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Purchasing Amounts, Award Authority

1. Professional services:

services of attorneys, physicians, architects, engineers, surveyors and other consultants or individuals or organizations possessing a high degree of technical skill (SRMC 2.55.020(d))

Amount
SRMC 2.55.040
Award Authority Requirements
SRMC 2.55.090
<$10,000 DPW Director Competitive bidding preferred, not required
$10,000 - $75,000 City Manager Competitive bidding preferred, not required
>$75,000 City Council Competitive bidding preferred, not required

 

2. Public works projects

(SRMC 11.50.020(h))

    1. The construction, improvement, alteration, modification and repair of public buildings, works and facilities;
    2. Work in or about streams, bays, waterfronts, embankments or other works for protection against overflow;
    3. Construction of streets and related improvements including installation of lighting and signaling systems;
    4. Construction of drainage systems;
    5. Construction of parks, playgrounds and other recreational improvements, scenic improvements, and enhancement projects;
    6. Furnishing materials and supplies for any such project;
    7. Maintenance and repair of public works; and
    8. Other similar work.
Amount
SRMC 11.50.020(f)(g)
Award Authority Requirements
SRMC 11.50.090(a)
$0 -$5,000 Maintenance Supervisor/
Engineer
Competitive bidding preferred, not required
$5,000 -$30,000 Asst/Deputy Director
Ops & Maintenance Manager
Competitive bidding preferred, not required
$30,000 - $175,000 Maintenance: DPW Director
All other: City Manager
Informal bidding procedures (min. 3 bids)*
>$175,000 City Council Formal bidding procedures*

*See section 4 on when bidding may be waived.

3.Services, supplies, materials and equipment:

any and all articles or things which shall be furnished to or used by any department of the city (SRMC 2.55.020(h,i))

    1. "Services" means any and all work performed or services rendered by independent contractors, with or without the furnishing of material, excluding contracts for public works projects or professional services. (SRMC 2.55.020(h)).
      1. Includes support services: work performed or services rendered by independent contractors, with or without the furnishing of material, such as custodial services, building and equipment maintenance, machinery and equipment rental, and telephone, gas, water, electric light and power services (SRMC 11.50.020 (j), 11.50.030 – “support services”).
Amount
SRMC 2.55.110
Award Authority Requirements

SRMC 2.55.110

<$5,000 DPW Director or Designee Competitive bidding not required
$5,000-$10,000 DPW Director or Designee Competitive bidding required, informal bidding procedures*
$10,000 - $75,000 City Manager Competitive bidding required, informal bidding procedures*
>$75,000 City Council Competitive bidding required, formal bidding procedures*

 

Services, Supplies, Materials and Equipment purchased for a public works project are exempt from these requirements and fall under the Public Works Projects requirements (SRMC 11.50.020 (h)(6))

*See section 4 on when bidding may be waived.

4.Exceptions to Competitive Bidding

(SRMC 2.55.100)

    1. Any purchase <$5,000
    2. Emergency purchases and contracts: when determined and declared by City Manager that an emergency exists
    3. Sole source: Supplies, materials, equipment, and services that can only be obtained from a sole source or that are specialty in nature. Approval of sole source must be given by appropriate level of authority for dollar amount, e.g. for a $50,000 professional services contract City Manager must approve a sole source, and for a $100,000 professional services contract City Council must approve the purchase.
    4. Professional services: Competitive bidding is not required for professional services contracts. However, the vendor selected must demonstrate competence and the professional qualifications necessary for the satisfactory performance of the services required.
    5. Cooperative purchasing programs: Purchases of supplies, material, equipment or services and sales of surplus property made under a cooperative purchasing program, such as by utilizing purchasing agreements maintained by the United States government or any agency or division thereof, the State of California, County of Marin, or other public agencies, are exempt from the competitive bidding requirements of this chapter. Documentation of the cooperative purchase should be made.
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