1997-025-Adopting Amended Town Purchasing Manual Pursuant To Town Code 2.50.145, And Repealing Resolution 1994-74RESOLUTION 1997 - 25
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS ADOPTING
AMENDED TOWN PURCHASING MANUAL PURSUANT TO
TOWN CODE § 2.50.145, AND REPEALING RESOLUTION 1994 -74
WHEREAS, Town Code § 2.50.145 requires the preparation and adoption of a Town
Purchasing Manual to establish and guide the procedures used in purchasing services and materials
for the Town; which manual is adopted by the Town Council; and
WHEREAS, the Town Purchasing Manual needs to be revised and updated;
THEREFORE, BE IT RESOLVED:
1. Exhibit A is hereby adopted as the Town Purchasing Manual effective immediately.
2. The Town Manager is directed to implement the provisions of the Town
Purchasing Manual.
3. The Town Clerk is directed to make a copy of the Town Purchasing Manual
available for public review in the Town Clerk's Office.
4. Resolution 1994 -74 and all previous editions of the Town Purchasing Manual are
hereby repealed.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos, California, held on the 17th day of March, 1997 by the following vote:
COUNCIL MEMBERS:
AYES: Randy Attaway, Steven Blanton, Jan Hutchins,
Vice Mayor Linda Lubeck.
NAYS: None
ABSENT: Joanne Benjamin
ABSTAIN: Nonei
SIGNED: CIZ,
VICE MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
r
CLERK OF THE TOWN OF LOS'dATOS
LOS GATOS, CALIFORNIA
TOWN OF LOS GATOS
PURCHASING MANUAL
Adopted: April 7, 1997
Revised: July 8, 1997
TABLE OF CONTENTS
POLICY............................ ............................... 1
AUTHORITY OF THE PURCHASING AGENT .............................. 1
CONTRACTS........................ ............................... 3
WHEN PURCHASE ORDERS ARE REQUIRED ............................ 4
WHEN BIDS /QUOTATIONS ARE REQUIRED ............................. 4
PURCHASING LIMITATIONS - BID /QUOTATION REQUIREMENTS -MOST
CAPITAL IMPROVEMENTS ....... ............................... 5
PURCHASING LIMITATIONS- BID /QUOTATION REQUIREMENTS -ALL
OTHERS...................... ............................... 6
WHEN BIDDING IS NOT REQUIRED ..... ............................... 7
CONSULTANT USE POLICY ............ ............................... 8
REQUISITIONS ...................... ............................... 12
PURCHASE ORDERS ................. ............................... 14
PAYMENT PROCEDURES ............. ............................... 15
PROJECTS.......................... ............................... 17
PAYMENT REQUEST ................. ............................... 18
PETTY CASH ........................ ............................... 18
TOWN CREDIT CARD POLICY .......... ............................... 18
CAPITAL OUTLAY ITEMS .............. ............................... 20
DISPOSAL PROCEDURE .............. ............................... 21
ADVANCES OF FUNDS ................ ............................... 22
CLAIM FOR REIMBURSEMENT ......... ............................... 22
MILEAGE CLAIM REIMBURSEMENT ..... ............................... 22
TABLE OF CONTENTS (Continued)
CONTROL OF TOOLS AND EQUIPMENT . ............................... 24
DEFINITIONS ........................ ............................... 25
EXHIBITS ........................... ............................... 27
POLICY
An effective purchasing program cannot be maintained unless ALL personnel involved
make it a team effort. The purchasing department must function as an essential tool of
management and for the benefit of each department.
Town Code Section 2.50.115 establishes the duties of Purchasing Agent to be
performed by the Town Manager, and as such the Town Manager has the authority
to designate a Town employee to act as purchasing agent. The term Purchasing
Agent shall mean the Finance Director unless otherwise specified in writing by the
Town Manager.
The Purchasing policy of the of the Town of Los Gatos is as follows:
1. To ensure accurate accounting of all expenditures.
2. To encourage competition among vendors for Town business.
3. To treat all sales representatives in a courteous and impartial manner.
4. To cooperate with every Town Department in obtaining supplies required
within a timely manner.
5. To facilitate the prompt payment of invoices to secure friendly relations with
vendors and to take advantage of all discounts possible.
6. To use local merchants whenever possible, quality and price being equal.
7. To purchase all Town supplies from the best available source, of the best
quality and at the best price available.
8. To dispose of all surplus or obsolete material at the best possible price.
AUTHORITY OF THE PURCHASING AGENT
No officer or employee except the Purchasing Agent may negotiate any purchase or
contract for the Town, for the acquisition of supplies, equipment or services, unless
authorized to do so under the instructions of this Manual. The Purchasing Agent
requires submission of Requisitions for the acquisition of all supplies, equipment and
services for which a Purchase Order is used.
The Purchasing Agent may consult with Department Heads and establish standard
specifications for supplies and equipment, in order to encourage wider bidding by vendors.
Items used by more than one department may be standardized to reduce the variety of
distinct items purchased, if this can be done without hampering departmental operations.
i
The Purchasing Agent handles all contacts with sales representatives unless authorization
is given for contacts with individual departments. Departmental personnel are to
discourage sales representative contact unless authorized by Purchasing to make such
contacts.
The disposition of all surplus and unneeded equipment and supplies is handled by the
Purchasing Agent, unless a department is specifically authorized in writing by the
Purchasing Agent to make such disposal. Arrangements for transfer of equipment and
supplies between departments is made by the Purchasing Agent when this is desirable.
