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Sourcewell Contract # 091521-NAF | Amendment #1
AMENDMENT #1
TO
CONTRACT # 091521-NAF
THIS AMENDMENT is effective upon the date of the last signature below by and between Sourcewell and 72 Hour LLC dba: National Auto Fleet Group (Supplier).
Sourcewell awarded a contract to Supplier to provide Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories to Sourcewell and its Participating Entities, effective November 4, 2021, through November 8, 2025 (Contract).
The parties wish to amend the Proposal to ensure compliance with Sourcewell’s Procurement Policy and standard government procurement practices.
NOW, THEREFORE, the parties amend the Contract as follows:
Line item 28 of “Table 6: Ability to Sell and Deliver Service” of the Proposal is modified to add the following:
“For Tesla and Mullen vehicles, the Participating Entity will work directly with Supplier when ordering the vehicle. Once a purchase order is issued and received by Supplier, Supplier will work with the appropriate Tesla or Mullen representative to process the order and deliver the vehicle directly to the Participating Entity. All necessary paperwork will be handled directly between the Participating Entity and Supplier.” Except as amended by this Amendment, the Contract remains in full force and effect.
Sourcewell 72 Hour LLC
dba: National Auto Fleet Group
By: By:
Jeremy Schwartz, Chief Operating Officer Jesse Cooper, Fleet Manager Date: Date:
Estimate
Customer No.:
Quote No.:
Quote To: Ship To:
Date Ship Via F.O.B. Terms
Purchase Order Number Sales Person Expiration Date
Quantity Item Number Description Unit Price Amount
10/08/25 Up-FIt Shop Origin Net 30
David Burchfield
City of Hanford Police Department City of Hanford Police Department 315 N Douty St
Accounts Payable
Hanford, CA 93230-000
319 N Douty
Hanford, CA 93230-000
HANFORD PD
17488
160 North Broadway
Fresno, CA 93701-1592
Required
12/22/25
Phone:(559) 233-8818
Email:
Phone:(559) 585-2540
[email protected]
Phone:
Email: [email protected]
Email: [email protected]
'26 DODGE DURANGO
********SLICKTOP*********
****HANFORD PD*****
UNIT# TBD
ADDITIONAL EQUIPMENT
FOR THE CHP GRANT BUILD
****************************
CONSOLE EQUIPMENT
C-ARPB-145 Havis Zebra ZQ520 & ZQ521
Printer Mount With Accessory
Pocket & Short Armrest
1 338.00 338.00
C-HDM-426 HAVIS Internal Pole Mount
For 2021-2023 Dodge Durango
1 35.00 35.00
C-HDM-214 HAVIS 8.5" Heavy-Duty
Telescoping Pole,
Side Mount
1 152.00 152.00
C-HDM-307 Havis Heavy Duty Adapter
HAVIS
Heavy-Duty Adapter Plate For Swivel Arm
Mounts
1 18.00 18.00
MD-ARM-0603 Havis Swing Arm Mount
6" Base 3" Extension
1 125.00 125.00
PKG-KB-206 HAVIS Package – USB Keyboard
With Mount (No Emergency Key
1 595.00 595.00
C-DMM-3024 HAVIS Heavy-Duty Dash Mount
For 2021-2023 Dodge Durango
Fits 2021-2023 Dodge Durango police pursuit
and retail vehicles
No permanent modification
12 lb. weight carrying rating
Flip up to view or control the OEM equipment
360° rotation for driver or passenger easy
viewing
Positive dual action latch for security
1 449.00 449.00
Thank You
Estimate
Customer No.:
Quote No.:
Quote To: Ship To:
Date Ship Via F.O.B. Terms
Purchase Order Number Sales Person Expiration Date
Quantity Item Number Description Unit Price Amount
10/08/25 Up-FIt Shop Origin Net 30
David Burchfield
City of Hanford Police Department City of Hanford Police Department 315 N Douty St
Accounts Payable
Hanford, CA 93230-000
319 N Douty
Hanford, CA 93230-000
HANFORD PD
17488
160 North Broadway
Fresno, CA 93701-1592
Required
12/22/25
Phone:(559) 233-8818
Email:
Phone:(559) 585-2540
[email protected]
Phone:
Email: [email protected]
Email: [email protected]
Includes VESA 75 hole pattern
Configurable for many devices
Works with tunnel mount consoles
Heavy gauge steel, welded construction
Black powder coat finish
Lifetime warranty
Made in USA
DS-DELL-901 Havis Docking Station for
Dell 7230 Tablet
w/Power Supply
1 827.00 827.00
CR0MD Dell 7230 Rugged Extreme
Tablet 12" i5 16gb 256GB SSD
1 4123.00 4123.00
1 BARCODESZQ521 Zebra ZQ521 Printer 988.00 988.00
1 BARCODESZQOEADAPTOR Zebra DC-DC Vehicle Adapter 65.00 65.00
COMMUNICATIONS EQUIPMENT
MB01-19005GB-GA Cradlepoint IBR-1900
1-yr NetCloud Mobile Performance Essentials
Plan and R1900 router with WiFi (5G
modem), no AC power supply or antennas,
Global
1 1699.00 1699.00
PWAT-328-TW-7N1COOKS Panoram Antenna for
Cradlepoint R1900
1 465.00 465.00
MISC. HARDWARE
BK0802DUR21 Setina PB450L4 Push Bumper
w/4 FedSig Micropulse Lights
fits '21+ Dodge Duragno
1 1087.00 1087.00
PK1126DUR11 #10XL C Horizontal Sliding
Window Coated Polycarbonate
With Expanded Metal Window Security
Screen
XL Panel Partition
1 951.00 951.00
NO GUN RACK
1 WK0595DUR11 Window Barrier 305.00 305.00
Thank You
Estimate
Customer No.:
Quote No.:
Quote To: Ship To:
Date Ship Via F.O.B. Terms
Purchase Order Number Sales Person Expiration Date
Quantity Item Number Description Unit Price Amount
10/08/25 Up-FIt Shop Origin Net 30
David Burchfield
City of Hanford Police Department City of Hanford Police Department 315 N Douty St
Accounts Payable
Hanford, CA 93230-000
319 N Douty
Hanford, CA 93230-000
HANFORD PD
17488
160 North Broadway
Fresno, CA 93701-1592
Required
12/22/25
Phone:(559) 233-8818
Email:
Phone:(559) 585-2540
[email protected]
Phone:
Email: [email protected]
Email: [email protected]
Polycarbonate
*FOR USE WITH:
-Stock Door Panels
-SETINA TPO Door Panels
WK0040DUR11 Setina Window Barriers
Cargo Area 3pcs.
fits '11-'21 Dodge Durango
1 416.00 416.00
QK0635DUR11 Setina Full Replacement
Transport Seat w/Center Pull
Belts. fits Dodge Durango
1 1393.00 1393.00
TK0841DUR11 Setina Cargo Box
w/Keypad Lock
fits '11-'21 Dodge Durango
1 1742.00 1742.00
S3700K 9' Stop Stick w/Storage Bag
Red
1 587.00 587.00
S2100 Stop Stick Sleeve
9' Black
1 62.00 62.00
1 S3704 Stop Stick Storage Bag 69.00 69.00
MISC INSTALLATION
****EQUIPMENT*****
LAISREG Shop Installation
Complete Patrol Car
12.000 165.00 1980.00
Subtotal
Freight charges
Sales tax @ 8.35000%
Total
18471.00
320.00
1377.00
20168.00
Thank You for Considering Cook's Communications
Thank You
Estimate
Customer No.:
Quote No.:
Quote To: Ship To:
Date Ship Via F.O.B. Terms
Purchase Order Number Sales Person Expiration Date
Quantity Item Number Description Unit Price Amount
10/08/25 Up-FIt Shop Origin Net 30
David Burchfield
City of Hanford Police Department City of Hanford Police Department 315 N Douty St
Accounts Payable
Hanford, CA 93230-000
319 N Douty
Hanford, CA 93230-000
HANFORD PD
17489
160 North Broadway
Fresno, CA 93701-1592
Required
11/07/25
Phone:(559) 233-8818
Email:
Phone:(559) 585-2540
[email protected]
Phone:
Email: [email protected]
Email: [email protected]
'26 DODGE DURANGO
********SLICKTOP*********
****HANFORD PD*****
UNIT# TBD
***FEDERAL SIGNAL***
***PROMO PACKAGE***
****************************
SIFMJS Fed Sig Spectralux
Low Profile Front ILS
Split - Center Focused
Specify Referance Number From Config.
1669919913
1 1007.00 1007.00
SIFMJH Fed Sig Spectralux
Low Profile Rear ILS
Rear Hatch- Center Focused
Specify Referance Number From Config.
