review)
Board review 5 Days
Board requests to delay 10 Days
No•:e: This review could be 15 days, and you should plan ahead.
Advertisement for bids
Bid Opening 10 Days
Bid tabulation
Department review 5 Days
Successful bidder notified
Contract prepared 10 Days
Contract or purchase order signed and distributed
Note: For third-p,:_ _, -:nancing, add 5 days
Total Time Required: 45 to 50 working days
k. Vendor Successful bidder signs and returns
contracts within 5 to 10 days of
transmittal.
1. Purchasing Agent Forward the contract package to
appropriate City departments for
approval.
M. Vendor Fulfills the requirements of contract
or Purchase Order and sends invoices to
the Accounting Division
n. Requesting Department Administers contract, inspects
materials, construction or services
to determine whether it conforms to
con
d terms.
Note: Discrepancies should be reported ttocPurchasing anot nn
the vendor, as
soon as possible.
o. Requesting Department If items have been furnished as
requested, sign and date receiving
COPY of Purchase Order and process for
payment.
2. Informal Quotes procedures — $500.01 to $5,000.00
If the estimated cost of an item exceeds $500.01, the Purchasing Agent will
solicit on an informal basis written or oral quotes has determined by type of
purchase), and will document the quotes.
Responsibility Action
a. Requesting Department Prepares and sends a P.R. and a
specification package for the item to
be purchased. The bid specification
package is described in Board Rules.
b. Requesting Department Sends white copy of the P.R. to
Purchasing Agent.
C. Purchasing Agent Reviews the bid specification
package for completeness, clarity and
budget authority.
d. Purchasing Agent Lists vendors from which quotes will be
obtained and prepares requisition
package.
e. Purchasing Agent Types request for quotation, mails to
vendors and files copy of the request
together with the F.R. in a pending
file.
f. Vendor Returns the quotation to the Purchasing
Agent.
g. Purchasing Ageat Evaluates quotes, selects a vendor and
completes the name of vendor and
pricing information on P.R.
h. Purchasing Agent Prepares purchase order and/or contract
for transmittal to successful bidder.
TIME FRAME - INFORMAL QUOTE
Bid specification
Package ..,yigw 3 Days
Send to vendor
Vendor 5 Days
Quote opening
2 Days
Quote tabulation
Contract preparation 5 Days
Purchase order preparation 2 Days
Total Time Required - Contract 17 Days
Purchase Order 12 Days
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i• vendor Fulfills requirements of purchase order
or contract and sends invoices to the
Accounting Division.
j• Requesting Department Administers contract, inspects
materials, construction or services to
determine whether they conform to
contract specifications.
Note: Discrepancies should be reported to _Purchasing, not the vendor, as
soon as possible.
k. Requesting Department If items have been furnished as
requested, sign and date receiving
copy of purchase order and process for
payment.
3. Negotiated Price Procedures — $500.00 or less
The Purchasing Agent will analyze the purchase request and seek the best price
on an informal basis either by calling prospective vendors or reviewing
catalogs.
Responsibility Action
a. Requesting Department Prepares and sends a P.R.to for the
item to be purchased.
b. Requesting Department Sends white copy of the P.R. to
Purchasing Agent.
C. Purchasing Agent Reviews the purchase requisition
for completeness, clarity and
budget authority.
d. Purchasing Agent Lists vendors from which quotes will be
obtained and prepares requisition
package.
e. Purchasing Agent Types request for quotation, calls the
vendors and files copy of the request
together with the P.R. in a pending
file.
f. Vendor Answers with a quotation to the
Purchasing Agent.
g. Purchasing Agent Evaluates quotes, selects a vendor and
completes the name of vendor and
pricing information on P.R.
h. Purchasing Agent Prepares purchase order and/or contract
for transmittal to successful bidder.
i. Vendor Fulfills requirements of purchase order
or contract and sends invoices to the
Accounting Division.
j. Requesting Department Administers contract, inspects
materials, construction or services to
determine whether they conform to
contract specification:;. _
Note: Discrepancies should be reported to Purchasing, not the vendor, as
soon as possible.
f
k. Requesting Department If items have been furnished as
requested, sign and date receiving
copy of purchase order and process for
payment.
4. Pettv Cash Procedures - $25.00 or less
Incidental purchases, requiring minimum documentation, manager approval and
petty cash custodian approval.