All correspondence with suppliers shall be conducted by the Purchasing Agent except on
subjects requiring technical details which must necessarily be supplied by other
departments, in which case letters may be written directly to suppliers. Copies should be
forwarded immediately to the Purchasing Agent. Any exceptions are at the discretion of
the Purchasing Agent.
The Purchasing Agent shall have authority to require a chemical and physical test of
samples submitted with bids and samples of deliveries which are necessary to determine
quality and conformation to specifications.
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CONTRACTS
Contracts and Purchase Orders have different purposes. A purchase order comes from
the Town showing that the Town process has authorized the purchase; it may or may not
be honored by a vendor.
In order for the Town to obligate a vendor to deliver supplies or equipment that cost more
than $500, there must be a written agreement between the Town and the vendor. In many
instances, the purchase order is issued because of a phone conversation with the vendor,
and therefore, the purchase order does not contain any agreement by the vendor to the
terms of the purchase order. In addition, purchase orders are usually very brief and use
shorthand, so that important items such as delivery dates or warranties are not entered.
There are two ways to ensure that there is a binding and complete agreement. The first
is to complete the purchase order in full, including relevant dates and agreements, and
then to attach the offer on the vendor's stationery to the Department copy of the purchase
order; this generally constitutes a written agreement under State law. The second is to
use a short form contract (see N: \MASTER\CONTRACT\) that is signed by both the Town
and the vendor; it is recommended this form be used if there are a number of deliveries
over time or the vendor will be spending time on Town property so that insurance is
necessary to protect the Town.
After the contract has been prepared by the department responsible, all contracts shall be
given to the Office of the Town Clerk for tracking purposes. After the contract has been
given to the Town Clerk, all contracts will originate and terminate in the Clerk's Office.
Written contracts should have on the first page either an expiration or review date.
Once an acceptable contract has been achieved, the Department Head shall obtain the
necessary approvals as follows:
1. Contracts providing environmental services paid for by development
processing project applicants, obtain approval only from the Town Manager.
2. Contracts providing services authorized in the Town Budget of the Capital
Improvement Projects Budget obtain approval only from the Town Manager.
3. All other contracts exceeding $25,000.00 obtain approval of the Town
Council.
"SIGNATURE ON CONTRACTS"
Written contracts by the Town must be executed by the Mayor unless the Town Manager
has been authorized to sign them by Council action or as specified in this manual.
Contracts over $1000 of all types, including consultants (for EIR's, design of projects,
appraisals, inspection of projects, special studies, etc.), service agreements, maintenance
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agreements, custodial agreements, construction projects, etc. all require Purchase
Orders. A Purchase Order is required to encumber the funds and input the information
into the accounting system.
WHEN PURCHASE ORDERS ARE REQUIRED
Purchase Orders are required for all purchases of $1,000 or more for supplies,
services, equipment, consulting and construction contracts performed by non -Town
entities or persons. However, vendors may require purchase orders regardless of
the dollar amount of the order. Any exceptions to Purchase Order requirements
must be at the discretion of the Finance Director.
WHEN BIDS /QUOTATIONS ARE REQUIRED
Ideally, obtaining bids or quotations for materials /supplies, services or equipment
should be done each time the Town makes a purchase. However, since this is not
practical due to the large number of purchases made, following are the guidelines
when bids /quotations are required. For more detailed information see Town Code
section 2.50.130 through 2.50.133 and section 2.50.140, (Town Ordinance 1958).
4
PURCHASING LIMITATIONS - BID /QUOTATION REQUIREMENTS -MOST
CAPITAL IMPROVEMENTS
Materials /Supplies.
Services or Equipment with
a value'
Approval & Procedures Required
VehiclesZ Formal Bid. Council Report and Approval Required.
Requisition required. Purchasing issues Purchase
Order.
No greater than $1,000 Departmental approval of a Check request, invoice, or
a Requisition if vendor requires a Purchase Order.
Purchasing issues a Purchase Order where necessary.
No bids or quotations required, but inquiries should be
made at least every 3 months, and contact has to be
made with 3 or more vendors or from a Town list of
vendors. Documentation of inquiry and contact to be
retained by Department for one year.
Over $1,000 but no greater Negotiated Bid with documentation retained for one
than $25,000 year. Requisition required. Approved by Town
Manager - No Council Report necessary. Purchasing
issues Purchase Order.
Over $25,000 but no Informal Bid. Council Report and Approval required.
greater than $75,000 Requisition required. Purchasing issues Purchase
Order.
Over $75,000 Formal Bid. Council Report and Approval Required.
Requisition required. Purchasing issues Purchase
Order.
' Values listed above are inclusive of sales /use taxes and shipping costs. (See page
20 for Capital Outlay Items.)
2 ALL motorized equipment primarily intended to operate on public roads (i.e.
cars, trucks, etc.) Does not include riding mowers, fork lifts, etc.
5
PURCHASING LIMITATIONS - BID /QUOTATION REQUIREMENTS -ALL
OTHERS
Materials /Supplies
Services or Equipment with
a Value'
Approval & Procedures Required
Vehicles' Formal Bid. Council Report and Approval Required.
Requisition required. Purchasing issues Purchase
Order.
No greater than $5,000 Departmental approval of a check request, or a
Requisition if vendor requires a Purchase Order.
