§ 3.08.060. Authority and responsibility.

A.

Decentralized Procurement Overview. CVWD utilizes a decentralized procurement process in which the responsibility to determine specifications of goods or services, to solicit proper bids (according to bid procedures Section 3.08.070), and to obtain proper approvals (according to the Authorization Table Section 6-D) has been delegated to Directors, Managers and Supervisors.

The Purchasing Agents retain the responsibility to review and examine requisitions, bid documents, and contracts. Only the Purchasing Agents will create Purchase Orders.

B.

Responsibilities of Purchasing Agents. The GM/CEO has delegated the authority and responsibility of the Purchasing Agent to the AGM, to the Director of Finance and Technology Services and to the Finance Manager. Purchasing Agent authorities and responsibilities include:

a.

Administration of the Purchasing Policy.

b.

Creation of Purchase Orders.

c.

Oversee the Purchasing Division including management of the warehouse function and inventory.

d.

Perform Finance Review (see below).

e.

Review of bid documents and bidding procedures.

f.

Review of contracts.

g.

Recommend revisions to purchasing procedures when necessary and keep informed of current developments in the field of public purchasing.

h.

Conduct internal audits.

i.

Provide training for District staff on this policy.

Finance Review is a computerized process that is specific to the SunGard Public Sector software that the District uses. Finance Review must be completed by one of the Purchasing Agents on every purchase requisition before the purchase order may be generated. In most situations, the Director of Finance and Technology Services will perform Finance Review, however it may be done by the AGM or the Finance Manager in urgent situations when the Director of Finance and Technology Services is not available. If any of the Purchasing Agents is required to perform both Finance Review and create the related purchase order, that Purchasing Agent must obtain a concurring signature from a District manager or AGM other than the person who is requesting the purchase. The Purchasing Agent will retain the concurring signature on file and make note in the purchase requisition comments.

C.

Responsibilities of Departments. The GM/CEO has delegated procurement authority and responsibility to Assistant General Managers, Directors, Managers, and Supervisors. These authorities and responsibilities shall include:

a.

Enter into contractual obligations on behalf of CVWD for the acquisition of supplies, materials, equipment, and services necessary to support District functions in accordance with this policy manual.

b.

Obtain full and open competition in accordance with prescribed policies and procedures in a manner that presents the best overall value to CVWD.

c.

To anticipate requirements sufficiently in advance to allow adequate time to obtain goods in accordance with the best purchasing practices.

d.

Identify, evaluate and utilize purchasing methods which best meet the needs of CVWD (e.g. cooperative purchases, blanket purchase orders, contractual agreements, purchasing cards, etc.).

e.

Provide for the fair and equitable treatment of vendors, suppliers, and contractors.

f.

Coordinate vendor relations, locate sources of supply, and evaluate vendor performance.

g.

Supervise the receipt and inspection of all materials, supplies, equipment and services purchased to ensure conformance with specifications.

h.

Recommend the disposition of surplus or unused supplies, materials, equipment, and scrap through sale or other means.

i.

To notify vendors of purchase award when authorized by a Purchasing Agent.

j.

To not "split" orders for the purpose of avoiding procurement requirements. (See definitions.)

k.

Obtain approvals according to the Authorization Table in Section 6-D.

D.

Authorization Table (amounts excluding sales tax).

Amount up to:	Approval Level
$5,000	Division Supervisors
$25,000	Department Managers
$50,000	Department Directors
$75,000	Assistant General Managers
$99,999	General Manager/CEO (Assistant General Managers if GM/CEO is absent)
$100,000+	Board of Directors

 

( Res. No. 2015-11-6, § 1, 11-24-2015 ; Res. No. 2017-10-2 , 10-24-2017; Res. No. 2018-7-2 , § 1(Exh. A), 7-24-2018)