RESOLUTION PVVTA 2015-05
PALO VERDE VALLEY TRANSIT AGENCY PURCHASING GUIDELINES
WHEREAS, PVVTA has determined that pursuant to Government Code Section 54202 it desires to adopt procedures and policies establishing purchasing guidelines for the Palo Verde Valley Transit Agency.
The PVVTA Purchasing Guidelines is hereby adopted and shall read as follows:
SECTION 1 PURCHASING CONTROL SYSTEM
1.01 Adoption of Purchasing Control System.
In order to establish efficient procedures for the purchase of supplies, services, and equipment, to secure for PVVTA supplies, services, and equipment at the lowest possible cost commensurate with quality requirements, to ensure effective financial control over expenditures, to clearly define authority and accountability for the purchasing function, to minimize the written documentation, administrative actions and quality of purchases made on behalf of PVVTA, a purchasing control system is adopted.
1.02 Purchasing Procedure
The Transit Manager or designated staff shall be responsible for purchases. The
purchasing designee shall obtain quotations from prospective sellers, vendors, suppliers, or contractors.
A. If the amount of a planned purchase does not exceed one thousand dollars, the price quotation may be obtained by telephone or
electronically.
B. If the amount of a planned purchase is over one thousand dollars, but less than five thousand dollars, the price quotation shall be requested from the supplier in writing by formal or informal means.
C. If the amount of the planned purchase is over five thousand dollars, but less than twenty thousand dollars, written quotations shall be requested from a minimum three suppliers.
1.03 Purchase Orders.
The regular purchase order shall be used for all purchases.
A. All quotations obtained for planned purchases must be listed on the purchase order. Once the required quotations have been obtained, PVVTA purchasing authority shall verify the availability of funds and assign the purchase an expenditure account number. The purchase order will then be forwarded to the PVVTA Finance Department. If funds are not available, the purchase order will be held until a budget adjustment has been authorized.
B. Upon receipt of the purchase order, the Transit Manager shall review and determine whether the suggested vendor is the lowest responsible bidder upon price, quality, service, availability of the bidder to deliver, availability of parts or service, prior experience of the bidder and other pertinent factors relating to the needs of PVVTA.
Once that determination has been made and the purchase order completed, the purchase order is forwarded to the PVVTA Finance Department for processing.
C. 1. If the amount of the proposed purchase is less than five thousand dollars, and not appropriated in the current year approved budget, the Transit Manager or designated staff may authorize the purchase without the prior approval of Palo Verde Valley Transit Agency Board of Directors.
2. If the amount of the proposed purchase is ten thousand dollars or more, and not appropriated in the current year approved budget, the Transit Manager or designated staff shall submit the purchase order to the Board of Directors for approval. After the purchase has been approved by the Board of Directors, the PVVTA finance department may issue the purchase order to the vendor.
a. The purchase is essential to the operation of PVVTA services;
b. The purchase is necessary for the health, safety and welfare of PVVTA services;
c. The purchase cannot be delayed until the next regularly scheduled or a specially set Board of Directors meeting.
D. If a vendor requires prepayment, the Transit Manager shall attach a note to the white copy of the purchase order advising the Finance Manager to issue a warrant.
1.04 Petty Cash Purchases
The PVVTA Finance Department's petty cash fund may be used to provide advances or reimbursements of up to one hundred dollars ($100), to PVVTA employees for the direct purchase of goods or services need for PVVTA services. Petty cash purchases must be documented the time they are made on a "petty cash voucher." Petty cash purchases may include, but are not limited to the following.
A. Freight and postal changes due upon delivery of goods.
B. Purchases of goods needed for immediate use.
C. Reimbursement of employees travel expenses for PVVTA business trips of one hundred dollars or less.
D. Reimbursement of employees travel expenses for PVVTA meetings of one hundred dollars or less.
1.05 Formal Bidding Procedure
For purchases or contracts of more than twenty thousand dollars, the following bidding procedure shall apply:
A. After the PVVTA Director of Finance has determined that funds are available for the proposed purchase, specifications and a bid form shall be prepared for the proposed purchase. A date shall be fixed for the receipt of the sealed bids. Bids shall be submitted to the attention of the Agency Clerk.
B. Upon request, the Agency Clerk will prepare a notice inviting bids and publish it in a newspaper of general circulation circulated in the city once a week for two
C. At the time and place specified in the notice for the receipt if the sealed bids, the Agency Clerk shall open and publicly declare all bids received.
D. The Transit Manager shall review all bids and present a recommendation as to the lowest qualified, responsible bidder to the Board of Directors for approval. When the Transit Manager has authorized the purchase, a purchase order may be issued to the supplier who has been determined to be the lowest responsible bidder.