Purchasing issues a Purchase Order where necessary.
No bids or quotations required, but inquiries should be
made at least every 3 months, and contact has to be
made with 3 or more vendors or from a Town list of
vendors. Documentation of inquiry and contact to be
retained by Department for one year.
Over $5,000 but no greater Three or more informal bids with documentation to be
than $15,000 retained for one year. Requisition required. Approved
by Town Manager. Purchasing issues Purchase Order.
Over $15,000 but no Formal Bid. Requisition required. Approved by Town
greater than $25,000 Manager. Purchasing issues Purchase Order. (Except
for vehicles which must be approved by Council.)
Over $25,000 Formal Bid. Council Report and Approval Required.
Requisition required. Purchasing issues Purchase
Order.
' Values listed above are inclusive of sales /use taxes and shipping costs. (See page
20 for Capital Outlay Items.)
2 ALL motorized equipment primarily intended to operate on public roads(i.e.
cars, trucks, etc.) Does not include riding mowers, fork lifts, etc.
6
WHEN BIDDING IS NOT REQUIRED
The Town can only dispense with competitive bidding under the following circumstances:
1. Sole Source of Supply - This is used when an item is available from only one person
or firm. This situation must be well documented and able to withstand challenge.
Documentation is to include reference to any specific documents which control the
source. An award is sole source if there is only one source capable of supplying
the item. The final determination as to whether or not a vendor is sole source is made
by the Purchasing Agent. An example of sole source is:
GTE Customer Networks telephone service. GTE is the only vendor that can provide
for our telephone system. Please refer to Subsection 2.50.130(b)(2) and Subsection
2.50.130(b)(3) in the Town Code for further detail.
2. Professional Services - Consultants - specially trained and experienced person, firm
or corporation who is able to provide special services and advice in architectural,
engineering, surveying, inspection, construction project management environmental,
financial, economic, accounting, legal or administrative matters. When the services of
a consultant are required the CONSULTANT USE POLICY (page 8) shall be followed.
3. Emergency - This is defined as the purchase of supplies, equipment or services
necessary to provide an essential Town service affecting the public health, safety or
welfare which would otherwise be delayed in the normal purchasing routine. An
emergency is not a substitute for lack of planning. The Town of Los Gatos
Municipal Code, section 8.10.035 empowers the Director of Emergency Services to
make a determination that the immediate preservation of the public peace, health or
safety requires the purchase of goods or services without going to competitive bid.
4. Length of Agreement - Agreements to provide services or supplies and agreements
which run for longer than 3 to 5 years are inappropriate. It is important that the Town
government assure the community that the Town is seeking the best price for the
necessary service or supply. Therefore, give consideration to how volatile the pricing
of the service or supply might be, whether unilateral or mutual extensions are
appropriate, and whether an annual adjustment (such as by Consumers Price Index)
might reassure the contractor while providing the Town with additional termination
rights.
5. As otherwise provided by Sec. 2.50.130(b) of the Los Gatos Town Code.
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CONSULTANT USE POLICY
Technical consultant services are of a professional nature, and selection of technical
consultants is not feasible by means of competitive bidding; the ethical codes of the
professions involved forbid such bidding. Technical consultants must be individually selected
for a specific project with due regard for the fees to be paid, but also with particular regard for
the experience of the consultant, their special knowledge of the subject matter, their ability to
perform the services in the time allowed, their record of success on similar work, and their
ability to operate well in the necessary discussions, presentations, coordination, and
cooperation related to the project.
The purpose of this policy is, therefore, to establish certain guidelines for the selection of
highly qualified and competent technical consultants who will be best able to provide the Town
with the finest public facilities and services at the lowest total cost consistent with quality
facilities and services.
2. DEFINITION
For the purpose of this policy, the following definition will apply:
"Consultant" shall mean any individual or firm providing professional services to the
Town. The professional services may include, but are not limited to, architectural,
engineering, testing, land surveying, appraising, environmental, planning, financial,
legal, development processing, governmental operations, special studies, construction
project management and other services related thereto.
3. CONDITIONS
A consultant may be used by the Town when one or more of the following circumstances exist:
a. Insufficient in -house expertise exists to conduct a project or;
b. Insufficient resources are available to complete a project in a timely manner, or;
C. An objective third - person evaluation and/or analysis is needed, or;
d. Cost savings may be realized by using a consultant rather than Town staff in the
conduct of a project.
4. SELECTION GUIDELINES
Criteria for Selection. The following factors shall be considered and evaluated in selecting
a technical consultant for a particular study or project:
1. Educational background of the consultant.
2. Experience record of the consultant.
3. Demonstrated record of success by the consultant on work previously performed
for the Town or similar work performed for others.
4. Qualifications of the individual within the consultant's organization who will have
direct charge of the work.
5. Whether consultant has adequate staff to perform the work within the time
allowance.
6. The process proposed by the consultant to accomplish the required work.
7. The ability of the consultant to make effective public presentations of the report
and /or design as may be required.
8. The ability of the consultant to work effectively with Town staff, other public
agencies, residents, and related parties as may be required during the course
of the design, study, or other technical services.
9. Pertinent new ideas which may be presented by the consultant during the
course of the selection process.
10. Where appropriate, whether or not the consultant has adequate knowledge of
local conditions.
11. Whether the consultant has available experienced, capable, and acceptable
resource and design professional personnel or consultants as may be pertinent
to the particular project.
