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BACKGROUND <br />Section 3.28.010 of the Pleasanton Municipal Code establishes that the City Manager is <br />responsible for all purchasing not otherwise reserved by the City Council. This <br />responsibility is met with the City Manager assuring that all purchases are consistent <br />with the City Council adopted budget and by establishing procedures that assure <br />purchasing is handled in an efficient and open manner. In 2005, the City Council <br />adopted the City's first comprehensive Purchasing Procedures Manual (2005 Manual) <br />that the City had been utilizing. <br />In October of 2016 City Council adopted an update the 2005 Manual that: (1) updated <br />contracting thresholds, (2) streamlined the presentation of policy for each type of <br />procurement and contracting, and (3) eliminated vagueness about City Council review <br />and approval requirements. <br />Since its adoption in 2016, City staff has identified areas in the 2016 Manual that were <br />inconsistent or required further elaboration. In addition, to receive federal grant funds <br />the City's Manual needs to include language that the City will adhere to granting agency <br />procurement rules when using federal grant funds to make contract payments. <br />DISCUSSION <br />A summary of significant changes included in the proposed 2017 Manual as compared <br />to the 2016 Manual are as follows: <br />o Clarifies that Livermore Pleasanton Fire Department's purchasing procedures are <br />subject to a separate agreement between the City of Pleasanton and Livermore. <br />o Subjects all contract types to a five year maximum duration. <br />o Exempts legal service contracts from selection and time limit provisions under <br />certain circumstances. <br />o Exempts temporary employment contract agencies from selection and time limit <br />provisions. <br />o Clarifies that public works contracts should use a Public Works Agreement and <br />not a Purchase Order. <br />o Allows department heads to formally designate signing authority for purchases <br />less than $10,000. <br />o Adds a section on grant funded procurement that states the City will adhere to <br />procurement requirements of granting agencies. <br />Submitted by: <br />Tina Olson <br />Director of Finance <br />Approve • by: <br />Nelson Fialho <br />City Manager <br />Attachment 1: Draft Purchasing Procedures and Manual <br />Page 2 of 2 <br />