Responsibility Action
a. Requesting Department An emplovee purchases goods or services
completes a petty cash voucher and
submits the voucher to his/her manager
for approval.
b. Requesting Department Employee delivers signed petty cash
voucher to the petty cash custodian.
C. Petty Cash Custodian Reviews the voucher and receipt for
completeness, clarity and budget
authority (i.e., account number).
d. Petty Cash Custodian Disburses funds to the employee.
Note: If the Petty Cash Voucher is incomplete, the Petty Cash Custodian
will so advise the employee and requesting department_ immediately.
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C. Purchase Order
After the preliminary steps are complete, Purchasing will issue the Purchase
Order (P.O.) to the successful vendor. The Purchase Order is a multi—part
form and will be distributed after order placement.
Original Copy To Vendor
Second Copy To Purchasing Files
Third Copy To Accounting Division
Fourth Copy To Receiving (c/b requesting dept)
Fifth Copy To Requesting Department
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PURChASE ORDER ,..,
DATE Ct7Y
VENDOR SHIP TO.•
1. Our Purchase Order Number must appear on all invoices, packing slips and
correspondence.
2. Unlcsa you notify us within ter. (10) days of the date of this order, you
agree to be bound by the terms and conditions printed on the front and
reverse side of this Purchase Order, and those incorporated by reference.
REQUIRED
DELIVERY DATE FOB DESTINATION SHIP VIA TERMS
ITEM NO. QUANTITY DESCRIPTION ACCOUNT NO UNIT AMOUNT
PRICE
TOTAL
SEND BILLINGS TO: BY:
PURCHASING AGENT
City of Tigard TELEPHONE NO.
POB 23397
Tigard, Oregon 97223 REQUISITION NO.
VENDOR'S COPY PAGE 1 OF PAGES
41 I
(FT:pm/0727A)
D. Delivery/Receipt of Goods and Services
1. All goods/equipment/supplies will be delivered to the designated
receiving area. (In some limited cases, deliveries may be made elsewhere
but the Requesting Department must make special arrangements with
Purchasing).
2. When the goods are delivered, the Receiving Function/Requesting
Department must check the delivery against the shipping document/packing
slip and the Purchase Order for conformity to quantity, quality and
specifications. The following steps are to be followed: M
a. Check the delivery slip to see that it agrees with the goods
received.
b. Check the delivery slip against the Purchase Order.
C. Check to make certain that the Purchase Order number is shown on
all documents.
d. If all is complete ana correct, sign the "Receiving Copy" of the
Purchase Order and send all documents to the Accounting Department.
e. In case of damaged delivery, you must make note as such on Bills
of lading/Delivery Documents and "Receiving Copy" of the Purchase
Order.
f. In case of incomplete (shortage) or overage you must:
},record on the "Receiver Copy", all items received. Make a copy z
of the marked—up "Receiver Copy" together with packing slips to
Accounting.
When the final delivery on the Purchase is made, sign the
"Receiving Copy" as "Complete" and send the signed RAceiving Copy and
packing slips to Accounting. 3
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3. Employees receiving merchandise should not sign 'Collect" Freight
bills. All such bills should be referred to Purchasing. DO NOT ACCEPT
A14Y delivery without obtaining a delivery ticket or packing slip.
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E. Payment
1. Payment of Suppliers/Vendors--on a periodic basis, Accounts Payable
will pay suppliers/vendors. The following payment procedures will be
followed:
Accounting will match the copy of the Purchase Order for the
goods/services to the Invoice sent in by the Vendor to the Receiving
Copy of the Purchase Order. When all three documents match exactly,
payment will 1— .de Tfany probleMS are apparent, Accounts Payable
will ask the Purchasing Agent to resolve them prior to making any
payment.
2. Payment for Services--The City's Standard form Contract shall be used
for Services Contracts valued over $500.01, or for any amount where
unusual risk exists to Life or property. For Services contracts valued at
$500.00 or less and without unusual risks to Life or property, the City's
Purchase Order may be used.
In these cases, Accounting will match the copy of the Purchase
Order/Contract to the Invoice sent in by the Supplier of the service and
the Requesting Department's copy of the Purchase Order.
NOTE: In these cases, the Requesting Department acts like the Receiving Clerk
and must sign-off their copy of the Purchase Order. Such signature is an
approval of payment. It verifies that the work is done, it is acceptable,
complete and City funds should he paid.
When all three documents match exactly, payment will be made.
If any problems are apparent, Accounts Payable will ask the Purchasing
Agent to resolve them prior to any payment.
(0125F)