12. Whether the consultant has demonstrated continuing interest in the success,
efficiency, and workability of the project and not only during construction but
after the facilities are placed in operation.
13. Whether the consultant is already engaged in another project which has direct
and substantial physical relationship to the proposed project.
14. When an existing facility is being modified or expanded, whether the consultant
that designed the original facility should be retained for the new work on
grounds of cost, detailed knowledge of the existing facility, or necessity to use
the same design philosophy for the new work (as in architectural design).
15. The record of the consultant in keeping costs within budget and estimates.
16. Ability of the consultant to furnish adequate and effective supervision services,
where such services are an inherent part of a "package" of services for which
the consultant is employed.
17. All other things being equal, local consultants are preferred over non -local
consultants.
18. All other things being equal, a non -local consultant that intends to contract with
a local consultant for services shall be preferred to a non -local consultant that
does not intend to contract with a local consultant.
19. All other things being equal, preference shall be given to consultants that have
not recently performed work for the Town over consultants that recently
performed work for the Town.
20. Ability to meet Town insurance requirements.
Selection Process. The Town Council shall authorize all contracts for technical consultant
services where the cost for such services exceeds $25,000. Interviews shall be held by the
staff with interested consultants prior to making a recommendation to the Council for a
contract with a specific consultant. Staff shall pre- screen consultants interested in a specific
project if the number of consultants that express interest is greater than can be or should be
interviewed for the work involved. Pre - screened consultants shall be picked from either: A)
a submittal received after the Town's issuance of a "Request for Qualifications" for the
specific project, or B) submittals and brochures on file with the Director of Building and
Engineering Services.
For all construction projects, the interview and selection shall be conducted by the Director
of Building and Engineering Services and representatives of any other departments which may
be involved in the proposed project. For other types of technical consulting services, the
interviews and selection shall be conducted by the Department Head(s) (or their designee)
having responsibilities for the subject matter involved. The Department Head(s) having
responsibility for the selection process shall also determine the appropriate number of
interested firms to interview.
Where project or study is special or unique in scope, the Town Manager may invite interested
citizens and /or appoint other staff members to serve on an interview and selection committee.
The Director of Building and Engineering Services is authorized to maintain a file of names
and brochures of the various technical consultants that have expressed a general interest in
10
doing work for the Town of Los Gatos, and to use such file for the purpose of mailing inquiries
to various consultants as to their interest in the specific design work or studies which the Town
may undertake from time to time or to use such file as a source for pre- screening.
Contract and Fees. After a consultant is selected, but before a recommendation is made to
the Town Council, the fee for the technical services shall be negotiated. If agreement cannot
be reached on the fee, negotiations shall be terminated and another consultant shall be
selected and fee negotiations undertaken. Wherever appropriate, fees shall be related to
published fee schedules prepared by the various professional organizations.
Before settling on one final consultant, it is imperative that the fees and contract terms for the
technical service be negotiated. If a Town employee lets a consultant know that the
consultant is the only one left for consideration, the costs to the Town will usually be higher
than necessary, and the contract will be difficult to reach.
A mutually satisfactory written contract (see N: \MASTER \CONTRACT\) approved by the Town
Attorney and signed by the consultant shall form the basis of retaining a specific consultant,
and such contract shall be presented to the Town Council at the time authorization is sought
for retainment of the consultant.
Once an acceptable contract has been achieved, the Department Head shall obtain the
necessary approvals as follows:
1. Contracts providing environmental services paid for by development processing
project applicants, obtain approval from the Town Manager.
2. Contracts providing services authorized in the Town Budget of the Capital
Improvement Projects Budget obtain approval from the Town Manager.
3. All other contracts exceeding $25,000.00 obtain approval of the Town Council.
Once a contract is approved and signed by all parties, distribution shall be made as follows:
1. One original signed copy filed with the Town Clerk. Town Code Section
2.30.030.
2. One certified signed copy transmitted to the consultant, unless an original is
required by law.
3. One signed copy sent to the Department Head who is responsible for
administering the contract.
Though professional services are not required to be bid, a Purchase Order is required for any
service costing $1,000 or more.
1 t
REQUISITIONS
Purchases of materials /supplies, services or equipment are made using a Verbal Request to
vendor, Payment Request, Purchase Order, or in unusual circumstances by use of a credit
card or petty cash. A Purchase Order can only be generated by completing a Requisition (see
Exhibit A). The Requisition is not a Purchase Order. The Requisition is utilized when a
department wishes to procure materials /supplies, services or equipment. The manner in
which the Requisition is used is as follows:
PRE - REQUISITION REQUIREMENTS
Each Department has the sole responsibility for researching, data gathering, soliciting
quotes /bids, verifying current Town business licenses, and that signed contracts
(including required insurance) are on file with the ClerKs Office and providing essential
information for Purchase Order preparation.
2. METHOD OF ORDERING
A computerized request (Requisition) must be submitted to Finance. Requisitions will
be returned if all requirements have not been completed.
3. FILLING OUT A PURCHASE REQUISITION
The Requisition must contain the following information to be accepted by Finance.
Requisition No: This number is automatically generated by the system and is
used to identify the requisition. This number is not used when the requisition
becomes a purchase order.
2. Budget Unit: This identifies the program /department. The entry is edited against
the organization table in the Fund Accountant. Valid organizations may be
viewed by calling the "window" option (control -1).