1669920151
1 1007.00 1007.00
PF200S17B Federal Signal Pathfinder
200W Siren Amp with 17
Button Remote Controller
1 1340.00 1340.00
OBDCABLE25-DGCAN Fed Sig OBD Install Cable
fits Dodge Charger
1 137.00 137.00
ES100C Federal Signal 100 watt
Siren Speaker
1 0.00 0.00
ESB-U Universal Siren Bracket
for ES100 Siren
1 0.00 0.00
EXPMOD24 Fed Sig Expansion Module
24 Channel
1 265.00 265.00
PFSYNC-1 Fed Sig On Scene Sync Module
GPS/Ambient
1 223.00 223.00
****************************
Thank You
Estimate
Customer No.:
Quote No.:
Quote To: Ship To:
Date Ship Via F.O.B. Terms
Purchase Order Number Sales Person Expiration Date
Quantity Item Number Description Unit Price Amount
10/08/25 Up-FIt Shop Origin Net 30
David Burchfield
City of Hanford Police Department City of Hanford Police Department 315 N Douty St
Accounts Payable
Hanford, CA 93230-000
319 N Douty
Hanford, CA 93230-000
HANFORD PD
17489
160 North Broadway
Fresno, CA 93701-1592
Required
11/07/25
Phone:(559) 233-8818
Email:
Phone:(559) 585-2540
[email protected]
Phone:
Email: [email protected]
Email: [email protected]
MPSW9-RBW Fed Sig Micropulse WideAngle
9 LED Light
R/B/W
2 189.00 378.00
MPSMW9-DUR21MIR Fed Sig Mirror Bracket Kit
fits '21+ Dodge Durango
1 29.00 29.00
MPS63U-RBA Fed Sig Micropulse Ultra
Trio. Red/Blue/Amber
2 161.00 322.00
MOUNTED ON THE REAR LIFTGATE NEXT
TO THE LICENSE PLATE
1 794H GTT Opticom Emitter 1908.00 1908.00
CONSOLE EQUIPMENT
C-VS-2300-DUR Havis VS 23" Console
fits '21 Dodge Durango
1 482.00 482.00
C-EB40-SSP-1P Havis 4" Faceplate
fits PA300-CN/SSP3000
1 0.00 0.00
C-EB30-KCH-1P Havis 3" Faceplate
fits Kenwood KCH20r
Control Head
1 0.00 0.00
CUP2-1001 Havis Self Adjusting
Cup Holder
1 56.00 56.00
1 C-FP-1 1" Blank Havis Face Plate 0.00 0.00
C-MCB Havis Console Mic Clip
Bracket
1 16.00 16.00
MMSU-1 Magnetic Mic
Conversion Kit
1 42.00 42.00
COMMUNICATIONS EQUIPMENT
NX-5800BK Kenwood 50 watt, 1024CH
450-520MHz, RF Deck
3 Year Warranty
1 621.00 621.00
KWD-5100CV Kenwood P25 Conventional
License Key
1 478.00 478.00
Thank You
Estimate
Customer No.:
Quote No.:
Quote To: Ship To:
Date Ship Via F.O.B. Terms
Purchase Order Number Sales Person Expiration Date
Quantity Item Number Description Unit Price Amount
10/08/25 Up-FIt Shop Origin Net 30
David Burchfield
City of Hanford Police Department City of Hanford Police Department 315 N Douty St
Accounts Payable
Hanford, CA 93230-000
319 N Douty
Hanford, CA 93230-000
HANFORD PD
17489
160 North Broadway
Fresno, CA 93701-1592
Required
11/07/25
Phone:(559) 233-8818
Email:
Phone:(559) 585-2540
[email protected]
Phone:
Email: [email protected]
Email: [email protected]
KWD-AE31K Kenwood AES&DES
Encryption
Order L-5008 if Install Req.
1 516.00 516.00
L-5008 Kenwood Labor Code
Install KWD-AE31K
in NX-5000
1 65.00 65.00
5AFM Kenwood NX-5000 Series
Single Deck, Single Control
Head Remote Mount
1 815.00 815.00
ROOF-FT-NITI Stico Flexi-Whip Antenna
136mhz-1ghz. Includes
coax & RFU505ST
1 104.00 104.00
1 RFU505ST PL259 For RG58 10.00 10.00
MISC. HARDWARE
TK1246DUR11 Setina E-Z Lift Cargo Deck
With Lower Radio Tray
fits Durango 11-present
1 917.00 917.00
MISC INSTALLATION
****EQUIPMENT*****
5029B-BSS 12 Circuit Water Resistant
Fuse Block w/Cover
1 42.00 42.00
5 5080 Relay 14.00 70.00
7615B-BSS Blue Seas Solenoid/Timer.
120amp 12vdc
1 124.00 124.00
7189B-BSS Resettable Circuit Breaker
Resettable Circuit Breaker
1 49.00 49.00
MATERIALSFEE3 Installation Material
Bundle
1 375.00 375.00
LAISREG Shop Installation
Complete Patrol Car
customer provided MDT
26.500 165.00 4372.50
Thank You
Estimate
Customer No.:
Quote No.:
Quote To: Ship To:
Date Ship Via F.O.B. Terms
Purchase Order Number Sales Person Expiration Date
Quantity Item Number Description Unit Price Amount
10/08/25 Up-FIt Shop Origin Net 30
David Burchfield
City of Hanford Police Department City of Hanford Police Department 315 N Douty St
Accounts Payable
Hanford, CA 93230-000
319 N Douty
Hanford, CA 93230-000
HANFORD PD
17489
160 North Broadway
Fresno, CA 93701-1592
Required
11/07/25
Phone:(559) 233-8818
Email:
Phone:(559) 585-2540
[email protected]
Phone:
Email: [email protected]
Email: [email protected]
GRAPHICSPACKAGE Graphics Package for
Public Safety Vehicle
Custom STEALTH Black Reflective Vehicle
Graphic Kit for HANFORD
POLICE'S Black 2025 Dodge Durango (unit #
29)
(Graphics to be all all black reflective for a
black car to create stealth look)
* Custom Stealth Version of graphic kit to
consist of:
- Black Reflective HANFORD POLICE
lettering across front and rear
doors (Same style lettering as their Park
Resource Officer graphic kit but in
black reflective)
- Black Reflective Star Emblem Decals on
front doors (Same style star as
in their Park Resource Officer graphic kit but
in black reflective)
- Black Reflective EMERGENCY 911 for side
rear quarter panels (Same
style as in their Park Resource Officer
graphic kit but in black reflective)
- Black Reflective HANFORD POLICE
lettering for rear hatch
- Black Reflective unit numbers TBD on front
fenders and rear
- White Reflective DRIVE HIGH EQUALS
DUI at 2 inches tall for the lower
right hand corner of the rear window (This
lettering to be white)
1 740.00 740.00
GRAPHICS INSTALL PKG Includes Surface Prep
Wrap Graphics Around All
Ends, Stars, & Badges
3.000 165.00 495.00
Thank You
Estimate
Customer No.:
Quote No.:
Quote To: Ship To:
Date Ship Via F.O.B. Terms
Purchase Order Number Sales Person Expiration Date
Quantity Item Number Description Unit Price Amount
10/08/25 Up-FIt Shop Origin Net 30
David Burchfield
City of Hanford Police Department City of Hanford Police Department 315 N Douty St
Accounts Payable
Hanford, CA 93230-000
319 N Douty
Hanford, CA 93230-000
HANFORD PD
17489
160 North Broadway
Fresno, CA 93701-1592
Required
11/07/25
Phone:(559) 233-8818
Email:
Phone:(559) 585-2540
[email protected]
Phone:
Email: [email protected]
Email: [email protected]
Subtotal
Freight charges
Sales tax @ 8.35000%
Total
17005.50
350.00
1013.52
18369.02
Thank You for Considering Cook's Communications
Thank You
11.R.
AGENDA
STAFF REPORT
MEETING DATE: 1/20/2026 AGENDA SECTION:
CONSENT CALENDAR
SUBJECT:
Adoption of Resolution No. 26-02-R to authorize the acceptance of an award of $482,016 in grant funding from the California Department of Justice for tobacco enforcement, amend the budget to recognize the grant, appropriate this amount in the General Fund for the Police Department, and authorize the Police Chief to execute the Memorandum of Understanding (MOU).
RECOMMENDATION:
Recommendation: That the City Council, by motion, approve resolution 26-02-R for acceptance of the California Department of Justice Tobacco Grant Program (TGP) award in the amount of $482,016, amend the budget to recognize the grant, appropriate the amount of $482,016 in the General Fund for the Police Department, and authorize the Police Chief to execute the Memorandum of Understanding (MOU).
Recommended Motion: I move to approve resolution 26-02-R accepting the California Department of Justice Tobacco Grant Program (TGP) award in the amount of $482,016, amend the budget to recognize the grant, appropriate this amount in the General Fund for the Police Department, and authorize the Police Chief to execute the Memorandum of Understanding (MOU).
BACKGROUND:
The Hanford Police Department (HPD) was awarded $482,016 via a competitive grant from the California Department of Justice Tobacco Grant Program (TGP). The award covers a three (3) year period, beginning June 2026 and ending June 2029. The funds from the grant will cover half of the salary cost for the Sergeant who manages the grant, all overtime expenses for tobacco enforcement operations, operating expenses and equipment, and administrative costs. The total amount of $482,016 will be split throughout the entire three (3) year grant period as shown below:
Category of
Expenditure
Budget (FY26/27) Budget (FY27/28) Budget (FY28/29)
Personnel Services
(Salary + Overtime)
$155,054 $155,054 $155,054
Operating
Expenses and
Equipment
$2,892 $1,104 $1,104
Administrative
Costs (Not to
Exceed 5%)
$3,948 $3,903 $3,903
Total Awarded Amount $482,016
Each year, HPD plans to conduct many operations to support enforcement of tobacco laws in the City of Hanford. These operations include: forty-nine (49) retailer inspections, twelve (12) minor decoy operations, twelve (12) shoulder tap operations, six (6) undercover buys, and retailer education. Additionally, HPD will work on the creation of a Tobacco Enforcement Task Force composed of HPD personnel, City Code Enforcement staff, and deputies from the Kings County Sheriff's Office.
