PURCHASING OVERVIEW

TYPE / CATEGORY / FEATURES
 For occasional use in securing over-the-counter delivery of miscellaneous supplies which are not regular City stock and which are necessary to fulfill an immediate need of a department, the Department Head may authorize an employee to make such a purchase and be reimbursed by the City through the use of a petty cash form. Such purchases shall be limited to the amounts not exceeding $75.00. For miscellaneous items purchased on a regular basis from a single vendor, contact Purchasing Division staff, who will establish an appropriate arrangement with such vendors.
 Section 2706 of the LMC
 Those employees who incur miscellaneous expenditures for meetings on an ongoing basis should complete and submit an Individual Expense Report on a monthly basis.

OCCASIONAL

SUPPLIES &
EXPENSES / PETTY CASH

NOT TO

EXCEED

$75

LESS THAN

$1,000* /  Item must be budgeted
 No bids required
 Section 2705 of the LMC
SUPPLIES AND
EQUIPMENT /  Item must be budgeted
 Whenever possible (this should be 99% of the time) at least three (3) informal bids must be obtained. Whether received in writing or verbally, a record of the bid information must be retained.
 All bids kept by Purchasing and open to public inspection.
 Section 2708 of the LMC
$1,000 TO
$15,000
($25,000 for vehicles)*
The purchase of supplies and equipment shall be made only by purchase order.
All departmental requests for supplies, services, and equipment shall be submitted to the Purchasing Officer by standard requisition form.
Any equipment purchase (single item) of $1,000 and over must be approved by the City Manager prior to purchase.
 Item must be budgeted
 Formal bid process
  • Notice Inviting Bids required.
  • Notice must be published in newspaper and posted in three public places.
  • Ten-day notice must be given before opening bids.
 Section 2709 of the LMC

OVER

$15,000
(over $25,000 for vehicles)*
*A quarterly report of equipment and vehicle purchases over $500 is submitted to the City Council.
On rare occasions, no bid is required if a department head certifies that the supply or equipment can be obtained from only one vendor, provided first authorized by the City Council.
TYPE / CATEGORY / FEATURES

LESS THAN

$1,000 /  Item must be budgeted
 Department Head approval (signature)
 Item must be budgeted
 Services secured by either written contract or by letter
 City Manager approval (signature)
 Agreement approved as to form by the City Attorney
$1,000
TO
$5,000

PERSONAL

SERVICES
AGREEMENTS
 Item must be budgeted
 Mayor and City Manager approval (signatures)
 Agreement approved as to form by the City Attorney
$5,000
TO
$10,000

OVER

$10,000 /  Item must be budgeted
 Written report submitted to the City Council
 Agreement approved as to form by the City Attorney

PURCHASE OF

REAL PROPERTY /  Item must be budgeted
 Obtain appraisal report
 Submit proposed acquisition to the Planning and Environment Commission
 City Council authorization of purchase

CONSTRUCTION

PROJECTS AND
PUBLIC WORKS
PROJECTS /  Section 37901 of the Government Code
 Overseen by Public Works