3. Date Requested is the requisition date, and Date Required is the target /need
date for the commodities or service.
4. Ship Code: Specifies the location where the requested supplies /service should
be delivered. Valid shipping codes may be viewed by calling the "window"
option (control -1).
Recommended Vendor: The requisitioner will enter a valid vendor number to
identify a particular vendor to be used in the purchase of these items. Valid
vendor codes may be viewed by calling the "window" option (control -1).
6. Date Ap rp oved: This date may be the requisition date or council action date.
7. The remaining data on the requisition screen is optional and is generally input
12
through the CHANGE option.
8. Purchase Order: This is assigned by the system at the time the purchase order
is issued.
9. Buyer: Used to identify the individual buying the requested commodity or
service.
10. Council Action: The agenda item number and date passed by the Town
Council.
11. Comments: This area is used to type in the vendor name and any additional
instructions and /or information associated with the requisition or purchase order.
As examples: Purchase Order not to be mailed, less than net 30 days
(authorization must come from the Finance Director), Town Business License
on file.
Secondary Screen (Commodity Information): The commodity screen will appear
after the requisition screen is completed. This screen is designed to accommodate
multiple entries (up to 100 may be entered for a single requisition).
12. Commodities: May be entered without a commodity code. Up to five lines of
descriptive information may be entered to specify the commodity desired.
13. Quantity: Number of items to be purchased.
14. Unit of Measure: Unit of measure to be applied to quantity. Examples: ea., gal.,
doz., etc.
15. Estimate: Estimated price will be entered by the requisitioner.
Accounting information should reflect the appropriate budget unit (program /dept.)
account number, project/task, and account at which the requisition will be encumbered.
Valid budget unit and accounts may be viewed by calling the "window" option
(control -1).
16. Approval: Once the requisition has been printed and routed to the department
by finance, the Department Manager must approve the purchase request by
signing the requisition.
17. Business License: If a business license is required, a copy of the business
license screen must be attached to the requisition. To access this screen
through Pentamation choose (11) Business License; then (7) Display Business
Data, and retrieve the business license file. Escape to the second screen and
at the bottom choose "H" for History. When this third screen comes up, look at
the BILLING REFERENCE and arrow up or down to find the current year license
13
billing reference. This will then show a license number below the billing
reference with the first two numbers the same as the current year (i.e., 1994
LICENSE will show a license number of 94XXXXX). If there is a current license,
print the screen and attach to the requisition. If there is not a current business
license, contact the vendor before submitting the requisition to Finance.
18. Contract/Agreement: If a contract is required (see page 5) have a staff member
of the Office of the Town Clerk date and initial the requisition prior to submitting
the requisition to finance.
19. Insurance: All insurance (liability, auto, worker's compensation etc.) required
by the contract /agreement must be on file with the Office of the Town Clerk.
Have a staff member of the Clerk's Office initial the requisition prior to
submitting the requisition to finance.
20. Worker's Compensation: On all requests for services from a vendor, that
vendor must have proof of worker's compensation insurance on file with the
Office of the Town Clerk, with the exception of the following: PG &E, San Jose
Water Company, Pacific Bell, Santa Clara Valley Water District and GTE. (The
Office of the Town Clerk will, on a yearly basis, acquire proof of worker's
compensation from these vendors and will have them on file.) Have a staff
member of the Clerk's Office initial the requisition prior to submitting the
requisition to finance.
NOTE: Once the Requisition is reviewed by Finance and all pertinent information is
entered and attached, this data will be transferred to the Purchase Order. Accounts
Payable is the only one authorized to create a Purchase Order. Purchase orders may
only be signed by the Town Manager, Assistant Town Manager or the Finance Director.
PURCHASE ORDERS
Finance will issue a Purchase Order (see Exhibit B) within two working days after receipt of
a signed (by Dept. Manager), complete, and accurate requisition. Before submitting the
requisition to finance, if required, the vendor will have a current Town Business License on
file and a completed contract (including required insurance) on file in the Clerks office.
A three -part Purchase Order will be issued with the copies being distributed as follows:
1. The original copy is mailed to the selected vendor.
2. The second copy goes to Finance.
3. The third copy is sent to and retained by the Department for their files.
Subsequent to the issuance of the Purchase Order, Finance will merge the information from
the requisition into the Accounting System, thereby encumbering funds for the amount of the
purchase. Once it has been printed, the Finance Director will review and sign the Purchase
14
Order.
It is the responsibility of all persons receiving materials /supplies, services and equipment to
verify that the correct quantity of all items ordered is received, and that the quality of all items
received agrees with the purchase requirements.
If there is a partial shipment on the purchase order, contact Accounts Payable and let them
know you will need to process a partial payment request.
Departments are responsible for keeping track of partial payments, or progress payments, on
purchase orders. Finance will also track the payments but the department remains
responsible. If there is an over - billing, accounts payable will make a courtesy call to the user
department. The user department is responsible for rectifying the problem with the vendor.
Accounts payable will withhold payment until the issue is resolved and accounts payable is
appropriately notified of the resolution.
Requisitions that have not been returned with an authorized signature or Purchase Orders
that have not been filled will expire within six (6) months. At that time the Requisition or
Purchase Order will be cancelled and funds unencumbered.