The Hanford Police Department has not conducted any events or purchased any items in connection with this grant award and is under no obligation to do so should Council not wish to accept these funds. There are no matching funds associated with this grant and an appropriation for the amount of the grant award ($482,016) will be required to expend the funds as the reimbursement will occur after the fact. The Department may need to slightly exceed the grant allocation, as the grant administrator wants agencies to expend all grant funds, and it is not possible to expend the exact award amount. If additional expenditures are required, the Department will minimize the impact on the operating budget. Any amount in excess of the grant allocation can be absorbed within the existing police budget.
FISCAL IMPACT:
The fiscal impact will total $482,016, reimbursed by the TGP award. Staff is requesting a budget amendment to recognize the grant funds and an appropriation in the amount of $482,016 to the General Fund for the Police Department. The City will be reimbursed on a quarterly basis by the grant administrator.
ATTACHMENTS:
1. Award Letter
2. Resolution 26-02-R
3. DOJ MOU
Rob Bonta
Attorney General
DIVISION OF OPERATIONS
OFFICE OF FISCAL SERVICES
GRANT SERVICES BRANCH
TOBACCO GRANT PROGRAM
P.O. Box 160187
Sacramento, CA 95816-0187
E-Mail Address: [email protected]
November 20, 2025
Chris Barker, Sergeant
Hanford Police Department
425 N Irwin St
Hanford, CA 93230
Re: Tobacco Grant Award Notification Fiscal Year 2025-26 (RFP: DOJ-PROP56-2025-26-1) Dear: Sergeant Barker
Congratulations! On behalf of the California Department of Justice (DOJ), Tobacco Grant Program, I am pleased to inform you that your agency’s grant application for the fiscal year 2025-26 grant cycle has been approved for grant funds authorized under the California Healthcare, Research and Prevention Tobacco Tax Act of 2016. The total amount of your agency’s grant award is $482,016 under Award # DOJ-PROP56-2025-26-1-017.
The Tobacco Grant Program award process is highly competitive, and for the 2025-26 grant cycle, the Department received approximately $50 million in requests. As noted in the application materials, grant funding prioritized support for local retailer enforcement including prosecution and task force collaboration. Consequently, some awards were approved with modifications to align with these funding priorities and because of limited funds. Attached is a Summary of the Award and Budget Detail outlining the funding provided along with any modifications applied.
To accept the 2025-26 grant award, please complete and return a signed copy of your Letter of Intent (see template and instructions attached) by email within 15 calendar days of the date of this letter. This letter will affirm one of the following:
1. Your agency will seek a resolution from the governing body to accept the award (if your agency has a governing body)
2. Your agency has a governing body but does not require a resolution to accept the award, OR
3. No governing body exists and therefore no resolution is required.
Please email the signed Letter of Intent as noted above to [email protected] with the subject line including the name of your agency: “FY 25-26_Letter of Intent_Hanford
November 20, 2025
Police Department.” Upon receipt of this information, DOJ will provide your agency with additional documents for execution/use (e.g., Memorandum of Understanding, Governing Body Resolution template, Grantee Handbook, etc.). These documents will contain more information about the process for reimbursement and other important details. Activities for reimbursement under this grant may commence on or after the date of this letter, depending upon your selected start date.
Should you have any questions regarding this letter or the required follow up information, please email [email protected].
Sincerely,
JENNIFER IVERY JOHNSON
Manager, Grant Services Branch
For ROB BONTA
Attorney General
Attachments:
Letter of Intent
Summary of Award
Budget Detail
RESOLUTION 26-02-R
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HANFORD
APPROVING THE ACCEPTANCE OF THE CALIFORNIA DEPARTMENT OF
JUSTICE TOBACCO GRANT PROGRAM GRANT AND AUTHORIZING THE CHIEF
OF POLICE TO EXECUTE THE MEMORANDUM OF UNDERSTANDING
WHEREAS, The City of Hanford Police Department desires to undertake a certain project designated as the Tobacco Grant Program (TGP) to be funded in part from funds made available through the California Department of Justice administered by the Office of the Attorney General and;
IT IS AGREED, that any liability arising out of the performance of this contract, including civil court actions for damages, shall be the responsibility of the grant recipient and the authorizing agency. The State of California and DOJ disclaim responsibility for any such liability.
IT IS ALSO AGREED, that this award is not subject to local hiring freezes.
NOW, THEREFORE, BE IT RESOLVED that the City Council approves the Chief of Police of the City of Hanford to authorize and execute the attached Memorandum of Understanding, including any extensions or amendments thereof and any subsequent agreement with the State in relation thereto, for the duration of the FY26, FY27, FY28, and FY29 grant periods.
BE IT FURTHER RESOLVED, that grant funds received hereunder shall not be used to supplant expenditures controlled by this body.
PASSED, ADOPTED AND APPROVED at the regular meeting of the City Council of the City of Hanford held on January 20, 2026, by the following vote:
AYES: _______________________________________________________________ NOES:_______________________________________________________________ ABSENT:_____________________________________________________________ ABSTAIN:_____________________________________________________________ __________________________
MARK KAIRIS
MAYOR of the City of Hanford
Attest:
__________________________________
NATALIE CORRAL
CITY CLERK
STATE OF CALIFORNIA )
COUNTY OF KINGS ) ss
CITY OF HANFORD )
I, Natalie Corral, City Clerk of the City of Hanford, do hereby certify the foregoing Resolution was duly passed and adopted at a regular meeting of the City Council of the City of Hanford held on the ______ day of ____________, 20____.
Date: ____________________
_________________________________
City Clerk
Tobacco Grant Program
Grant Services Branch – Local Assistance
Division of Operations
Hanford Police Department DOJ-PROP56-2025-26-1-017
MEMORANDUM OF UNDERSTANDING
PURPOSE
This Memorandum of Understanding (“MOU”) is entered into by the Department of Justice (“DOJ”) and the Hanford Police Department (“Grantee”), for the purpose of disbursing grant funds to Grantee for reimbursement of expenditures in compliance with the California Code of Regulations and the Fiscal Year 2025-26 Grantee Handbook.
Commencing January 1, 2023, the California Code of Regulations, Title 11, Division 1, Chapter 5:
Department of Justice Tobacco Grant Program (“TGP Regulations”) shall govern the policies and procedures of the Tobacco Grant Program.
The TGP Regulations, Request for Proposals, Grantee Handbook (dated April 2025), and Summary of Award document are hereby incorporated by reference into this MOU. Grantee will expend funds for the purposes identified in the approved Summary of Award document. Reimbursements are to be funded under the California Healthcare, Research and Prevention Tobacco Tax Act of 2016, approved by the voters as Proposition 56.
COST REIMBURSEMENT
DOJ agrees to reimburse Grantee in arrears, for Grantee’s actual expenditures in performing the project or scope of work included in the approved Summary of Award document. Reimbursements for line items in the approved Budget Detail will be made upon receipt of invoices from Grantee and approval of the invoices by DOJ, in accordance with the reimbursement procedures set forth in the TGP Regulations and Grantee Handbook.
BUDGET CONTINGENCY CLAUSE
It is mutually agreed, if the Budget Act of the current fiscal year and/or any subsequent years covered under the MOU does not appropriate sufficient funds, the MOU shall be of no further force and effect.
In the event this situation occurs, DOJ shall have no liability to reimburse/pay any funds to Grantee, or to furnish any other considerations under this MOU. As well, Grantee shall not be obligated to continue performing the provisions of this MOU, for which the Grantee would have been reimbursed.
If funding for any fiscal year is reduced or deleted in the Budget Act for purposes of this MOU, DOJ shall have the option to either cancel this MOU with no liability occurring to DOJ or offer an addendum to the Grantee to reflect the reduced amount.
Hanford Police Department DOJ-PROP56-2025-26-1-017
PROJECT BREACH-TERMINATION
Failure of a Grantee to comply with this MOU or the TGP Regulations shall be treated by DOJ as a breach of contract. If an act of noncompliance occurs, DOJ may take actions described within the TGP Regulations, including termination. DOJ may terminate this MOU and be relieved of any obligation to disburse grant funds to Grantee should Grantee fail to perform the scope of work at the time and in the manner provided in this MOU.
MISCELLANEOUS PROVISIONS
Addendum – No addendum or variation of the terms of this MOU is valid unless made in writing and signed by the duly authorized representatives of the parties.
Assignment – This MOU is not assignable by Grantee in whole or in part.
Indemnification – Grantee agrees to indemnify and hold harmless DOJ, its officers, agents and employees from all claims, liabilities, or losses in connection with the performance of this MOU.
Certifications – Grantee certifies that it does not receive funding from a manufacturer, distributor, or advertiser of Cigarettes or Tobacco Products. Grantee further certifies that grant funds will not supplant existing state or local funds dedicated for the same purpose.
TERMS
Grant Duration: 11/21/2025 – 6/30/2029
Award Amount
Category of Expenditure Budget
FY 2025-2026
Budget
FY 2026-2027
Budget
FY 2027-2028
Budget
FY 2028-2029
Personnel Services $ $155,054 $155,054 $155,054
Operating Expenses and
Equipment $ $2,892 $1,104 $1,104
Administrative Costs (Not to
Exceed 5%) $ $3,948 $3,903 $3,903
TOTAL AWARD AMOUNT $482,016
The time limit for reimbursements against this award ends 6/30/2029. Requests for reimbursement received after 7/15/2029 cannot be considered by DOJ.
GRANTEE CONTACT INFORMATION
Seannah Picazo, Administrative Analyst
Hanford Police Department
425 N. Irwin St.
Hanford, CA 93230
(559) 585-4721
[email protected]
11.S.
