Types of purchases, per the San Rafael Municipal Code
Link to view San Rafael Municipal Code
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))
|<$10,000||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|
Public works projects
Note: to qualify as a City "Public works project" the contract does not necessarily need to be executed by the Public Works Department, it just must fit the description(s) below.
- The construction, improvement, alteration, modification and repair of public buildings, works and facilities;
- Work in or about streams, bays, waterfronts, embankments or other works for protection against overflow;
- Construction of streets and related improvements including installation of lighting and signaling systems;
- Construction of drainage systems;
- Construction of parks, playgrounds and other recreational improvements, scenic improvements, and enhancement projects;
- Furnishing materials and supplies for any such project;
- Maintenance and repair of public works; and
- Other similar work.
SRMC 11.50.020(f)(g) &
City Resolution 14416*
|$0 -$5,000||Supervisor/Project Manager||Competitive bidding preferred, not required|
|$5,000 -$30,000||Mid-Manager||Competitive bidding preferred, not required|
|$30,000 - $175,000*||Maintenance: Director
All other: City Manager
|Informal bidding procedures (min. 3 bids)|
|>$175,000*||City Council||Formal bidding procedures|
* Per the Muni Code, the Public Works Minor and Major contracts threshold can be modified by a City Council Resolution. Therefore, to mirror the Public Works Contracts Code, the City of San Rafael adopted Resolution 14416 on November 20, 2017 to increase the Minor contract threshold to $175,000 from the Muni Code's $125,000 threshold
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)). This includes computer software or similar technology purchases.
- "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)).
- 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”).
- 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))
|<$5,000||Director or Designee||Competitive bidding not required|
|$5,000-$10,000||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|
Exceptions to competitive bidding
- Any purchase <$5,000
- Emergency purchases and contracts: when determined and declared by City Manager that an emergency exists
- 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.
- 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.
- 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.