PAYMENT PROCEDURES
It shall be the policy of the Town to pay promptly (net 30 days) all bills which become due and
payable by the Town. It shall also be the policy of the Town to require vendors to send all
original invoices to Finance, attention Accounts Payable, this includes all progress payments
for consultants and project construction contractors. Finance will route all invoices to the
appropriate department for their approval and (within three (3) working days) subsequent
return to Accounts Payable. If for any reason a department does not wish an invoice paid they
are to notify Accounts Payable within two working days of receipt of the invoice stating the
reason why they do not wish the invoice paid and if they have notified the vendor that payment
may be delayed. Finance can not be responsible for timely payment of invoices submitted by
vendors to departments. It is not the policy of the Town to pay any invoices from statements.
Only the original invoice or facsimile will be processed for payment. Any exceptions to this
policy are at the discretion of the Director of Finance.
In order to assure timely payment of all invoices it is incumbent on the departments to process
invoices in a timely manner. Each department is ultimately responsible for assuring that the
Town pays its bills in a timely manner. Payables are processed in accordance with the
schedule prepared by Accounts Payable and distributed to all departments.
15
All invoices will be stamped with the accounts payable stamp (see Exhibit C) and the project
stamp (see Exhibit D) (if appropriate). Information necessary is as follows:
I. DATE RECEIVED Date materials /supplies or services were received.
2. DEPT. APPROVAL Signature of the Department Head or delegated
representative.
3. P.O. NUMBER The purchase order number if applicable.
4. P.O. STATUS P= Partial Payment or F =Final Payment.
5. ACCOUNT NUMBER Program number (4- digits) Expense number starting with
116" or "7" (5- digits). (Can be more than one account).
6. PROJECT # Up to 8 alpha- numeric characters. (See PROJECTS).
No vendor shall be paid an amount in excess of the contractually agreed upon amount
+ contingency as approved by Council. In the event the vendor's change orders exceed
the authorized contingency, a council report is required to: 1) authorize overage, and
2) identify funding.
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PROJECTS
Projects are a method of accounting for expenditures over multiple years. Unlike the expense
accounts, they do not automatically return to zero at the beginning of each fiscal year. Every
project must be included in a program. Not every program is required to have a project.
When a project begins or ends a Project Administration Form (see Exhibit K) must be
completed and forwarded to Finance. At any time you wish to have any material or capital
expense charged to a project, you must use the project stamp.
Projects can be accounted for at two levels. A project can be a stand alone and tie directly
to a project number or a project may have several "tasks" that all tie together to one project
identification.
General fund projects that have been requested by any of the departments for record keeping
purposes are accounted for at the "task" level, and are assigned at the project level to the
department requesting the project. Examples: The Planning Department has requested a
project to keep track of cost for annexations. The project is 'PLANNING' and the task where
the expenditures are charged is "ED- ANEX ". Parks, Forestry & Maintenance has requested
an accounting for costs associated with the maintenance of the field at Van Meter School.
The project is "PFMDEPT" and the task where the expenditures are charged is "FD @VANMT".
General fund projects that have a direct income source associated with them begin with
"I OOG" followed by a 4 character acronym for the project. This alerts users of the project that
expenses and revenues must be accounted for within the project. Example: the Police
Department is getting reimbursed for supplying crossing guards at Pollard Road. The project
is "100GXPLD ", revenues and expenses are accounted for at the project level.
Projects that are not funded within the general fund have the following guidelines:
Projects may be up to eight (8) alpha- numeric characters. The first three characters must be
numeric and must be the same as the fund where the project has been budgeted. Therefore,
if you have a project that is being funded by gas tax (fund 480) the project number must begin
with 480. The fourth character must be either:
R The project is financed by the equipment replacement fund.
C The project is in the public building /equipment section of the CIP.
D The project is in the storm drain section of the CIP.
L The project is in the parking lot section of the CIP.
P The project is in the parks section of the CIP.
S The project is in the street & signals section of the CIP.
U The project is in the utility undergrounding section of the CIP.
The remaining four (4) characters are intended to be a code for the project. For example:
"LOT4" is for the project "parking lot #4 ".
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PAYMENT REQUEST
Departments requesting checks should do so by filling out a Payment Request Form (see
Exhibit E) available through Finance.
Payment Request Forms are used primarily when a check is required prior to available
documentation (invoice, subscription forms, registration forms, etc.). Examples include
postage stamps and certain police department funds.
PETTY CASH
The petty cash voucher (see Exhibit F) form should be completely filled out, including account
number and authorized signature (Town Manager, Finance Director, Department Head or
designee).
Reimbursable expenses shall be limited to one -time expenditures such as miscellaneous
office supplies, special postage charges, emergency repair parts, bridge tolls, etc. Maximum
cash reimbursement is $35 , with two allowable exceptions:
1. Roll of stamps (at the then current rate)
2. One -time expense such as a working lunch or special framing /engraving, not to
exceed $50
Employees who routinely attend monthly professional meetings or incur other routine charges
should submit a Request for Reimbursement on a monthly basis. With approval of the Town
Manager or the Finance Director, petty cash can be used for routine meetings.
Mileage reimbursement is not to be reimbursed by petty cash. Use the Mileage Claim
Reimbursement Form.
Should a vendor not accept a purchase order, Town credit card, or otherwise be unwilling to
invoice the Town, petty cash reimbursement is an acceptable alternative. The amount should
not exceed $30 in most instances.
TOWN CREDIT CARD POLICY
The use of Town Credit Cards shall be in accordance with the policy as set forth below.