AGENDA
STAFF REPORT
MEETING DATE: 1/20/2026 AGENDA SECTION:
CONSENT CALENDAR
SUBJECT:
Approval and authorization for the City Manager to enter into a contract with Cook's Communications (Fresno, CA) in the amount of $361,802.13 for the supply and delivery of Mobile and Portable Radios to the Fire Department funded under the Measure H Fire Communications Update Project.
RECOMMENDATION:
Recommendation: Staff recommends that the City Council by motion, approve and authorize the City Manager to execute a contract with Cook's Communications (Fresno, CA) in the amount of $361,802.13 for the supply and delivery of Mobile and Portable Radios to the Fire Department as part of the Measure H Fire Communication's Update Project account 0011-826027.
Recommended Motion: I move to approve the authorization of the City Manager to execute a contract with Cook's Communications in the amount of $361,802.13 for the supply and delivery of Mobile and Portable Radios to the Fire Department as part of the Measure H Fire Communication's Update Project account 0011-826027.
BACKGROUND:
In November of 2024, Hanford voters passed the Measure H Sales Tax, which provided additional funding that can be utilized towards infrastructure needs within the City. Under Measure H sales tax revenue, the Fire Department has been allocated $849,000 for the Fire Communications Update Project, which has three implementation phases. One of these phases being the purchase of Portable and Mobile Radios for all Fire Safety personnel. As well as an analysis on the City's current communication system and an overall update on the City's current communication network system based on the findings of the analysis.
In November of 2025, staff released a Request For Bid (RFB) for the supply and delivery of the Portable and Mobile Radios and received three bids, with Cook's Communication being the lowest bidder. This will bring about a significant update for the department where many devices are well over a decade old.
FISCAL IMPACT:
Funding available in the Measure H Fire Communications Update Project account 0011-826027 which has a total funding amount of $849,000.
ATTACHMENTS:
1. RFB No 2026-15- Cook's Communication
2. COH SAMPLE AGREEMENT
RFB 2026-15
SUPPLY AND DELIVERY OF MOBILE AND PORTABLE RADIOS FOR FIRE DEPARTMENT 21 SAMPLE AGREEMENT
SUPPLY AND DELIVERY OF MOBILE AND PORTABLE RADIOS FOR FIRE DEPARTMENT (City of Hanford Bid No. 2026-15)
This Agreement, entered into and effective this ________ day of ________________, 2026 [“Effective Date”], by and between the City of Hanford, hereinafter referred to as the “CITY”, and ____________________________ hereinafter referred to as the “CONTRACTOR”, “BIDDER”, or “SUBRECIPIENT”.
R E C I T A L S
WHEREAS, CONTRACTOR is an ___________________________ with a primary business address of ________________________________ and SSN or EIN: ____________________; and WHEREAS, CITY is a municipal corporation and General Law City; and WHEREAS, City of Hanford reviewed and evaluated responses to the Request for Bid and determined to award contract to CONTRACTOR for the Required Products; and
WHEREAS, CONTRACTOR represents it is licensed, qualified and willing to supply the specified products pursuant to terms and conditions of this Agreement.
NOW, THEREFORE, CITY and CONTRACTOR agree as follows:
1. TERM
The term of this Agreement shall commence on the Effective Date and expire upon completion of all obligations of the parties, unless earlier terminated by the parties. Additionally, this Agreement may be terminated for convenience. In the event of termination or expiration of this Agreement, Contractor shall transfer to City any funds and/or accounts receivable on hand attributable to the use of City funds.
2. ATTACHMENTS INCORPORATED
The following are attachments for this Agreement. Said attachments are incorporated into this Agreement as if included in full in the body:
a. General Contract Provisions/Insurance Requirements
b. City of Hanford RFB 2026-15
c. Contractor’s bid response to RFB 2026-15
3. CONTRACTOR SCOPE OF SERVICES AND COMMITMENTS
Contractor shall provide the following services for the stated compensation on or before the stated completion dates (“Scope of Services”):
Supply, program, configure, deliver, and install mobile and portable radios, including related support equipment for use by the Fire Department, per the specifications listed in Exhibit D (Scope of Work) for this RFB.
RFB 2026-15
SUPPLY AND DELIVERY OF MOBILE AND PORTABLE RADIOS FOR FIRE DEPARTMENT 22 4. CITY COMMITMENTS
City shall provide payment to the Contractor on or before completion dates as items are delivered and invoiced within 30 days of receipt of invoice.
5. COMPENSATION
City shall pay Contractor compensation for services as indicated in Paragraph 4 above; however, City shall pay not more than the following amount as total compensation under this Agreement, unless otherwise agreed in writing. Such sum shall be expended and paid by City on a reimbursement basis for services actually performed based on invoices, receipts, time sheets and similar documents presented by Contractor to City. a. Total compensation: $____________________________
b. Source of Funds: ______________________________________ c. Payment Schedule: Within 30 days from date of receipt of satisfactory invoice for delivered product.
IN WITNESS WHEREOF, this Agreement is executed on the day and year first above written.
CONTRACTOR
Dated: _ By:
Authorized Officer: I certify under penalty of perjury
under the laws of the State of California that I am fully authorized to execute this Agreement for Contractor
in the capacity I have stated, and that such execution
is sufficient to bind the Contractor.
CITY OF HANFORD
Dated: ____________________ By: ____________________________________ Chris Tavarez, Interim City Manager
11.T.
AGENDA
STAFF REPORT
MEETING DATE: 1/20/2026 AGENDA SECTION:
CONSENT CALENDAR
SUBJECT:
Approval of Resolution 25-74-R, Amendments to the City of Hanford Purchasing Policy RECOMMENDATION:
Recommendation:That the City Council, by motion, approve Resolution 25-74-R Amendments to the City of Hanford Purchasing Policy.
Recommended Motion:I move to approve Resolution 25-74-R Amendments to the City of Hanford Purchasing Policy.
BACKGROUND:
The City of Hanford Purchasing Policy was approved and adopted by City Council on February 20, 2024. Since its adoption, suggested policy amendments from staff have been reviewed, and California legislative updates have been received and incorporated into the existing Purchasing Policy as follows:
1. Due to rising procurement costs, the transaction limit requiring three (3) quotes or a sole source justification will be increased from $2,500 to $5,000. Staff has indicated that the current threshold can delay timely purchases; the proposed increase will provide greater flexibility while maintaining accountability and ensuring cost-effective procurement practices.
2. Per state guidelines, current bid thresholds under the California Uniform Cost Account Act have been increased for construction projects.
3. Revisions to improve clarity, consistency, and overall readability of the policy.
FISCAL IMPACT:
The recommended amendments to the Purchasing Policy will assist staff in ease of use of the procurement methods and complying with procedures. The fiscal impact of approval of the amendments to the Purchasing Policy will ensure that staff can continue to utilize the most costeffective procurement strategies and ultimately save taxpayer dollars in their efforts.
ATTACHMENTS:
1. 25-74-R Amendments to the Purchasing Policy
2. Purchasing Policy Revision
RESOLUTION NO. 25-74-R
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HANFORD APPROVING
AMENDMENTS TO THE PURCHASING POLICY
At a regular meeting of the City Council of the City of Hanford duly called and held on the 20th day of January 2026, it was moved by Council Member , seconded by Council Member , and carried that the following resolution be adopted:
WHEREAS, the City of Hanford Purchasing Policy was passed, adopted and approved on the 20th day of February 2024; and
WHEREAS, amendments to the City of Hanford Purchasing Policy were presented for approval in the attached Exhibit “A” known as the City of Hanford Purchasing Policy, on the 20th Day of January 2026; and
WHEREAS, the City Council deems it in the public interest to approve the City of Hanford Purchasing Policy amendments as set forth in the attached Exhibit “A.” NOW, THEREFORE, BE IT RESOLVED that the amendments to the City of Hanford Purchasing Policy included in Exhibit “A” are approved, effective February 19th, 2026.
