Policy 4.01 Procurement
January 22, 2025
Timeline
2024 2025
Policy Committee
Meeting #2
October 29, 2024
City Received Final
Report from
Procurement Consultant
February 2024
City Council
Policy Adoption
January 22, 2025
TODAY
Policy Committee
Meeting #1
September 26, 2024
Council Goals and Objectives
3 GOAL: It is the goal of the City Council to maintain
sound and conservative financial practices to
ensure the fiscal sustainability of the City.
OBJECTIVE: Continue to identify and implement
means and methods for streamlining internal and
public-facing City operations.
FISCAL MANAGEMENT
Agencies No Solicitation
(Director Approval)
Informal
(CM Approval)
Formal
(Council Approval)
Agoura Hills Less than $25,000 - More than $25,000
Calabasas Less than $50,000 - More than $50,000
Moorpark Less than $5,000 - More than $5,000
Ojai Less than $5,000 $5,000 to $30,000 More than $30,000 Oxnard Less than $5,000 $5,000 to $100,000 More than $100,000 Santa Paula Less than $5,000 $5,000 to $50,000 More than $50,000 Simi Valley Less than $100,000 - More than $100,000
Thousand Oaks Less than $5,000 $5,000 to $75,000 More than $75,000 Ventura Less than $60,000 - More than $60,000
Camarillo Less than $5,000 $5,000 to $30,000 More than $30,000 Professional Services
The average threshold is $57,000 compared with $30,000 in Camarillo Agencies No Solicitation
(Director Approval)
Informal
(CM Approval)
Formal
(Council Approval)
Agoura Hills Less than $5,000 $5,000 to $25,000 More than $25,000 Calabasas Less than $10,000 $10,000 to $60,000 More than $50,000 Moorpark Less than $1,000 $1,000 to $15,000 More than $5,000 Ojai Less than $5,000 $5,000 to $30,000 More than $30,000 Oxnard Less than $5,000 $5,000 to $100,000 More than $100,000 Santa Paula Less than $5,000 $5,000 to $50,000 More than $50,000 Simi Valley Less than $7,500 $7,500 to $45,000 More than $100,000 Thousand Oaks Less than $5,000 $5,000 to $75,000 More than $75,000 Ventura Less than $5,000 $5,000 to $250,000 More than $60,000 Camarillo Less than $5,000 $5,000 to $30,000 More than $30,000 Supplies, Equipment & Maintenance Services
The average threshold is $68,000 compared with $30,000 in Camarillo Agencies No Solicitation
(Director Approval)
Informal
(CM Approval)
Formal
(Council Approval)
Agoura Hills N/A N/A N/A
Calabasas N/A N/A N/A
Moorpark N/A N/A N/A
Ojai Agreement: Less than $5,000
Task Orders: Less than $5,000
Agreement: $5,000 to $30,000
Task Order: $5,000 to $20,000
Agreement: $30,000 up to $60,000
Task Order: N/A
Oxnard Agreement: Less than $100,000
Task Order: Less than $100,000
Agreement: $100,000 to $200,000
Task Order: $100,000 to $200,000
Agreement: $200,000 +
Task Order: $200,000 +
Santa Paula No Response No Response No Response
Simi Valley Agreement: Less than $7,500
Task Order: N/A
PSA: $7,500 to $100,000
General: $7,500 to $175,000
Task Order: N/A
PSA: $100,000 +
General: $175,000+
Task Order: N/A
Thousand Oaks Agreement: Less than $25,000
PSA Task Order: Less $25,000 (3 quotes)
Maintenance Serv T ask Order: Less than
$25,000 (3 quotes)
Agreement: $25,000 to $75,000
Prof/Consulting Serv. T ask Order:
$25,000 to $75,000 (3 quotes)
Maintenance Serv T ask Order:
$25,000 to $60,000 (3 quotes)
Agreement: More than $75,000
PSA Task Order: $75,000 to $125,000 Cap
(3 quotes)
Maintenance Serv T ask Order: N/A (Cap
Reached)
Ventura N/A N/A N/A
Camarillo Agreement: N/A
Task Order: N/A
Agreement: N/A
Task Order: N/A
Agreement: Up to $60,000
Task Order: Up to $60,000
On-Call Service Contracts
Current thresholds
• Tier 1: $0 - $5k -> Director
• Tier 2: $5k - $30k -> CM
• Tier 3: $30k+ -> Council
New thresholds
• Tier 1: $0 - $10k -> Director
• Tier 2: $10k - $50k -> CM
• Tier 3: $50k+ -> Council
On-Calls are up to $60k and task orders
cannot exceed $60k.
On call agreements are approved by
City Council and all task orders are
currently approved by City Manager
On Call Agreements – No Limit
Task Order threshold
• Tier 1: $0 - $25k -> Director
• Tier 2: $25k - $200k -> CM
• Tier 3: $200k+ -> Council, Formal Solicitation
Supplies, Equipment & Services
On Call Contracts
Purchase of goods threshold:
• Tier 1: $0 - $25k -> Director (no solicitation)
• Tier 2: $25k+ -> CM (informal solicitation)
• Tier 3: $200k+ -> Formal Solicitation
Blanket Purchase Orders
Current Process Recommendation Goal
• On Call Contracts are
contracts without a specific
project scope of work but
rather categorized around
general types of trades.
• Task orders act like a micro
contract within the on -call
contract allowing for on an
as needed basis. The detail
of scope of work, cost and
timeline will be referenced
on this document.
Current thresholds
• Tier 1: $0 - $5k -> Director
• Tier 2: $5k - $30k -> CM
• Tier 3: $30k+ -> Council
• Most contracts are solicited via RFQ
• Brief scope of work
• Vendor selection based on
qualifications only
• All professional services shall be
solicited via an RFP
• No cost consideration
• No follow up with an RFP
• Detailed scope of work
• Contract term and other conditions
• Cost proposal required
• Interview firm for final selection
• Qualified vendor prepares
scope of work
• Scope of work is then
negotiated with City staff
• Cost is negotiated after scope
is agreed upon
• Selection based on:
• Competence
• Qualifications
• Expertise
-------------------------
• Cost
Current Process Recommendation Recommendation
• When uncertain regarding depth of
qualified consultants
• When anticipated a large pool of firms
• When required by Gov Code 4526-4528
• Under specific/specialized circumstances
• Initiate Solicitation via RFQ
• Broad scope of work
• Contract terms and other
conditions
• Create a solicitor’s list based on
qualifications
• When ready to retain a consultant, issue
an RFP to the qualified solicitor’ s list
RFQ and/or RFP RFP RFQ followed by RFP
. Goals of the Update
Align procurement limits with inflationary cost increases.
Implement industry best practices for efficiency.
Provide flexibility while preserving competitive procurement processes. • These RECOMMEDNED changes will enable smoother operations, maintain transparency, and ensure fiscal responsibility moving forward. • I’d like to thank the City manager’s office for their support and department staff for the healthy discussion we led as a team to get us to this point tonight.
Recommendation
Adopt the amendment to City Council Policy 4.01 Procurement 11 Questions