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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 /> • Clarifies that Livermore Pleasanton Fire Department's purchasing procedures are <br /> subject to a separate agreement between the City of Pleasanton and Livermore. <br /> • Subjects all contract types to a five year maximum duration. <br /> • Exempts legal service contracts from selection and time limit provisions under <br /> certain circumstances. <br /> • Exempts temporary employment contract agencies from selection and time limit <br /> provisions. <br /> • Clarifies that public works contracts should use a Public Works Agreement and <br /> not a Purchase Order. <br /> • Allows department heads to formally designate signing authority for purchases <br /> less than $10,000. <br /> • Adds a section on grant funded procurement that states the City will adhere to <br /> procurement requirements of granting agencies. <br /> Submitted by: Approved by: <br /> ki6Y <br /> Tina Olson Nelson Fialho <br /> Director of Finance City Manager <br /> Attachment 1: Draft Purchasing Procedures and Manual <br /> Page 2 of 2 <br />