DIVISION 9 PURCHASING

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1 DIVISION 9 PURCHASING Chapter 1 Purchasing General CHAPTER 1 PURCHASING GENERAL Article 1 Purchasing Requirements and Procedures 2 Stores Requirements and Procedures 3 Printing 4 Standards ARTICLE 1 PURCHASING REQUIREMENTS AND PROCEDURES 9.1 Competitive Bids Purchases from Small, Local Business Purchases of Recycled Products. 9.2 Specifications. 9.3 Emergency Purchases. 9.4 Blanket Purchase Orders. 9.5 Written Offer Required. 9.6 Purchase of Materials, Equipment and Supplies by State Department of General Services. Sec Competitive Bids. All purchases of materials, supplies, equipment and equipment rental, or repair and maintenance services therefor, required for any officer, board or employee of the City, shall be made by the Purchasing Agent of the City, in accordance with the provisions of City Charter s 371 and 380, upon requisition delivered to him or her and signed by the department, officer or employee for whom the purchase is to be made or upon his or her own requisition for this purpose. The requisition signed by the department, officer or employee for whom the purchase is to be made shall constitute authority for expenditure of funds allocated for said purchase. All purchases shall be subject to the provisions of Article 6 of Chapter 1 of Division 10 of this Code, relating to the "Environmentally Preferable Products Purchasing Program". Excepted from this provision are purchases requiring payment from the Airport Revenue Fund, the Harbor Revenue Fund, the Library Fund, the Power Revenue Fund, the Water Revenue Fund or any bond funds controlled by the Airport, Harbor, Library or Water and Power Departments. Based on Charter Sec. 391(1). Amended by: Last para. added, Ord. No. 168,313, Eff , Oper Amended by: Ord. No. 173,186, Eff ; Charter Sec. Nos., Ord. No. 173,274, Eff , Oper ; New second para. added, Ord. No. 180,751, Eff , Oper Sec Purchases from Small, Local Business. All purchases, including those requiring payment from the various funds excepted by Sec shall be subject to the provisions of Article 4 of Chapter 1 of Division 10 of this code, relating to the Small Business Program.

2 Added by Ord. No. 153,662, Eff Sec Purchases of Recycled Products. All purchases, excluding those requiring payment from the various funds excepted by 9.1, shall be subject to the provisions of Article 6 of Chapter 1 of Division 10 of this Code, relating to the Recycled Products Purchasing Program. Added by Ord. No. 173,186, Eff Sec Specifications. The Purchasing Agent may prescribe the procedure for preparation and approval of specifications upon which bids are asked. Specifications prepared by a department, officer or employee for whom a purchase is being made shall be approved by the Purchasing Agent, and his or her written or electronic signature shall be sufficient to approve any such specification, provided that in any purchase exceeding One Hundred Thousand Dollars ($100,000.00), or such other monetary limitation as may be established by ordinance, made for a department placed under the control and management of a board whose members are required by Charter to devote their entire time to the duties of their office, the said department, or in lieu thereof the Director of the Office of Administrative and Research Services, shall approve the specifications by said Purchasing Agent. Based on Charter Sec. 391(2). Amended by: Ord. No. 166,439, Eff ; Ord. No. 173,186, Eff ; Ord. No. 173,274, Eff , Oper Sec Emergency Purchases. Whenever the procedure prescribed by 371 of the Charter cannot be followed without loss to the City resulting from an emergency situation, any board, officer or employee of the City mentioned in 320 of the Charter may purchase materials, supplies or services required in such an emergency situation when such purchase does not exceed Five Hundred Dollars ($500.00); provided that such emergency purchases shall not exceed Five Thousand Dollars ($5,000.00) for any such board, officer or employee during any one month. An emergency condition shall be defined as a situation which creates an immediate or serious need for materials, supplies or services which cannot be met through the normal procurement methods and the lack of which would seriously threaten the functioning of City government, the preservation of property or the health or safety of any person. For all purchases made pursuant to this section, a documented determination of the basis for the emergency and for the selection of a particular supplier or contractor, and the authorization of the Purchasing Agent, shall be part of the transaction documentation. Based on Charter Sec. 391(3). Amended by: In Entirety, Ord. No. 159,313, Eff ; Ord. No. 170,223, Eff ; Ord. No. 173,186, Eff ; Ord. No. 173,239, Eff , Oper Sec Blanket Purchase Orders. In accordance with the provisions of 380 of the Los Angeles City Charter, the Purchasing Agent, in his or her discretion, may issue blanket purchase orders within the monetary limits established below whenever the use of such blanket purchase orders would reduce administrative expenses associated with small purchases and more effectively meet department needs without impairing cost-effective purchasing practices. When a department, officer or employee has budget authority to incur such expenses, the blanket purchase order shall serve as authority to make purchases within the established monetary limits. Purchases of materials, supplies or routine services covered by city contracts or purchases of materials and supplies maintained in city stores are not permitted using blanket purchase orders. Blanket purchase orders may be issued in an amount not to exceed $50,000 for any calendar month and each such purchase shall not exceed the amount of $1,000. Purchases below $500 may be made from petty cash pursuant to procedures governing the use of petty cash as defined in For any purchase of $500 or more, three oral or written quotations shall be obtained and documented in the purchase record. Purchases shall not be artificially divided to fall within the monetary limits established by this section.