PASSED, ADOPTED AND APPROVED this 20th day of January 2026 by the following vote:
AYES: __________________________
NOES: __________________________
ABSTAIN: __________________________
ABSENT: __________________________
_______________________
Mark Kairis
MAYOR of the City of Hanford
Attest:
_______________________
Natalie Corral
City Clerk
CITY OF HANFORD PURCHASING POLICY
SUBJECT PURCHASING POLICY
ORIGNAL
EFFECTIVE
DATE
03-21-2024
PREPARED BY FINANCE DEPT
APPROVED BY CITY COUNCIL
REVISED
EFFECTIVE
DATE REVISED
12-16-2025 02-19-2026
TABLE OF CONTENTS
A. INTRODUCTION TO PURCHASING AND CONTRACT PROCEDURES – (PGS 6-8)
1. Purpose
2. Purchasing System
3. Purchasing Authority and Responsibilities
4. Other Duties of Purchasing AgentDuties
5. Purchasing Agent Authority Levels
6. Delegation of Authority
7. Coordination with City Departments
8. Goals and Objectives of the Purchasing Division
B. ETHICAL CONSIDERATIONS – (PGS 8-11)
1. Code of Ethical Conduct
2. Ethical Conduct
3. Municipal Purchasing Standards
4. Conflict of Interest Regulations
5. Purchasing for Personal Use
6. Gifts, Gratuities and Kickbacks
7. Unethical Use of Confidential Information
8. Recovery of Kickbacks by the City
9. Sanctions for Ethical Violations
C. SPECIFICATIONS – (PGS 11-16)
1. General Specifications Guidance
2. Department Responsibilities
3. Types of Specifications
4. Specifications Checklist
5. Sole Source Specifications
6. Value Analysis
7. Standardization
8. Use of Recycled Products
D. METHODS OF ACQUISITION – (PGS 17-21)
1. Overview
2. Acquisition Process
3. Requisitioning of Goods and Services
4. Requisitioning Fleet Equipment
5. Requisitioning Communications Equipment
6. Direct Purchases by User Departments
7. Claim Policy
8. Invoice Entry Procedures
9. Petty Cash
E. BID REQUIREMENTS AND PROCEDURES – (PGS 21-29)
1. Overview
2. Fair and Open Competition
3. Procurement Opportunities
4. Bidding Requirements
5. Competitive Bids
6. Informal Bid Process
7. Formal Bid and Proposal Process
8. Sole Source Purchases
9. Inspection and Testing of Supplies and Equipment
10. Cooperative Purchasing Contracts
F. GOODS AND SERVICES CONTRACTS – (PGS 29-32)
1. Types of Contracts
2. General Requirements
3. Contract/Agreement Preparation and Processing
4. City Council or City Manager Approved Contracts
5. Purchasing Agent Contracts
G. CONTRACT ADMINISTRATION, ENFORCEMENT AND LEGAL REMEDIES – (PGS 32-35)
1. Overview
2. Contract Monitoring
3. Contract Administrator
4. Amending Contracts
5. Renewal of Contracts
6. Closing out or Terminating the Contract
7. Vendor Requests for Changes or Cancellation of Contract
8. Breach of Contract
9. Contract Administration – Files
H. VENDOR RELATIONS AND PERFORMANCE – (PGS 35-37)
1. Vendor Relations
2. Unauthorized Vendor Contracts with City departments
3. Vendor Visits
4. Vendor offers of Free Trials and Samples
5. Competitive Electronic Uploaded Bids
6. Releasing Bid Results
7. Local Vendors
8. Vendor Protests
I. INSURANCE AND BONDS – (PGS 37-39)
1. Overview
2. General Insurance Requirements
3. Limits of Insurance
4. Insurance Certificates
5. Subcontractors
6. Indemnification Clauses
7. Bonds
J. INVENTORY CONTROL, FIXED ASSETS AND SURPLUS ITEMS – (PGS 39-40)
1. Overview
2. Citywide Notice of Availableility of Surplus Property
3. Negotiate to Remove Non-Surplus Property
4. Trade-Ins of Equipment
5. Sale at Public Auction
K. COST CONTROL METHODS – (PGS 40-41)
1. Planned Purchases
2. Specifications
3. Competition
4. Freight and Shipping Charges
L. RECEIVING PROCEDURES – (PGS 41-42)
1. Authorized Receiving Points
2. Receiving Goods from the Carrier
3. Inspecting Ggoods after Delivery
4. Lost and Damaged Goods
5. Incorrect Goods
6. Delivery of Goods and Services
M. PAYMENT PROCEDURES – (PGS 42-45)
1. Overview
2. Vendor Responsibilities
3. Payment Process
4. Regular Purchase Orders
5. Purchasing Card
6. Travel Claims
7. Blanket Purchase Orders
8. Department Purchase Orders
9. Emergency Purchases
10.8. Check Runs
N. FEDERAL, STATE AND LOCAL TAX REQUIREMENTS – (PGS 45-46)
1. Sales and Use Tax on Transportation Charges
2. Liability for Sales and Use Tax
3. Items Exempt from Sales and Use Tax
4. Minimizing Sales and Use Tax
5. Showing Sales and use Tax on Purchase Orders
6. Federal Excise Taxes
O. GENERAL PUBLIC WORKS GUIDELINES – (PGS 47-48)
1. Adherence to Public Works Rules and Regulations
2. Prevailing Wages Rates Requirement
3. California Uniform Cost Accounting Bid Requirements
P. GENERAL FEDERAL PROCUREMENT GUIDELINES – (PGS 48-49)
1. Federal Grant Procurement Standards
2. Federal Procurement Method and Thresholds
A. INTRODUCTION - PURCHASING AND CONTRACT PROCEDURES
1. PURPOSE
The purpose of this manual is to provide a set of policies and procedures that comply with applicable Federal, State, and local , and general laws and regulations to promote cost-effective procurement of goods and services. In the event the provisions of this manual directly conflict with Federal, State, or local law, the latter shall govern.
This manual has been compiled to assist employees in understanding their responsibilities in the purchasing process by clearly specifying an applicable set of procedures to be used in obtaining the goods and services necessary to carry out their responsibilities to the City, community, and its citizens.
2. PURCHASING SYSTEM
A purchasing system is used for the purchase of all city goods and services. The system is to aid in establishing efficient procedures for positive financial control, to clearly define authority, and for recordkeeping of the details related to all purchases.
3. PURCHASING AUTHORITY AND RESPONSIBILITIESY
The Purchasing Agent, under the administrative direction of the Finance Director, shall have delegated authority to oversee general supervision of the Purchasing Division. The Purchasing Agent has the authority and responsibility to carry out and/or delegate applicable procurement laws and develop policies with regard to purchasing and related contractual agreements for goods and services.
The Purchasing Agent has the authority to assist with Public Works projects to contract for various services including construction, alteration and repair and architectural, engineering, and design consulting services.
In summary, the Purchasing Agent processes purchase requisitions for all City departments; obtains and evaluates competitive bids, quotes, estimates and proposals; awards and contracts; creates, distributes and centrally files all purchasing documents; administers purchase orders and contracts and monitors vendor performance.
4. OTHER DUTIES OF PURCHASING AGENT
Additional authority and responsibilities to:
• Assist departments when necessary to rRedistribute, sell or otherwise dispose of personal property no longer required by the using department, i.e. surplus property. • Establish standard specifications, with department input, for items commonly used by City departments.
• Coordinate lease-purchase agreements and consultant agreements. • The Purchasing Agent may organize and establish standards of type, design, quality or brand of purchases. The Purchasing Agent shall receive recommendations from the City Manager, City Council, Department Heads, or any other authorized City employees to purchase goods and services for special needs or particular uses. The Purchasing Agent shall consult with and give consideration to the recommendations received from all City departments regarding their requirements.
5. PURCHASE AUTHORITY LEVELS
• Purchasing Agent/Department Head – $1 - $9,999:
• City Manager –- $10,000 - $49,999:
• City Council – $50,000 or greater:
For City Council approval, dDepartments must complete all the necessary required staff reports and any other documentation applicable and secure a scheduled date to be listed on the City Council Agenda. If approved, department may proceed with a requisition including documentation of Council approval.
Architectural, engineering, construction management, land surveying, specialized and design services shall be procured in accordance with the Uniform Public Construction Cost Accounting Act if not subject to other state or federal funding requirements.
6. DELEGATION OF AUTHORITY
The Finance Director may delegate any of the duties listed above to the Purchasing Agent or other City employees. Those individuals shall follow all the requirements of this Purchasing Policy and shall consult with the Finance Director or Purchasing Agent on technical aspects of the purchasing process.
PROCURING GOODS AND SERVICES ON BEHALF OF THE CITY OF HANFORD WITHOUT THE
PROPER AUTHORITY CAN RESULT IN THE INDIVIDUAL BEING HELD PERSONALLY RESPONSIBLE FOR CHARGES INCURRED.
7. COORDINATION WITH CITY DEPARTMENTS
While City departments have the primary responsibility for the determination of goods and services , which they purchaserequisition, the Purchasing Agent will evaluate quality, quantity and type selected to ensure that the best interests of the City are served. Departments are encouraged to consult with the Finance Director or Purchasing Agent concerning materials specification or other general information. The Purchasing Agent will arrange demonstrations of products and equipment and obtain other information when requested to do so by the departments. Information on new products, services or procedures should be shared with the Purchasing Agent as soon as any purchase is contemplated.
8. GOALS AND OBJECTIVES OF THE PURCHASING DIVISION
Internal management and operation of the Purchasing Division shall, with respect to the purchase or contract for goods and services required by departments, conform to: (i) the purchasing procedures prescribed by Federal, State, and local laws and ordinances; and (ii) other administrative rules and regulations prescribed by the Finance Director and/or the City Manager that contribute to the following objectives:
• To provide City departments with quality and timely service that allows them to fulfill their obligations effectively.
• To ensure that the City receives the best value obtainable for each tax dollar expended. • To promote free and open competition and equal opportunity for all qualified and responsible bidders. The following are four (4) fundamental elements of the procurement process:
1. Buying the proper goods and services for the purpose required.
2. Having material available at the proper time.
3. Securing the proper amount.
4. Paying the proper price.
B. ETHICAL CONSIDERATIONS
1. CODE OF ETHICAL CONDUCT
The primary mission of City Government is to serve the citizens of the City of Hanford. To perform its mission effectively, the City must have the trust and confidence of the public it serves. That trust is dependent upon City employees discharging their duties honestly, forthrightly, objectively and with personal integrity.
To secure and maintain the trust and confidence of the public, the City of Hanford is committed to upholding the highest standards of ethical conduct. Of key importance in determining whether a particular action is proper or improper, is how the action is perceived. The full measure of ethical review is not limited to the narrow confines of a specific job, task or department. The review must also determine whether the action gives the appearance of wrongdoing, inequity, impropriety or the perception of misconduct when viewed by the public.
2. ETHICAL CONDUCT
All City employees, including elected officials, shall:
Adhere to the highest moral principles and demonstrate loyalty to coworkers, the public and government departments.
Uphold the Constitution, laws and legal regulations of the United States, Federal, State, local laws and all governments therein and never be a party to their evasion.