E. The Agency may use provisions of the Uniform Public Construction Cost
Accounting Policies and Procedures in lieu of this section when applicable by the California Uniform Public Construction Cost Accounting Act (UPCCAA).
Amended September 7, 2016
1.06 Local Preference
PVVTA shall give local preference to city licensed Blythe business establishments furnishing materials, supplies and/or services to PVVTA. If the materials, supplies and/or services furnished by a Blythe Business is of equal or higher quality than a Non-Blythe business, PVVTA will accept the Non-Blythe Business' bid and pay a premium or additional price to a local business of not more than five percent (5%) on purchases of $5,000 or less; two percent (2%) on purchases of $5,001 to $10,00; and one percent (1%) on purchases of $10,001 to $50,000. There shall be no local preference consideration for purchases or contracts over $50,000.
1.07 State Procured Vendors or Contractors
Bidding procedures shall not be required when purchases for supplies and/or equipment are made through a vendor that is contracted through the State of California Procurement Division or is contracted through a State of California approved bid.
1.08 Emergency Purchasing Procedure.
When it is essential to the operation of PVVTA services that certain supplies or services be procure Transit Manager informing him of the circumstances which require the
immediate procurement of specified supplies of services. If the Transit Manager confirms existence of the emergency, he may authorize the PVVTA Finance Manager, either
verbally or in writing, to issue a purchase order covering the quantity of material or the services which are immediately required for the emergency. If the amount of an
emergency purchase exceeds five thousand dollars, the purchase order shall be submitted to the Board of Directors for ratification at its next regular meeting.
1.09 Procedure for Receipt of Goods.
authority will initial the packing slip, indicating the receipt of the goods. Any
discrepancies will be immediately resolved with the vendor. The original packing slip, invoice and completed purchase order shall be sent to the finance department for payment processing.
1.10 Payment Requirements.
All purchases shall be made by purchase order, or other prescribed document, signed by the PVVTA purchasing authority, Transit Manager and the PVVTA Finance Manager. All purchases shall be paid by warrant and signed by the PVVTA Authorized Signatories. Payment will only be made upon the PVVTA Finance Department receiving the properly completed accounting documents such as, purchase orders, packing slips and vendor invoices.
1.11 Payment Dates
Warrants shall be released only after they have been approved by the PVVTA Board of Directors at a regular board meeting. The release of warrants shall be immediate after approval. In the case that PVVTA Board should go dark on a regularly scheduled meeting, due to holidays; warrants shall be released and then submitted for approval at the next meeting.
In some cases, the PVVTA Finance Manager may be required to issue a warrant prior to the approval by PVVTA Board. A warrant register will be submitted to PVVTA Board for review and approval of all those prepaid warrants issued one monthly basis.
1.12 Exclusions.
Nothing in this chapter limits the authority of PVVTA to contract for professional services of specially trained and experienced person, firm, or corporation for special services and advice in financial, economic, accounting, engineering, legal, or
administrative matters subject and pursuant to Section 37103 of the Government Code.
When it is essential to the operation of PVVTA services that certain supplies, equipment, or services be procured, and it has been determined that the item/service is available only from a single source, or that because of the unique nature of the item/service, obtaining competitive quotes would not be adequate, or in the best interest of PVVTA, then a contract may be awarded by noncompetitive negotiation if the Board of Directors or the Transit Manager approve such a purchase in advance.
SECTION 2 CEQA
SECTION 3 SEVERABILITY
If any section, subsection, sentence, clause or phrase of the purchasing guidelines is for any reason held it be invalid or unconstitutional by the decision of a court of competent jurisdiction, such decision will not affect the validity of the remaining portions of the ordinance. The Board of Directors for the Palo Verde Valley Transit Agency hereby declares that it would have passed thereof, irrespective of the fact that any one or more other sections, subsections, clauses or phrases may be declared invalid or
unconstitutional.
SECTION 4 SAVINGS CLAUSE
Neither the adoption of these guidelines nor the repeal or amendment of any other guidelines of PVVTA shall in any manner affect the prosecution for violations of the guidelines, which violations were committed prior to the effective date hereof, nor be construed as a waiver of any license or penalty or the penal provisions application to any violation thereof.
The provisions of these guidelines, insofar as they are substantially the same as ordinance provisions previously adopted by PVVTA relating to the same subject matter, shall be construed as restatements and conditions, and not as new enactments.
SECTION 5
The PVVTA Clerk shall certify to the passage hereof, and cause it to be posted as
required by law. The Purchasing Guidelines shall take effect on the 3rd day following its adoption.
PASSED AND ADOPTED this 3rd day of September, 2003 by the following roll call to wit:
AYES:
NOES:
ABSENT:
_____________________________ Joseph DeConinck, Chairman
ATTEST:
_____________________________ Mallory Sutterfield, Clerk