3 Amended by: In Entirety, Ord. No. 159,313, Eff ; In Entirety, Ord. No. 170,223, Eff ; Ord. No. 173,186, Eff ; Ord. No. 173,239, Eff , Oper Sec Written Offer Required. A written or electronic offer and acceptance shall be obtained for all purchases in excess of one thousand dollars ($1,000.00). Based on Charter, Sec. 391(5). Amended by: Ord. No. 166,931, Eff ; In Entirety, Ord. No. 170,313, Eff , Oper Sec Purchase of Materials, Equipment and Supplies by State Department of General Services. Notwithstanding any other provisions of this Code, the Office of Procurement, Department of General Services of the State of California, is hereby authorized to purchase on behalf of the City of Los Angeles, materials, equipment or supplies in accordance with the provisions of Article 2, Chapter 6, Part 5.5, Division 3, Title 2 of the Government Code of the State of California when requested to do so by the Purchasing Agent of the City of Los Angeles. This authorization is subject to the condition that such purchases must be made by the Department of General Services upon the same terms, conditions and specifications and at a price lower than the City can obtain through its normal purchasing procedures. Pursuant to 102(a) of the Charter of the City of Los Angeles, any provision of the City Charter which conflicts with purchases made pursuant to this section is hereby suspended. The Purchasing Agent of the City of Los Angeles is authorized and directed to sign and deliver all necessary requests and other documents in connection with said purchases for and on behalf of the City of Los Angeles. Added by Ord. No. 144,522, Eff Amended by: Ord. No. 173,239, Eff , Oper ARTICLE 2 STORES REQUIREMENTS AND PROCEDURES 9.8 Stock to Be Maintained. 9.9 Requisition of Materials and Supplies Receipt of Materials and Supplies. Sec Stock to Be Maintained. The Purchasing Agent shall see that materials and supplies of such kinds as are in common use by the several officers and departments of the City are kept in stock in the Department of General Services in sufficient quantity to supply the ordinary needs of such officers and such departments. Amended by: Ord. No. 152,427, Eff Sec Requisition of Materials and Supplies. The Purchasing Agent shall deliver to the officer or to the department making requisition therefor, such materials and supplies as are named in said requisition. Sec Receipt of Materials and Supplies. All materials or supplies purchased for the Department of General Services and all other materials and supplies purchased for the said officers and departments, an examination of which materials or supplies is desired or deemed to be advisable by the Purchasing Agent, shall be delivered to the Department of General Services and the Purchasing Agent shall receive and receipt for all materials and supplies so delivered.

4 Based on Ord No. 52,230. Amended by Ord. No. 152,427, Eff ARTICLE 3 PRINTING 9.13 Approval of Requisitions Determination of Method of Printing Type of Printing to Be Done by the Division Centralization of Duplicating. Sec Approval of Requisitions. The Purchasing Agent, or the duly authorized representative thereof, shall examine and approve all requisitions for printing work to be performed in or through the Department of General Services. No requisition shall be approved by the Purchasing Agent, or the duly authorized representative thereof, unless it shall be determined that the work requisition is to be used directly for City business, or by a governmental agency for matters closely related to City business. Amended by: Ord. No. 100,909; Ord. No. 152,427, Eff ; Ord. No. 173,239, Eff , Oper Sec Determination of Method of Printing. All requisitions for printing or duplicating except those requiring payment from the Harbor Revenue Fund, the Library Fund, the Power Revenue Fund, or the Water Revenue Fund, or from any bond funds controlled by the Harbor Department, the Library Department, or the Department of Water and Power, shall be submitted to the Department of General Services. The Purchasing Agent shall determine in each instance whether the printing can be performed more economically or feasibly by the Department of General Services or by an independent contractor, and shall order accordingly. Amended by: Ord. No. 98,086; Ord. No. 152,427, Eff ; Ord. No. 173,239, Eff , Oper Sec Type of Printing to Be Done by the Division. The Department of General Services shall engage only in such printing as can be done on standard equipment which can be fully utilized and shall not engage in specialty printing requiring unusual equipment, the use of which would be infrequent, such as engraving and embossing. Amended by: Ord. No. 98,086; Ord. No. 152,427, Eff Sec Centralization of Duplicating. The Purchasing Agent is authorized to determine what duplicating equipment now operated in other departments can be more effectively and economically used by the Department of General Services and is authorized to require the centralization of such duplicating in the Department of General Services and the transfer of duplicating equipment to said Department for central use as the Purchasing Agent may determine, or for disposal in the manner provided by law. The provisions of this shall not apply to any department having control of its own funds. Amended by: Ord. No. 98,086; Ord. No. 152,427, Eff ; Ord. No. 173,239, Eff , Oper