Employees shall dedicate their best efforts, sound judgment, and diligent performance to the duties and responsibilities of their position.Give a full day’s labor for a full day’s pay: giving to the performance of one’s duties, one’s earnest effort and best thought carrying out responsibilities.
Continually seek and utilize methods that improve efficiency and reduce costs in the performance of their duties.Seek to find and employ more efficient and economical ways of getting tasks accomplished.
Never discriminate or act unfairly by the dispensing of special favors or privileges to anyone, whether for remuneration or not; and never accept, for oneself or family, favors or benefits under circumstances that might be construed by reasonable persons as influencing the performance of employee governmental duties.
Not solicit, accept, or receive any money, commission, gift, or item of value in exchange for, or as a quid pro quo for, the provision of any City service.Accept no money, commissions or thing of value of any kind, in exchange for, or as quid pro quo for City services.
Work related gratuities (example - pPromotional items/swag, Christmas/holiday gifts) are only to be accepted if they constitute a gesture of goodwill toward the agency or if the primary purpose furthers a legitimate City interest, as opposed to the personal interest of the recipient. These are allowed if given to a division or department and not limited to specific individuals. Any doubts about the propriety of accepting a particular gratuity should be resolved by refusal of the gratuity. Work related gratuities shall, in addition to the terms contained herein, be subject to the California Political Reform Act and associated Fair Political Practices Commission regulations.
Not make any promise or commitment that purports to bind the duties or obligations of their position, as no City employee may make private assurances that supersede or obligate official public responsibilities.Make
no promise of any kind binding upon the duties of office, since a city employee has no private word, which may be binding upon public duty.
Engage in no business with the government, either directly or indirectly, which is inconsistent with the conscientious performance of employee’s governmental duties and policies. A City employee who seeks
to do business with the City is subject to the restrictions and limitations of Government Code Section 1090, et seq., regarding employees contracting with their own agencies.
Never use any confidential or non-public information received in the performance of employee’s governmental duties as a means for making private profit.
Treat all individuals encountered in the performance of employee’s duties in a respectful and professional manner.
Uphold these principles, ever conscious that a public office is a public trust.
3. MUNICIPALPUBLIC PURCHASING STANDARDS
City Employees should endeavor to promote loyalty to your organization, justice to those who you interact with, and faith in your profession by:
A. Avoiding the intent and appearance of unethical or compromising practice in business relationships, actions and communications. Avoid delivery of goods and services to employee’s personal residential address. Regarding all business interactions, communications and practices, City employees are advised to display a professional work attitude, appearance and demeanor.
B. Conducting international purchasing in accordance with the laws, customs and practices of foreign countries, consistent with federal, state, and local laws and this Policy. Demonstrate loyalty to the employer by diligently following the lawful instructions, rules and policies of the employer, using reasonable care and only authority granted. Acknowledge and obey the letter and spirit of laws governing the purchasing practices and remain alert to the legal ramifications of purchasing decisions.
Refrain from reciprocal agreements that restrain competition.
C. Refraining from any private business or professional activity that would create a conflict between personal interests and the interests of the employer and discourage purchasing involvement in employer-sponsored programs of personal purchases that are not business related. Refrain from soliciting or accepting money, loans, credits or prejudicial discounts and the acceptance of gifts, entertainment, favors or services from present or potential suppliers that might influence or appear to influence purchasing decisions. Encourage all segments of society to participate by demonstrating support for local, small, disadvantaged and minority-owned businesses.
D. Handling confidential or proprietary information belonging to employers or suppliers with due care and proper consideration of ethical and legal ramifications and governmental regulations and City policies.
E. Promoting positive supplier relationships through courtesy and impartiality in all phases of the purchasing cycle and avoid favoritism to exclusive vendors and practices, giving all qualified vendors an equal opportunity. Extend vendor representatives professional treatment and being conscious they are important sources of information and assistance with City procurement activities and cooperate with all organizations and individuals engaged in enhancing the development and maintaining the purchasing profession. To conduct ourselves with fairness and dignity and to demand honesty and truth in buying and selling.
F. Regarding public service as a sacred trust, giving primary consideration to the interests of the governmental unit by whom we are employed. Enhance the proficiency and stature of the purchasing profession by acquiring and maintaining current technical knowledge and the highest standards of ethical behavior.
G. Purchasing from responsible vendors for the best value obtainable, securing the maximum benefit for each tax dollar expended and cooperate with all organizations and individuals engaged in enhancing the development and maintaining the purchasing profession.
4. CONFLICT OF INTEREST REGULATIONS
Conflicts of interest occur when a conflict exists between the public interest and the private monetary interest of a public official or employee. Conflicts of interest can also occur with regards to individuals who have left government employment, when former public officials are able to exert undue influence over the purchasing process because of their past personal connections inside government.
City employees and officers are prohibited from having any financial interest, direct or indirect, in any City contract.
No member of the Council or of any board, nor any officer or employee of the City shall be or become interested in any contract for which bids are or may be required for the furnishing of labor or materials to or for the City, nor shall any of them receive any gratuity or advantage from any contract or from the contractor furnishing any labor or material under any contract, the cost or consideration of which is payable from the City treasury. Any such contract with the City, in which any such officer or employee is or becomes interested, shall be declared void by the Council.
Generally speaking, an employee should not participate directly or indirectly when the following conditions apply:
A. The employee or any member of the employee’s immediate family has a financial interest in the purchase.
B. A business or organization, in which the employee or any member of the employee’s immediate family has a financial interest, is involved in the purchase.
C. Any other person, business or organization, with which the employee or any member of the employee’s immediate family is negotiating or has an arrangement concerning prospective employment, is involved in the purchase.
Regarding Purchasing Bidding process:
No officer or employee of the City shall aid or assist a bidder in securing a contract to furnish labor or materials or supplies at a higher price or rate than that proposed by any other responsible bidder, or shall favor one bidder over another, giving or withholding information, or shall willfully mislead any bidder in regard to the character of the materials or supplies of a quality inferior to that called for by contract, or shall knowingly certify to a greater amount of labor performed than has actually been performed or to the receipt of a greater amount of material or supplies than has actually been received.
5. PURCHASING FOR PERSONAL USE
City of Hanford employees shall not use their official capacity or City time to negotiate or make personal purchases for themselves or others. Employees must act purely in the best interest of the public at all times and avoid the introduction of personal factors. This section shall in no way be interpreted to allow the violation of Government Code Section 1090, et seq.
6. GIFTS, GRATUITIES AND KICKBACKS
City of Hanford Council members and other officials or employees are prohibited from accepting any gift or gratuity that may give advantage to any contract or contractor, however, a gift or gratuity is allowed subject to Fair Political Practices Commission (FPPC) rules. This policy is designed to prohibit actions that
may tend to unduly and improperly influence officers and employees in the discharge of their duties, or grant, in the discharge of their duties, any improper favor, service or thing of value.
The City recognizes the responsibility of its employees to maintain good relations with all members of the community and believes this can be accomplished in a professional manner without gifts or gratuities interfering and influencing employees. Should a gift be accepted by an employee who is required to file FPPC Form 700, they must disclose on Form 700 gifts from a single source if the cumulative value is $50 or more (or as otherwise determined by the FPPC) and may not accept gifts from any single source totaling more than $590 630 in a calendar year (or as otherwise determined by the FPPC).
As opposed to gratuities, which up to a financial limit are not illegal, kickbacks are always illegal.
Kickbacks are "financial payment for receiving a contract".
It shall be illegal for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor or any person associated with contracting, as an inducement for the award of a subcontract or order.
7. UNETHICAL USE OF CONFIDENTIAL INFORMATION
City employees are frequently made privy to confidential information (information not subject to disclosure under the Public Record Act) in the course of their duties, and the prohibition against the misuse of confidential information is just as fundamental to ethical purchasing as it is to any other sphere of government. It shall be unethical for any employee, or former employee, knowingly to use confidential information for actual or anticipated personal gain, or for the actual or anticipated personal gain of any other person.
8. RECOVERY OF KICKBACKS BY THE CITY
Upon showing that a subcontractor made a kickback to a prime contractor or a higher tier subcontractor in connection with the award of a subcontract or an order, it shall be conclusively presumed that the amount discovered was included in the price of the subcontract or order and ultimately borne by the City and will be recoverable from the recipient. In addition, that amount may also be recovered from the subcontractor making such kickbacks. Recovery from one offending party shall not preclude recovery from other and all offending parties.
9. SANCTIONS FOR ETHICAL VIOLATIONS
Any employee who violates ethical standards may be disciplined in accordance with the City of Hanford disciplinary procedures as outlined in the employee’s applicable bargaining group Memorandum of Understanding.
C. SPECIFICATIONS
A specification is a purchase description, and it is at the heart of the procurement process. A specification means any description of the physical or functional characteristics, or of the nature of the goods and services. It may include a description of any requirement for inspecting, testing, or preparing a supply, service or construction item for delivery. It may also include drawings or samples.
A specification identifies what the buyer is to buy, informs prospective suppliers what is specifically required, provides the basis for the resulting purchase order or contract and establishes the standard against which inspections and tests are made.
1. GENERAL SPECIFICATIONS GUIDANCE
All specifications shall seek to promote overall economy and functionality for the purposes intended and to encourage competition in satisfying the City's needs and shall not be unduly restrictive.
