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HomeMy WebLinkAboutMINUTES - 09241996 - C82 tt" C.02 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA Date: September 24, 1996 Matter of Record SUBJECT: Letter from Robert Perussina Re: Bettencourt Ranch Homeowners Association LETTER dated September 17, 1996, from Robert Perussina, Vice President, Bettencourt Ranch Homeowners Association, P.O. Box 2152, Danville, CA 94526, requesting reconsideration of a Board decision on September 10, 1996, regarding clarification of the public hearing process for projects in San Ramon. THLS IS A MATTER FOR RECORD PURPOSES ONLY NO BOARD ACTION WAS TAKEN LHA SEPTEMBER,1996 POLICY & PROCEDURE 3.0 PROCUREMENT POLICY A. Purchases and contracts for equipment, materials, supplies and nonpersonal services for items previously budgeted for the fiscal year, shall be made in the following manner. 1. The Executive Director(or individuals designated by the Executive Director) shall be permitted to make purchases not to exceed$2,500 on the open market using small purchase procedures(including petty cash and blanket purchases agreements)after such inquiry as necessary to insure that the price obtained is the most advantageous to the PHA; and the Executive Director shall utilize procedures for audit of the petty cash fund as defined as follows: a. Expenditures less than $100 for organizational units may be made from the petty cash fund and should be supported by a receipted invoice signed by the recipient of the funds, and approved in writing by the Housing Authority Manager or designated representative in his/her absence. b. Receipted invoices must be supplied to petty cash fund within a 24 hour period. C. IOU's are not acceptable. d. Receipt for cash advances should designate items being purchased. e. The Fiscal Director will approve all expenditures for Central Office. 2. For purchases and contracts from $2,500 to $100,000 the Executive Director shall use competitive negotiations and invite offers orally, by telephone,or in writing from at least three suppliers if they are available in the locality. A file shall be kept with an abstract of invitations made and offers received. The Executive Director or his designated Purchasing Agent is authorized to issue negotiation agreements or blanket purchase orders which may not exceed a period of one year. The total purchase order may not exceed$100,000 unless it is an approved budget item. 3. For purchases and contracts in excess of$100,000,the Executive Director shall use formal advertising methods(unless otherwise justified)and shall solicit bids by advertisement in at least one newspaper of general circulation, or by mailing solicitations to bid to all available dealers, and by posting notices in public places, or by a combination of such methods. All offers and/or bids must be in writing and must be retained by the Authority. Formal advertising must always be used unless there is an emergency as defined in Section D. For purchases over$100,000, all offers and/or bids must be in writing and shall be attached to the file copy of each purchase order for audit review,and shall be submitted to the Advisory Housing Commission as an Information Item. 1 procrmnt.manuals rev 9/96 LHA SEPTEMBER,1996 POLICY& PROCEDURE 3.0 4. For equipment and supplies included in HUD Consolidated Supply Contracts(CSCs), purchases should be made from the contract supplier offering the lowest price without further solicitation or invitation for bids,unless it is believed that lower prices may be available elsewhere. If the purchase is made from any supplier other than one offering the lowest prices,based on a requirement for quality, availability, optional features, local service options, or other justifiable reasons, such justification shall be in writing and filed with the purchase order file copy. For purchases from CSCs over$50,000, the Executive Director(or individual designated by the Executive Director) shall conduct a survey of other sources to investigate the possibility that a better price may be obtained by formal advertising. A statement of the results of this survey shall be attached to the file copy of each CSC purchase over$50,000 for audit review, and shall be submitted to the Advisory Housing Commission as an Information Item. 5. The PHA should enter into governmental agreements to use state and local contracts, and request that the contracting agency(State, County, or City)note in the contract that use by the PHA is authorized. 6. All procurement of equipment, materials, supplies and nonpersonal services shall be documented. Expenditures under$100 shall be supported by receipts, and purchases over that amount shall be made by standard purchase order. Each purchase,regardless of dollar amount, shall be supported by a purchase request approved by a Housing Manager, Department Supervisor, or the Executive Director. Purchase requests shall be filed with the resulting purchase documents. B. Purchases and contracts for non-budgeted items purchased with reserve funds of the Housing Authority, shall be made in the following manner: 1. For purchases less that$2,500,the Executive Director shall be permitted to make said purchases on the open market using small procedures(including petty cash and blanket purchase agreements)utilizing the procedures set forth in Section 1, Paragraph 1. After said purchase, and in no event less than once each fiscal quarter,the Executive Director shall notify the Advisory Housing Commission of the items, purchase price and supplier's identity for items purchased under this section. 2. For purchases and contracts in excess of$2,500 and less than$100,000,the Executive Director must seek the approval of the Advisory Housing Commission before entering into any purchase or contract. Before seeking the approval of the Advisory Housing Commission for purchase of items in this category,the Executive Director shall submit all written bids to the Advisory Housing Commission for its review and approval. 3. For purchases and contracts in excess of$100,000,the Executive Director shall utilize formal advertising methods as specified in Section A,Paragraph 3, and shall notify and seek the approval of the Advisory Housing Commission and the Housing Authority Board of Commissioners before any purchase is made,with the exception of those purchases designated as emergency items and defined in Section D. 2 proermnt.manuals rev 9/96 LHA SEPTEMBER,1996 POLICY & PROCEDURE 3.0 C. The Executive Director shall establish written procedures to monitor the procurement actions of the staff which will ensure compliance with the above policy. D. For purchases specified in Section A,Paragraphs 2 and 3, and Section B,Paragraphs 2 and 3 of this policy statement, lack of competition is permissible only when an emergency exists which permits no delay because of the possibility of injury, loss of life, or destruction of property, or when only one source of supply is available and the Executive Director or Contracting Officer shall so certify. When there is competitive bidding,the award shall be made to the lowest responsible bidder who meets the requirements. When there is no competition,the best possible price shall be negotiated with the supplier. E. Positive efforts shall be made by the Executive Director to us small, minority-owned and women- owned businesses as sources for supplies and services. Such efforts should include developing a bidders' mailing list for these sources, and encouraging them to compete for contracts to be awarded. F. Not withstanding,the Housing Authority shall comply with the standards established in 24 CFR 85.36. Adopted by Board Motion on 09/16/96 3 procrmnt.manuals rev 9/96 I7-G6 G11, �iF;� PROM SIERRA."PAA Poi BETTENCOURT RANCH HOMEOWNERS ASSOCIATION P.O. Box 2152 Danville, CA 94526 September 17, 1996 Office of Clerk of the Board of Supervisors Contra Costa County 651 Pine Street Martinez, CA 94553-4095 BY FACSIMILE TRANSMISSION ONLY(510)335.1913 Dear Sirs/Ladies: It has come to our attention that Item D.14, on the Board's calendar for September 10, 1996 was not an action item. However, the Board seemed to take action to change the character of this item without public comment or notice. This deed changes past protocol and standard procedures within Board Meetings, The Bettencourt Ranch Homeowners Association respectfully requests that this item be placed back on the agenda for reconsideration,and proper notice be given to surrounding communities of such reconsideration. Thank you for your attention in this matter. R?ert full , , Perussina Vice President - Bettencourt Ranch Homeowners Association fc: Jeff Smith Tom Torlaksoii Mark DeSaulnier Jim Rogers Gayle Bishop Curt Kinney Millie Greenberg