-REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Al Zelinka, City Manager
VIA: Dahle Bulosan, Chief Financial Officer
PREPARED BY: Serena Bubenheim, Finance Manager - Budget
Subject:
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Approve recommendations regarding the City's procurement policies as they pertain to formal bid thresholds, approval levels, and reporting to City Manager and City Council; direct staff to prepare ordinances for City Council approval
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Statement of Issue:
During the July 19, 2022 City Council Meeting, Mayor Pro Tem Posey requested a comprehensive review of the City's procurement policies to promote transparency and adherence to best practices. The Finance Department, under the City Manager's direction, prepared a formal review plan for City Council's consideration, which was approved on September 6, 2022. On September 20, 2022, the City entered into an agreement with PFM Group Consulting LLC (PFM) to conduct an analysis of the City's procurement policies and workflow and to provide recommendations based on best practices.
The procurement policy review consists of three phases. As part of Phase 1 (November 15, 2022) of the review process, the PFM team was asked to prioritize the assessment of City Manager and Department Directors' spending limits and formal bidding requirements for goods and services, professional services, and public works construction. Recommendations were made based on best practices, comparisons with other cities, legal compliance, and an effort to be fair and transparent. Policy direction and City Council feedback is requested for each of the proposed policy changes. Based on approved policy direction, staff will prepare an update ordinance for City Council consideration at a future meeting during Phase 2 (December - April 2023) of the project. Phase 2 of the project will also involve reviewing other items such as contract terms, software agreements, real estate, subrecipient agr...
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