PURCHASING
POLICY
ADOPTION
GROVERBEACH.ORG
Kristin Eriksson, Deputy City Manager
Background
GROVERBEACH.ORG
• Current policy adopted in July 1997
• No updates since
2023 Purchasing Policy
GROVERBEACH.ORG
• Update work began in 2022
• Input from departments
• Other cities’ policies
• State law
Policy Contents
GROVERBEACH.ORG
• Purchasing Authorities
• Approval Thresholds
• Purchasing Procedures
• Informal quotes, Formal Request for Bids/Proposals (RFB/RFP) • Rules
City Credit Cards
Business Tax Certificate Requirements
Contract Management
Surplus Property
Approvals – Supplies, Equipment,
General Services
GROVERBEACH.ORG
Purchase Amount Bid Process Approval Authority
$5,000 or less None Required Department Head
$5,000-$50,000 Informal Quotes Process Department Head
$50,001-$100,000 Formal RFB Process City Manager
More than $100,000 Formal RFB Process City Council
Approvals – Public Projects
GROVERBEACH.ORG
Purchase Amount Bid Process Approval Authority
$5,000 or less None Required Department Head
$5,000-$50,000 Formal RFB/RFP Process Department Head
$50,001-$100,000 Formal RFB/RFP Process City Manager
$100,001-$200,000 Formal RFB/RFP Process City Council approves Contract More than $200,000 Formal RFB/RFP Process City Council approves at project bidding and contract levels
Approvals – Professional Services
GROVERBEACH.ORG
Purchase Amount Bid Process Approval Authority
$5,000 or less None Required Department Head
$5,000-$50,000 Informal Quotes Process Department Head
$50,001-$100,000 Informal Quotes Process City Manager
More than $100,000 Formal RFB/RFP Process City Council
Approvals – On-Call Consultants
GROVERBEACH.ORG
Purchase Amount Bid Process Approval Authority
$5,000 or less None Required Department Head
$5,000-$50,000 Receive Proposals from On-Call
Consultants List
Department Head
$50,001-$400,000 Receive Proposals from On-Call
Consultants List
City Manager
More than $400,000 Receive Proposals from On-Call
Consultants List
City Council
Approvals
GROVERBEACH.ORG
• Approvers may amend a contract up to 20% of contract amount • City Manager may approve administrative changes to the policy • Changes to processes, etc.
• Not approval thresholds and authority changes
Recommendation
GROVERBEACH.ORG
• Conduct a public hearing for the second reading and adopt an Ordinance to repeal Chapter 8 and add new Section 2800 of Chapter 8 of Article II of the Grover Beach Municipal Code; or • Provide alternative direction to staff
Questions?