In order that the City receive the best quality of goods and services at the most advantageous price, the Purchasing Division will not issue bids for any article of a specific brand, nor any patented apparatus or appliance, when such requirements would prevent competition on the part of dealers or manufacturers of other articles of equal value, utility or merit. This means simply that Purchasing will not exclude competition by insisting on a particular manufacturer's product when other products of equal quality and functionality are available. Purchasing may ask for bids on approved equals. If a specific product is required, the requisitioning department must justify in writing, using a Sole Source Justification to the Purchasing Agent, that the product desired has significant features which are lacking in other goods or services marketed by competitors.
2. DEPARTMENT RESPONSIBILITIES
It is the responsibility of the requisitioning department to write and justify specifications for goods and services of a technical nature or those requiring engineering. Purchasing has the authority to question any specification which seems unreasonably restrictive, excessive, inordinate, or otherwise inappropriate.
Requestors should contact Purchasing if assistance is needed with departmental specifications.
Vendors can be valuable sources of information, but care must be taken not to obligate the City to a particular vendor and not to tailor a specification to a particular vendor's product.
3. TYPES OF SPECIFICATIONS
A. Standard Specifications are a result of standardization. Standard specifications describe the quality of materials to be purchased and are developed after carefully considering the requirements of the City and the various types of products and supplies purchased by the organization. Examples of items lending themselves to standardization are office supplies, computer supplies, paper towels, toilet tissue and public safety equipment such as ammunition, ballistic vests, light bars, mobile radios and even fire apparatus.
B. Brand Name Specifications are the most restrictive type of specification. This specification lists trade names, catalog numbers and model numbers of a particular manufacturer. Ideally, more than one brand name should be specified. When listing brand names, vendors should always be given the opportunity to submit bids for "equal" products. Brand name products typically cost more because specifying those limits competition.
C. Qualified Products Lists can be generated with the help of vendors. During initial specification development, the specifications are sent to several vendors who are asked to comment on the specifications. Adjustments are made to the specifications based on the vendor comments and products are tested to determine suitability. Once a Qualified Products List is generated, additional tests may not be required. Qualified Products Lists are typically used for construction materials.
D. Design Specifications detail how a project is to be constructed or equipment is to be built. These specifications are typically used in public works construction projects.
E. Performance Specifications are less concerned with how a product is made and focus more on how well it performs. They describe a product by its capacity or operation, not by its physical characteristics. The vendor must show acceptable performance of his product as demonstrated by testing.
4. SPECIFICATION CHECKLIST
The description of the item should be written out unless it is common industry terminology or if there’s a potential for an abbreviation to be interpreted incorrectly. As part of the description, the following should be included:
A. Size - dimensions, weight, volume, etc.
B. Color
C. State an estimate of requirements, i.e., quantity.
D. If known, a satisfactory make, model and part number. List all necessary features and do not list unnecessary ones. This information will be used to determine "equal" makes, models and part numbers.
E. Drawings or photographs, when useful.
F. Packaging - describe how the units are packaged. For instance, case, totes, containers, packages.
G. Purpose - briefly describe the intended use(s) of the item. For instance, mention the make and model of equipment when buying a supply item for that equipment. Mention other significant information or anything else that may be unique to your use of the item.
H. Goods and services brochures or literature.
I. State estimated cost, if applicable.
J. List known source(s), include company name, address and phone number.
K. State purchase order number to aid in clarification and reduce mix-ups.
5. SOLE SOURCE JUSTIFICATION
Sole source purchases must be well documented and provide verification that a good faith search for alternatives has been made. Sole source justification shall be provided by the using department and subsequently verified by the Purchasing Division/Finance Department. If a department believes that only a specific vendor, specific make and model of equipment or type of material will meet its needs, it must attach to the requisition, a Sole Source Justification. The justification should explain why it is in the City’s best interest to select a vendor without competitive bidding.
If other brands and models have been tested or previously used and determined to be unsuitable, the department should specify the brands and models used, the dates used, and why they are not acceptable.
A contract may be awarded without competition after departments have conducted a good-faith review of the available sources and confirmed that there is only one source for the required goods and services.
Departments may conduct negotiations and secure, as appropriate, as to price, delivery and terms subsequently resulting in a purchase order, contract or agreement. The Sole Source justification shall include the vendor’s name, amount, pricing, agenda, staff report, lists of the items, equipment, services, bid or proposal procured under each purchase order, contract or agreement. A record of the sole source procurement process will be maintained in the Purchasing system as a public record and/or audit document.
6. VALUE ANALYSIS
Value analysis involves analyzing the intended function of a product and then specifying only the features that are actually needed.
The goal is to eliminate the purchase of unnecessary features and functions, thereby reducing cost and buying the most basic product capable of doing the job required. For example, if a mid-size automobile meets your requirements, the specifications should not be written for a larger vehicle. The requesting department should employ value analysis when writing specifications.
7. STANDARDIZATION
It is the policy of the City of Hanford Purchasing Division that goods and services may be standardized when the Purchasing Agent has determined that it is the best interest of the City of Hanford or when required for the health, safety or welfare of the public or of the employees of the City of Hanford. Standardization may occur when significant cost savings can be demonstrated. Standardization may limit the purchase to a single brand, trade name or sole source provider.
Standardization involves the creation of a specification through value analysis that will economically perform the needed function for multiple end users and departments of the product.
Standardization can result in cost savings because the purchase of fewer unique type items in larger quantities earns better discounts. Also, by calling for industry standard rather than custom features, availability is increased, and cost is decreased and reduces maintenance and training costs.
Standardization Process
The factors to be taken into consideration in standardization of goods and services are as follows:
A. Repair and maintenance costs would be minimized if the product does not have an inherent defect.
B. User personnel training would be minimized.
C. Supplies or spare parts would be minimized.
D. Modifications to existing equipment would not be necessary.
E. Training of repair and maintenance personnel would be minimized.
F. Match to existing supplies, materials and equipment is needed for efficient operation of a function or program.
Standardization is a collaborative effort between Purchasing and the departments. If standardization is deemed necessary, a department should prepare a memo to the Purchasing Agent requesting standardization, outlining the reasons for such action, based on one or more of the factors listed above.
8. USE OF RECYCLED PRODUCTS
Its purpose is to promote and reach out to markets (when applicable) for recycled products by establishing preferential purchase programs for City departments and contractors resulting in diverting materials from the solid waste organizations and local landfills.
Purchasing shall conform to the state’s mandates regarding recycled product procurement and recordkeeping (See Public Contract Code Section 22150, et seq., and California of Regulations Title 14, Sections 18993.3 and 18993.4). Such requirements include, without limitation:
• If fitness and quality are equal, the City must purchase recycled products, as defined in Public Contract Code Section 12200, instead of nonrecycled products, whenever recycled products are available at the same or lesser total cost than nonrecycled items. • Public Resource Code Section 12209(c) requires that recycled paper products utilized by the City consist of at least thirty percent (30%), by fiber weight, of postconsumer recycled content fiber; provided however, subsection (c)(2) of that statute identifies distinct fiber content requirements for toilet paper, paper towels, facial tissue, toilet seat covers, general purpose paper wipers, and food service ware.
• The City must require all businesses from which it purchases paper products and printing and writing paper to certify in writing the minimum percentage, if not the exact percentage, of postconsumer material in the paper products and printing and writing paper offered or sold to the jurisdiction. The certification shall be furnished under penalty of perjury in a form and manner determined by the City; provided however, the City may waive the certification requirement if the percentage of postconsumer material in the paper products, printing and writing paper, or both can be verified by the product label, catalog, invoice, or a manufacturer or vendor Internet website.
The provisions of this Section 8 shall supplement, and do not supersede, the requirements of state law, including, without limitation, the Public Contract Code and the California Code of Regulations.
The City will also purchase paper products and printing and writing paper that meet Federal Trade Commission recyclability standards as defined in 16 Code of Federal Regulations (CFR) Section 260.12.
Vendors will certify in writing, on invoices or receipts provided, that paper products and printing and writing paper offered or sold to the City are eligible to be labeled with an unqualified recyclable label as defined in 16 CFR Section 260.12.
Buying recycled products benefits the City in the following ways:
A. Buying recycled products conserves resources by reducing our dependence on virgin raw materials whose cost will continue to climb as sources are depleted. The growth in recycling results in the creation of jobs and economic development opportunities.
B. Buying recycled products is a proactive, rather than reactive approach to our waste management.
C. Reflects the City’s image as an agency who promotes environmental stewardship.
D. Many recycled products are competitively priced or less expensive than their non-recycled counterparts.
Definitions:
Recycled Material – Waste material and by-products that have been recovered or diverted from solid waste and that can be utilized in place of raw or virgin material in manufacturing a product. Recycled material may consist of materials derived from post-consumer waste, manufacturing waste, industrial scrap, agricultural wastes and other items, all of which can be used in the manufacture of new products.
Post-consumer Recycled (Recovered) Materials – A material or product that has served its intended use and has been discarded for disposal or recovery by a final consumer. Examples of post-consumer recovered materials include, but are not limited to, used newspaper, office paper, yard waste, plastic bottles, aluminum cans, oil, asphalt, concrete and tires.
Recycled Product Preference –To provide for the purchase of products by the City that, price, and quality being equal, preference shall be given to recycled products or vendors utilizing them.
General Policies:
A. All City departments shall use recycled products and recyclable products in accordance with state law. Special emphasis shall be placed on the purchase of products manufactured with postconsumer recycled material.
B. All departments may, at their option and with Purchasing's concurrence, require procurement of designated recycled products or recyclable products above the levels required by state law and this policy.
C. The City shall require its contractors and consultants to use and specify recycled products and recyclable products in fulfilling contractual obligations as required by state law, and, if not required by state law, whenever practicable.
