Procurement Policies and Procedures

6.0 Acquisition and Disposal of Real or Personal Property

6.06 Disposal of Real or Personal Surplus Property Generally

As needed, the City Council, during public meetings, may declare unneeded or obsolete city-owned vehicles, equipment, or real property as surplus city property and authorize city staff to dispose of those items though advertised sealed bids, advertised public auctions, electronic auctions such as Govdeals.com, use of a real estate agent, or donation/transfers to other entities as described in this section. All real property must be appraised by a certified appraiser or at least have a realistic estimated value from an authorized source to establish value prior to sale. The bid/auction shall specify a minimum bid amount. All sealed bids are to be advertised once a week for two weeks in the city’s legal organ, city’s website, and any other places deemed appropriate by the Purchasing Assistant.

6.07 Trade-in of Vehicles and Equipment

The city may consider trading in existing city-owned vehicles and equipment when purchasing new vehicles and equipment to obtain a more competitive price. Trade-in options, where appropriate, will be a part of the bid documents and the resulting bid award with the trade-in vehicle/equipment and value will be approved by the City Council.

7.0 Standardization of Vehicles, Equipment, Technology, Traffic

Signal Equipment, and Maintenance Agreements

The city shall consider standardizing the purchases of vehicles, equipment, technology, traffic signal equipment, and maintenance agreements where it makes financial and economic sense for operational efficiency. Such items will only be competitively quoted among vendors providing the specific item or service using the established purchasing procedures. Examples include but not limited to:

Standardization of vehicles and equipment to minimize replacement parts, diagnostic equipment, repair services, and have knowledge of a single brand to make the repair of vehicles and equipment more efficient and economical than having many different parts, repair manuals, diagnostic equipment, and knowledge. To ensure all vehicle and equipment purchases will be compatible with the existing city inventory, all vehicle purchases shall be coordinated with the city’s Fleet Maintenance Foreman.

Standardization of computer equipment, infrastructure, and technology to ensure that any new or replacement computer parts are compatible with the city’s existing computer network. To ensure all technology purchases will be compatible with the existing city network, all technology purchases including hardware and software shall be coordinated with the city’s IT Director. Since cybersecurity is a vital part of any IT system and to avoid broadcasting the city’s specific IT hardware configurations and software specifications, if the city has a satisfactory existing working relationship with a trusted IT vendor and that vendor has the products, services, and expertise the city needs, the city can purchase IT equipment without competitive bidding and public advertising from those trusted vendors.

Standardization of traffic signal equipment such as signal controllers, detection equipment, and programming/operating software to ensure that any new or replacement parts are compatible with existing parts.

Standardization of maintenance agreements such as copier maintenance agreements to have only one vendor who knows and understands city equipment and personnel.

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