1. PURPOSE
To establish a Town Credit Card Use Policy to be followed by all departments and personnel
employed by the Town.
I
2. DEFINITION
For the purpose of this policy the following definition shall apply: Credit Card shall mean all
Town Credit cards currently in use and shall include American Express, Chevron and BP Oil.
3. POLICY
It shall be the Policy of the Town of Los Gatos that the use of credit cards by Town employees
shall be restricted to those occasions when no other means to obtain the desired
materials /supplies, services or equipment is feasible due to time constraints, vendor
requirements (such as ordering by phone), use of a local restaurant for Oral Board (limited to
$15 per person), etc. It shall also be the policy that no employee except the Town Manager
and the Chief of Police shall normally have a Town credit card in their possession. Persons
desiring to use a Town credit card must secure permission from the Town Finance Director
before requesting Accounts Payable to release any cards. If any employee is authorized by
the Town Manager to carry, on a regular basis, a Town credit card they must, each time they
use the card (within 24 hours), turn in the sales slip and any other documentation they may
receive when making the purchase. A Town credit card may be used only to make Town -
related purchases.
4. PROCEDURE
CHECKING OUT CARD
The sign out sheet must be signed, the purpose and dates need to be recorded.
RETURNING THE CARD
All credit cards are to be returned as soon as possible to Finance after use. When a
credit card is returned, all receipts for all charges must accompany the returned card
and all receipts must be stamped with the accounts payable stamp and the proper
account number(s) recorded.
1. Finance will verify that the receipts are returned and comply with the intended
use. An explanation of any deviation from the intended use must accompany
the returned card.
2. Finance will record on the sign out sheet the date the card was returned and by
whom.
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CAPITAL OUTLAY ITEMS
DEFINITION:
A Capital Outlay (fixed asset) item is defined as any single item or piece of equipment that
costs $1,500 or more and has a useful life of more than one year.
Any improvement, upgrade, or replacement of major components to an existing capital item
are also considered a capital outlay. Repair to an existing capital item is considered capital
outlay if the repair increases the useful life of the item bring repaired. Routine maintenance
is not considered capital outlay. If you become confused as to what is and what is not a
capital outlay item, contact the Purchasing Agent or Finance for assistance.
AUTHORITY FOR PURCHASE:
Capital Outlay items MUST be identified and approved in the current Fiscal Year Budget
before they can be purchased. If a needed Capital Outlay item is not budgeted for but is still
a requirement, then the department must receive authorization from the Town Council to
substitute the new item in -lieu of the budgeted item.
CAPITAL OUTLAY- FIXED ASSET NUMBER:
Each Capital Outlay item is assigned a Fixed Asset Number by personnel in Finance at the
time of purchase. To maintain control over fixed assets in the Pentamation system the "Detail
for Fixed Asset Purchase" form (see Exhibit G) is required for each Capital Outlay purchase.
When you are submitting your requisition to Purchasing the "info for asset being replaced"
and "info for asset being purchased" MUST be completed in duplicate and attached to the
requisition (one form for each asset). Upon receipt of the item and invoice the remainder of
this form must be completed by the department acquiring the item(s). For warranty and
copyright purposes all software that is installed will be treated as a Capital Outlay item and
the serial number of the software will be assigned to the PC in which the software will be
installed.
ITEMS UNDER $1,500:
Although not defined as a fixed asset, an item which was purchased for less than $1,500 may
be assigned a fixed asset number to enhance internal controls.
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DISPOSAL PROCEDURE
There are two purposes of the disposal procedure. First, is to provide an orderly method for
the disposal of commodities which are not needed by the Town, are of no value or of little
value, and should not be retained. Second, is the disposal at the most advantageous price,
by trade or sale of equipment which is no longer needed.
The Purchasing Agent is responsible for disposal of all Town owned property. The
Department Head has the responsibility of verifying and informing the Purchasing Agent of
any restrictions regarding the disposal of a commodity.
The Purchasing Agent personally controls the disposal of equipment. A Department Head
wishing to dispose of an item of equipment prepares a report, indicating the piece of
equipment, the fixed asset number, reasons for wishing to dispose of the item and its
condition, and forwards this report to the Purchasing Agent without taking action to move
the equipment. The Purchasing Agent ascertains whether to dispose of the equipment or if
the equipment can advantageously be used by another department. If approval is given for
disposal, it will be arranged by the Purchasing Agent at the best possible terms, and the
Department Head will be advised with instructions as to the disposition of the article.
Auction
Surplus Town Property may also be auctioned. An auction is held annually or by special
arrangement in the event of certain circumstances. Each year in January, the Police
Department Services Division Captain, acting as Purchasing Agent for the Town Manager, will
contact Town Department Heads to identify surplus equipment. Each department then
prepares a list of each surplus item which includes a description and any model and serial
number. After determining that no other Department has a use for the identified items, the
auction company will be contacted for release and eventual sale. Upon advisement by the
Auction coordinator, the Town Clerk's office will place the required public notice. Each
Department is responsible for storage of items until pick -up date and for notifying the
Purchasing Agent to ensure that all property of fixed asset nature is documented on the fixed
asset retirement /transfer form.
Book Sales
Discarded library materials may be sold by the Friends of the Library at special book sales or
on the book sale table in the Library. The funds raised by these sales are used to purchase
new materials and equipment for the Library.