5 ARTICLE 4 STANDARDS 9.19 Purchasing Standards Purchasing Agent s Duties Consultation and Advisory Committees Adoption of Standards and Standard Specifications Definition of Purchasing Agent and Centralized City Purchasing System. Sec Purchasing Standards. The Purchasing Agent shall study, prepare and adopt written standards and standard specifications to be used for purchases required to be made pursuant to 380 of the Charter of the City. Standard, as used hereinafter, shall mean an established agreement on definite quality, design, and size and supplies and equipment. Standard Specifications, as used hereinafter shall mean a technical description of materials or products which have been adopted as standard. Amended by: Title and First Para., Ord. No. 170,223, Eff ; Ord. No. 173,239, Eff , Oper Sec Organization of the Committee. Amended by: Subsec. (a), Ord. No. 168,293, Eff Repealed by Ord. No. 170,223, Eff Sec Purchasing Agent s Duties. Consistent with the efficient and economical operation of City Government, it shall be the duty of the Purchasing Agent: (a) Classification. To classify those purchases required to be made by the Purchasing Agent under 380 of the Charter. (b) Standardization. To establish written standards for all such purchases. Such standards shall include standards specifying desired characteristics to be included in various products and services purchased by or used by the City which would assist and enable the City to enhance its environmental quality. (c) Specifications. To prepare and adopt written specifications of all such standardized purchases. All such specifications shall be definite and certain and shall permit competition. (d) Evaluation. To periodically evaluate the effectiveness of said standards and means of implementation when established and enforced and regularly report to the City Council its findings thereon. Amended by: Ord. No. 168,293, Eff ; Title and First Para. amended, Subsec. (e) deleted, Ord. No. 170,223, Eff ; Ord. No. 173,239, Eff , Oper Sec Voting. Amended by: Ord. No. 168,293, Eff Repealed by Ord. No. 170,223, Eff

6 Sec Consultation and Advisory Committees. The Purchasing Agent shall consult with all City users who are affected by this article; and shall, in connection therewith, establish advisory committees composed of representatives from affected City users, to assist the Purchasing Agent in the execution of the Purchasing Agent s duties set forth in this article. The Purchasing Agent may also consult with representatives from private industry, technical and professional organizations, and other governmental entities. Based on Ord. No. 133,142. Amended by: In Entirety, Ord. No. 170,223, Eff Sec Adoption of Standards and Standard Specifications. (a) Preliminary Period. The Purchasing Agent shall establish a reasonable period of time to be designated as the preliminary period. During such time the proposed standards and standard specifications shall be sent to the affected City users for any additional suggestions as to modification or revision and their reasons therefor. (b) The standards and standard specifications proposed by an advisor committee shall be presented for adoption, rejection, or further study, to the Purchasing Agent at the end of the preliminary period along with the suggested modifications and revisions and reasons therefor submitted by any affected City user. At the time of such presentation, any affected City user may submit, either orally or in writing, any additional suggestions and its reasons therefor. (c) Each adopted standard or standard specification shall remain in effect until such time as the Purchasing Agent shall repeal, modify or revise it. (d) At any time subsequent to the adoption of any standard or standard specification, any affected City user or otherwise interested party may petition the Purchasing Agent for a hearing on modification or revision and shall state the reasons therefor. Amended by: Subsecs. (a), (b), (c) and (d), Ord. No. 170,223, Sec Definition of Purchasing Agent and Centralized City Purchasing System. Whenever the term Purchasing Agent of the City is used herein, it shall mean the General Manager of the Department of General Services, who is authorized to make purchases on behalf of the City as prescribed by the Council by ordinance. The purchasing procedures set forth in this chapter shall constitute the Centralized Purchasing System referred to in Charter 505. Added by Ord. No. 173,239, Eff , Oper ARTICLE 5 ENVIRONMENTAL CONTRACT COMMITTEE Added by Ord. No. 143,687, Eff Art. 5 and Secs. 9.30, 9.31, 9.32, 9.33 Repealed by Ord. No. 168,293, Eff

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