RES 231373 - Laserfiche WebLink

RESOLUTION NO. 23-1373 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PLEASANTON AMENDING THE PURCHASING PROCEDURES AND MANUAL WHEREAS, the Purchasing Procedures and Manual guides the procurement of goods and services by the City and was most recently amended on May 3, 2022 by Resolution No. 22- 1290; and WHEREAS, an amendment is needed to clarify that when a vendor is used by multiple departments or for multiple projects, each contract and purchase order with that vendor is treated separately in determining approval requirements. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PLEASANTON DOES RESOLVE, DECLARE, DETERMINE AND ORDER THE FOLLOWING: SECTION 1. Amends the Purchasing Procedures and Manual as follows: 4. Purchasing Procedures Price thresholds apply to total contract or purchase order prices for each separate vendor's contract or purchase order, even if vendor has multiple contracts or purchase orders with different departments or different projects within the same department.4 For multi-year contracts (but the maximum contract term should not exceed five years), the price category should be determined using total, rather than annual, contract price.45 Purchases exempt from these procedures include utilities (e.g. water, electricity, and telephone), pass-through payments collected on behalf of a third party, goods sold by government agencies, employee benefit payments, legal services, and purchases related to travel and training. Contact the Finance Department for details and further information. Some purchases may require approval by other City employees in addition to those listed in the following procedures. For example, a software purchase may require the approval of the Director of Information Technology. If your purchase falls into a category that requires special approval, the City's financial system will notify the City employee responsible for the procurement. 4 For example, if Library & Rec. has a $55,000 purchase order (PO) with Acme Printing for the Summer Rec. Guide, that would require price quotes and City Manager (CM) approval. Then, if Economic Dev. has a $75,000 PO with Acme Printing for a summer newsletter, that also requires price quotes and CM approval. The $55,000 and $75,000 are not cumulated to trigger competitive bidding and council approval. Similarly, if Library & Rec. has another PO with Acme Printing that same fiscal year for FHAC programs for $65,000, the $55,000 rec guide and $65,000 FHAC programs are treated as separate and distinct contracts or purchase orders; again, these PO amounts are not cumulative. 41 Multi-year contracts may also include an inflation adjustment provisions based on the Consumer Price Index (or other inflation index), language about annual rate adjustments to which both parties agree in advance, or rate changes based on changes in State prevailing wages.