SR 05:071 - Laserfiche WebLink

Honorable Mayor and Members of the City Council: DISCUSSION Purchasing Procedures Manual Section 3.28.010 of the Pleasanton Municipal Code (ATTACHMENT 3) establishes that the City Manager is responsible for all purchasing not otherwise reserved by the City Council. This responsibility is met with the City Manager assuring that all purchases are consistent with the Budget approved by the City Council and by establishing procedures that assure purchasing is handled in an efficient and open manner consistent with current auditing requirements. To assist with this responsibility, the City Manager established a committee of employees to develop standardized purchasing procedures that are accessible to all City employees. The outcome of this effort is the drafting of the Purchasing Procedures Manual Manual). While the City previously had a number of documents outlining purchasing requirements and procedures, the development of a comprehensive document assures that all employees, particularly new employees, have the information necessary to properly conduct purchases. The manual is drafted to retain the City's purchasing requirements while initiating a number of purchasing options, details and clarifications to both streamline and clarify the purchasing process. A summary of the primary purchasing modifications and clarifications is as follows: Retains the City's practice of decentralized purchasing, i.e., the City does not have a central purchasing division, while establishing purchasing centers for recurring items that require expertise and standard procedures. As an example, the purchase of office technology equipment will be handled exclusively by the Information Services division and the Support Services division will handle all vehicle purchases. (See Section II Coordination of Purchasing) · Establishes clear purchasing procedures based on the value of the purchase for specific types of purchases such as Goods and Ancillary Services, Maintenance and Trade Services, Public Works Construction Contracts, etc. (See Sections III Purchasing Guidelines) · Clarifies the use and process for obtaining "As Needed Service Contracts" which are currently used by a number of divisions to address trade services as needed. The "As Needed Services Contracts" have proven to be especially helpful for operations like Support Services and Water Maintenance that regularly use specific trade services throughout the year to perform electrical, construction, painting and other services on an as needed basis. These contracts are limited to one year with a City option for a second year, have a single project SR 05:071 Page 2