§ 2.04.040. Contracting procedures.

A.

Contracts Subject to Council Appropriation and Allocation of Program or Contract Funds. All contracts authorized by the Council or City Administrator shall be subject to the prior appropriation and allocation of funds by the City Council for the City programs, activities, functions or operations, which the purchase of any supplies, professional or other services or combination are intended to support.

B.

Limits for Informal and Formal Solicitation Procedures.

1.

Informal Advertising and Bidding. Informal advertising and bidding procedures established by the City Administrator are required for purchase orders or contracts for supplies, construction services or combination involving expenditures between five hundred dollars ($500.00) and fifty thousand dollars ($50,000.00) in any single transaction or term agreement;

2.

Formal Advertising and Bidding. Formal advertising and bidding, described in Section 2.04.050, is required for purchase orders or contracts for supplies, construction services or combination involving expenditures in excess of fifty thousand dollars ($50,000.00) in any one transaction or term agreement;

3.

Informal RFP/RFQ Process. Informal advertising and solicitation of proposals/qualifications is required for professional services contracts involving expenditures of fifty thousand dollars ($50,000.00) or less;

4.

Formal RPF/RFQ Process. Formal advertising and solicitation of proposals/qualifications described in Section 2.04.051 is required for professional services contracts involving expenditures of more than fifty thousand dollars ($50,000.00).

C.

Purchase Orders, Contract Format, Petty Cash.

1.

Purchase orders shall be used for all purchases of supplies, services or combination or professional services in excess of five hundred dollars ($500.00). The purchase order shall incorporate by reference all relevant agreements, including but not limited to the City of Oakland Professional Services Agreement, negotiated agreements, vender agreements and exhibits, attachments, addendums and other supporting documents that, together, constitute the entire agreement.

2.

All purchases and contracts for supplies, services or combination of professional services in excess of five hundred dollars ($500.00) shall be in writing, in a format approved by the City Attorney.

3.

The City Administrator shall institute control procedures for petty cash funds without prior use of purchase orders or contracts.

D.

Miscellaneous Procedures.

1.

Notwithstanding the above, nothing shall preclude the City Administrator from placing any purchase, procurement or contract within the City Administrator's approval limit on the City Council agenda for discussion or approval.

2.

The City Administrator shall institute informal contacting procedures for the purchase of supplies, services or combination.

3.

The City Administrator shall institute informal and formal contracting procedures for the purchase of professional services.

4.

The City Administrator shall maintain a centralized list of all contracts executed by the City Administrator, or the City Administrator's designees, within the City Administrator's authorization limit, for the prior year.

5.

Pursuant to the City Charter, the City Attorney will draft standardized contract terms and conditions and standardized contracts for professional services, purchasing, procurement and for supplies, services or combination.

6.

Pursuant to the City Charter, the City Attorney will approve the form and legality of all contracts before their execution.

(Ord. No. 13380, § 1, 7-19-2016; Ord. No. 13102, § 1, 12-20-2011; Ord. 12634 § 1 (part), 2004: Ord. 9739 § 3 (part), 1979; Ord. 7937 § 4, 1969)