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ADVANCES OF FUNDS
Requests for advance of funds of estimated reimbursable costs shall be requested by the
Department Head and be approved by the Town Manager. These costs shall approximate the
out -of- pocket expenses to be incurred by the employee. If traveling out of town for an
overnight stay, an "AUTHORIZATION FOR TRAVEL" (see Exhibit H) must be completed and
appropriate approval obtained prior to the out -of -town travel. Generally, requests for
advanced funds will only be approved when the out -of- pocket costs exceed $100.00.
CLAIM FOR REIMBURSEMENT
All expenses other than automobile related shall be reimbursed at the actual cost thereof.
Costs associated with the attendance of a family member are not eligible for reimbursement.
Within thirty (30) days after the conclusion of the event, a "Claim for Reimbursement' (see
Exhibit 1) shall be filed with the Town Manager, with a copy of the "Authorization for Travel'
if applicable and receipts or other approved forms of documentation to support actual and
necessary expenses.
MILEAGE CLAIM REIMBURSEMENT
The cost of private automobile transportation shall be reimbursed at the rate of in affect for
the State of California (unless specified otherwise in a particular bargaining unit MOU), except
that the rate shall not exceed the IRS limit for reportable income, per mile for round trip
mileage by the most direct route, provided that reimbursement for transportation expenses by
private automobile on trips shall not be greater than the equivalent lowest cost of round trip
air fare if air service is provided from the City of San Jose to the destination (or from any Bay
Area airport for out -of -State destinations). When submitting the "Mileage Claim
Reimbursement' (see Exhibit J) the beginning and ending odometer readings are required.
For mandated Police Officer appearances, mileage is pre- determined and the beginning and
ending odometer readings do not have to be completed. Employees receiving monthly car
allowance will be eligible for reimbursement on the use of private automobile as stated above
only when a trip exceeds one hundred (100) miles in round trip.
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CONTROL OF TOOLS AND EQUIPMENT
Each Department Head is responsible for issuing regulations governing the control and use
of the departmental tools and equipment to fit the operating needs and conditions of the
department. Employees will be responsible for the tools and equipment in their care.
When a tool is issued to an individual, the employee receiving it signs a Tool Receipt showing
the date and type of tool. Tools are ordinarily issued for a day or portion thereof, but may be
issued for longer periods of time if justified. Upon the return of the tool, the Tool Receipt is
destroyed.
A damaged tool is accepted by the issuing employee as evidence of the return of the tool
issued. If a tool is lost, the issuing employee reports the loss to their supervisor. The
supervisor seeks to determine the cause of the loss and recommends disciplinary action if
appropriate. The supervisor maintains a continuous record of the employees who have lost
or damaged tools, and this record is to be reflected in the employee's evaluation report. A
disciplinary notice may be issued when an employee shows repeated disregard for the value
of Town property.
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DEFINITIONS
Account Numbers - Designates fund, department program, type of account
(revenue /expenditure).
Bid - A price quotation received from a vendor for an item(s), and may be obtained by phone,
informal letter (or fax) or sealed envelope.
Budget - Annual Fiscal document detailing authorized revenues and expenditures.
Capital Outlav - Any single item or piece of equipment which costs more than $1,500 and has
a use full life of more than one year.
Change Order - A revision to the statement of work, number or types of items previously
ordered, change in price of the item of service previously ordered. Applies to Purchase
Orders and Contracts.
Consultant - Any individual or company, etc. who provides services rather than supplies of
equipment.
Encumbrance - Sum of money set aside for a particular purpose.
Expense - Spending or using up of money
Fixed Asset - Capital Outlay
Formal Bid /Quotation - A bid or quotation for goods or services with a value in excess or
$1000, including sales tax and shipping charges.
Informal Bid - A quotation requested from a vendor by phone, letter or fax not requiring a
sealed bid.
Invoice - Itemized list provided by vendor for payment.
Payment Request - Written request to Accounts Payable for payment.
Petty Cash - Cash set aside for purchases under $35.00.
Project Numbers - Predetermined number to identify specific projects.
Purchase Order - Written authorization to vendor which guarantees payment for purchase
of materials /supplies, services or equipment.
Requisition - Written request to Finance to buy materials /supplies, services or equipment,
etc.
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Revenue - Item or source of income.
R.F.P. - An R.F.P. is a "Request for Proposal" and may be formal or informal. Usually used
when requesting prices for contractual services such as consulting, preparation of an EIR,
engineering design, etc.
Statement - Monthly summary of invoices from a vendor.
Telephone Bid - A quotation (bid) solicited from a vendor for an item or service by telephone.
nit - Describes the basis of measurement of the goods being purchased, such as (1) ea for
each, (2) box, (3) case, (4) doz for dozen, etc.
Vehicle - ALL motorized equipment primarily intended to operate on public roads (i.e., cars,
trucks, etc.) Does not include riding mowers, fork lifts, etc.
Vendor - Provider of materials /supplies, services and /or equipment.
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EXHIBIT A
EXHIBIT B
EXHIBIT C
EXHIBIT D
EXHIBIT E
EXHIBIT F
EXHIBIT G
EXHIBIT H
EXHIBIT I
EXHIBIT J
EXHIBIT L
EXHIBITS
Requisitions
Purchase Orders
Accounts Payable Stamp
Project Stamp
Payment Request
Petty Cash Voucher
Detail for Fixed Asset Purchase
Authorization to Travel
Claim for Reimbursement
Mileage Claim Reimbursement
Project Administration
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