Humboldt County Municipal Code Ch. 5 The Purchasing Agent of Humboldt County

Sections: Purchasing Agent. Specific Duties. Emergency Duties. Non-Binding Purchases and Contracts. Central Purchasing; Exceptions. Bidding Procedures. Deviation from Specifications. Availability of Funds. Purchasing Procedure. Surplus Property. Standards. Inspection. Return of Merchandise. Record Retention.

The Purchasing Agent, who shall have the powers and duties of County purchasing agent as prescribed by law, this Code and any other resolutions and orders of the Board of Supervisors, shall be the County Administrative Officer or his/her designee. (Ord. 681, § 1, 7/1/1969; Ord. 2344, § 1, 6/7/2005; Ord. 2456, § 1, 8/23/2011; Ord. 2643, § 1 (Att. 1), 6/2/2020)

No purchases as described in Section 245-2 shall be made by any County officer or department head without a purchase order or other written authority first obtained from the Purchasing Agent, except the following: (Ord. 2456, § 1, 8/23/2011) (a) Election supplies necessary for election day procedures pursuant to Election Code Sections 13000 through 13006, 14100 and 14105; (Ord. 2456, § 1, 8/23/2011) (b) Legal brief printing; transcripts and the like; (Ord. 2456, § 1, 8/23/2011) (c) Road equipment rental that the County Road Commissioner-Public Works Director is authorized by law to rent pursuant to Streets and Highways Code Section 2009; (Ord. 2456, § 1, 8/23/2011) (d) Subscriptions to publications, conference and training registration fees; (Ord. 2456, § 1, 8/23/2011) (e) Public utility services and supplies including telephone or telecommunications services obtained through the County Communications Division of the County Administrative Office; (Ord. 2456, § 1, 8/23/2011) (f) Common carrier transportation including freight carriers and delivery services; (Ord. 2456, § 1, 8/23/2011) (g) Ordinary travel expense items; (Ord. 2456, § 1, 8/23/2011) (h) Small value purchases of goods/materials not to exceed three thousand dollars ($3,000.00). Emphasis shall be made to provide local vendors the opportunity to participate in the competitive procurement process and to be considered for small value purchases; (Ord. 2456, § 1, 8/23/2011)

(i) Emergency purchases of supplies, which shall be limited to those immediately necessary for protection from substantial hazard to life or property, or occasions when the Purchasing Agent or his/her designee is not accessible and the need is unforeseeable and immediate for continued operation of a County function. Every emergency purchase shall be promptly reported to the Purchasing Agent with the facts constituting the emergency. Emergency purchases shall be subsequently approved and confirmed by the Purchasing Agent. If the Purchasing Agent refuses to confirm, the Board of Supervisors may subsequently approve and confirm the purchase. Unless purchases are approved and confirmed either by the Purchasing Agent or the Board of Supervisors, the cost is not a legal charge against the County. (Ord. 681, § 3, 7/1/1969; Ord. 2456, § 1, 8/23/2011) (j) Professional memberships; (Ord. 2456, § 1, 8/23/2011) (k) Items exempt by law or by specific order by the Board of Supervisors. (Ord. 2643, § 1 (Att. 1), 6/2/2020)

Any item of personal property of an estimated value of one thousand dollars ($1,000.00) or less may be declared surplus to County needs by the Purchasing Agent. Any other item may be declared surplus by the Board of Supervisors. The Purchasing Agent shall make extra equipment deemed usable available to any department having a need. In disposing of surplus property, the Purchasing Agent shall use such methods and procedures as in his/her judgment will return the greatest value to the County. (Ord. 681, § 6, 7/1/69; Ord. 2456, § 1, 08/23/2011) Notices of sales of surplus property by the Purchasing Agent or on behalf of the County shall be posted for at least five (5) business days preceding the day of sale on the County website, in the County Courthouse and in the office of the Purchasing Agent. (Ord. 2456, § 1, 08/23/2011) In the disposition of surplus personal property, the Purchasing Agent may advertise the proposed sale or other disposition of the personal property pursuant to Government Code § 25507. (Ord. 2456, § 1, 8/23/2011; Ord. 2643, § 1 (Att. 1), 6/2/2020)

The Purchasing Agent may organize one (1) or more committees to assist him/her in establishing standards of type, design, quality or brand of purchases. He/she shall be the chair of any such committee, which may include the heads of departments which will utilize the materials or equipment to be purchased, or their representatives, and others concerned. As to purchases for special needs or particular uses, the Purchasing Agent shall consult with and give consideration to the recommendations of the department head initiating the purchase. (Ord. 681, § 7, 7/1/1969; Ord. 2456, § 1, 8/23/2011; Ord. 2643, § 1 (Att. 1), 6/2/2020)

Upon receipt, the receiving office, department, institution or public entity shall inspect deliveries or supplies, materials and equipment or the furnishing of contractual services to ensure their conformance with the specifications set forth in the purchase order or contract. (Ord. 681, § 8, 7/1/1969; Ord. 2456, § 1, 8/23/2011; Ord. 2643, § 1 (Att. 1), 6/2/2020)

Except in emergencies as defined in Section 245-3(i), no supplies, materials or equipment shall be returned to a vendor for trade, credit or repair, or for any other reason without the approval of the County Purchasing Agent. (Ord. 691, §9, 8/26/1969; Ord. 2456, § 1, 8/23/2011; Ord. 2643, § 1 (Att. 1), 6/2/2020)

The Purchasing Agent will maintain purchase requisitions, purchase orders, service agreements, and other contractual documents for a period of five (5) years. A written record of all competitive solicitations, including bid deviations pursuant to §§ 245-4 and 245-4.5, will be maintained in the purchase record for a minimum of five (5) years. A written record of sales of surplus property will be maintained for a minimum of five (5) years. The Purchasing Agent will maintain software vendor data for a period of five (5) years from the date of inactivation. (Ord. 2456, § 2, 8/23/2011; Ord. 2643, § 1 (Att. 1), 6/2/2020) § 246-1. § 246-2. § 246-3. § 246-4. § 246-5. § 246-6. § 246-7.