D. The City shall promote the use of recycled products and recyclable products by publicizing its procurement program whenever practicable.
Designated Recycled Primary Products
1. Paper and Products
A. Paper for printing and writing must be selected and purchased containing at least thirty percent (30%) post-consumer material, if that paper is available at a cost equal to or less than paper made of virgin material and meeting the quality and specifications of the virgin material paper.
B. Vendors will certify in writing, under penalty of perjury, the minimum percentage of postconsumer material in the paper products and printing and writing paper offered or sold to the city. This certification requirement may be waived if the percentage of postconsumer material in the paper products, printing and writing paper, or both can be verified by a product label, catalog, invoice, or a manufacturer or vendor internet website.
C. City departments and agencies shall use for their letterhead stationery, envelopes and business cards, recycled paper whenever applicable that includes the required post-consumer content.
D. City departments shall ensure that, for all printing, Invitations to Bid, Requests for Proposals, etc., departments shall:
• Use recycled paper with required postconsumer recycled content fiber satisfying state requirements for all printed or photocopied material whenever practicable. • Use both sides of paper sheets for reports, bids, proposals, etc., whenever practicable. • Purchasing shall purchase copiers and printers capable of using recycled paper of the appropriate grade.
E. Vendors shall provide records to the City’s recovered organic waste product procurement recordkeeping designee regarding all paper products and printing and writing paper purchases within thirty (30) days of the purchase (both recycled-content and non-recycled content, if any is purchased) made by any division or department or employee of the City. Records shall include a copy (electronic or paper) of the invoice or other documentation of purchase, written certifications as required herein for recycled-content purchases, purchaser name, quantity purchased, date purchased, and recycled content (including products that contain none), and if non-recycled content paper products or printing and writing papers are provided, include a description of why recycledcontent paper products or printing and writing papers were not provided.
2. Lubricating oil with refined oil content
Oil for use in all City vehicles must be selected and purchased that is re-refined oil, if that re-refined oil is available at a cost equal to virgin oil and meets the quality, performance and specifications of the virgin oil, for intended use and such use does not void manufacturer warranties.
Responsibilities of Departments
Evaluate each designated recycled product regarding its particular application. Determine when to use standard products or required recycled products. Reach out to Purchasing if the recycled products are not achieving necessary performance standard or that the product will negatively impact health, safety or operational efficiency. Ensure that contracts are issued by the City for recycled products whenever required, and, if not required, when practicable, and that vendors and contractors provide recycled product certification.
D. METHODS OF ACQUISITION
1. OVERVIEW
This chapter summarizes the methods and means for procuring goods and services.
Procurements are not approved until all guidelines, procedures and policies are satisfied and approval from the City Council, City Manager, Finance Director, Department Head and other levels is/are obtained.
When a requirement is determined, the item and its purchase price will determine the procurement method that will be used to purchase the City’s supplies, services and equipment. Refer to section A-5 for purchasing authority levels.The following will assist in determining the procurement method to be used and reach out to Purchasing if assistance is needed.
Is the item available on an existing City contract? Should petty cash be used for the purchase? Is the item below the $2,500 transaction limit of the Purchasing Card (P-Card)? Is the item above the $2,5,000 transaction limit requiring minimum of three (3) competitive quotes and the department to select the lowest quote and attach quotes for claim processing? Is the item above the $5,000 and below $10,000 transaction limit requiring department to generate a requisition for Purchase Order, including three (3) bids or quotes and requiring Department Head approval? Is the item above the $10,000 and below $50,000 transaction limit requiring department to generate a requisition for Purchase Order, including three bids or quotes, requiring City Manager Approval? Is the item above $50,000 transaction limit requiring department to generate a requisition for Purchase Order, including three (3) bids or quotes, inclusion on City Council Agenda, staff report, contract or agreement, grant documents, requiring City Manager and City Council Approval? If none of the above methods are applicable, contact the Purchasing Division for guidance and assistance with the most efficient method to procure the goods or services. Competitive bids or quotations will be secured for all contracts, $2,500 or over, except Sole Source and Emergency procurement methods.
GENERAL BID REQUIREMENT
Bidding is required at a minimum for purchases of goods and services having a total value of $2,5,000 or more. Three (3) quotes or bids are required. Less than three (3) quotes or bids will require documentation of attempt and/or sole source justifications. In most cases, the department shall award to the lowest responsible vendor, however there may be instances where uniqueness of products/service, delivery time, credentials, proprietary goods modify the general bid requirement. Modifications will require documentation and/or sole source justification documenting the necessity to deviate from lowest cost.
2. ACQUISITION PROCESS
The City of Hanford has several methods for acquiring goods and services. The method used is determined by the dollar value of the final award. The following is a list of various purchasing options and thresholds to consider, if applicable, which may require different processes:
Purchases Less Than or Equal To $2,500
Annual Contract
Informal Bid Process
Formal Bid Process
Purchasing Card
Department Purchase Order
Blanket Purchase Order
Petty Cash
Claim for Purchase less than $5,000
Purchases Greater than $2,500
Purchases Greater than $2,500 but less than $5,000
Purchases Greater than $5,000 but less than $10,000
Purchases Greater than $10,000 but less than $50,000
Purchases Greater than $50,000
The department should obtain bids first and then process a requisition. Departments may secure bids, quotes, proposals and informal estimates via telephone (and subsequently documented), bid invitation, facsimile or by email. A minimum of three (3) vendors are to be contacted when soliciting bids and proposals.
Local and disadvantaged vendors who can supply the commodity requested will be included in solicitations for bids and proposals.
The City will notify potential bidders of bid information via the City’s BidNnet Website and advertisement in trade journals, newspapers or other media as required. Projects over $50,000 shall have a notice inviting bids published in a newspaper of general circulation within the city by one or more insertions, the first of which shall be at least seven (7) days before the date for opening bids.
3. REQUISITIONING OF GOODS AND SERVICES
All requirements for goods and services with an estimated cost of $5,000 or more shall be confirmed within the Purchasing system in the form of a Purchase Requisition. The requisition requires account numbers and hierarchy approvals. The Departmental fund manager and Department Head shall authorize expenditure funds from the account number listed on the requisition. The requisition is a request for an order and originates in the user department. The requisition will identify the goods and services required, provide recommended or potential vendors and will be approved in the Purchasing system’s hierarchy of workflow approvals, authorized management or their designated representative. (see Purchase Workflow and Requisition Workflow in appendices)
Purchasing will review the requisitions to see if the information provided is accurate and complete and approve, reject or contact department to add additional information. Requisition will convert to a purchase order after final approval from the Purchasing Agent. The Purchasing system provides a feature titled “Notes” where employees may insert justification and clarification of the purchase at the time of entry if the backup information attached is not clear. This feature should be used whenever possible.
Requisitions must have quotes, estimates, proposals, or bids attached, but not an invoice. If an invoice is present, that demonstrates that departments are not following the purchasing policy procedures.
When applicable, include a copy of the Council Agenda item, a Staff Report, a Contract, an Agreement, or Grant documentation, orand sole source justification. Include any other information or documentation that will assist in clarification, explanation, or justification of purchase.
Special Circumstances – Goods or services related to data processing systems, communications equipment, legal services, grant-funded programs and emergency procedures require special processing as follows:
Data Processing Systems – Departments requesting Information Technology processing systems shall refer such requests to the Information Technology division for assistance with written recommendation prior to generating a requisition in the Purchasing system. Information Technology equipment shall describe the hardware or software items and any installation of computer cabling will be managed by the Information
Technology Division.
Lease or Rental – Acquiring equipment through lease or rental is not to be used to circumvent purchasing policy and procedures. Lease or rental contracts will be reviewed by Purchasing Agent and subsequent hierarchy of approvals. Leased Equipment is used when there is a long-term need (greater than 12 months) for items and must be appropriately budgeted and approved at the department level. Rental equipment is used when there is a short-term need (12 months or less) for items and must be appropriately budgeted and approved at the department level.
Grant-Funded Programs – State or federally funded grant programs have special requirements covering the acquisition of goods and services. It is the department’s grant manager's responsibility to adhere to the grant agreement, to ensure compliance, and to make the Purchasing Division aware of these provisions so any required procedures may be followed.
Federal Grants – All grant procurement and related expenditures must adhere to the procurement guidelines of the Uniform Guidance (UG), formally Code of Federal Regulations (C.F.R.) Title 2-Grants and Agreements, Part 200-Uniform Administrative Requirements, Cost Principles, and Audit Requirements of Federal Awards. Such procurement standards in the UG are covered in paragraphs 200.317 to 200.327.
All City agreements, which expend federal grant award funds, must adhere to Appendix II to CFR Part 200, which outlines contract provisions to be included in agreements expending federal awards.
Emergency Purchases $5,000 or more (an immediate need for the preservation of public health, welfare, safety, or protection of City property) – In the event of a bona fide emergency, the Purchasing Agent shall be contacted (if possible) to discuss the matter. If Purchasing is not available, Tthe department headpurchaser or designated representative may contact theshall provide justification for the emergency and obtain documented approval from the Department Head, Finance Director, or City Manager for approval regarding making the=before proceeding with the purchase. In all instances, report the purchase and = immediately prepare a requisition with documented justification and approval attached. When selecting purchase order type, select emergency. Each emergency purchase shall be submitted on a separate requisition and shall not be mixed with routine items being requisitioned in the regular manner.
An emergency purchase requires the subsequent approval and confirmation of Purchasing. If the purchase exceedsis over the specified dollar limits, it may also require the approval of the City Manager. Check with Purchasing as soon as possible after the obligation has been made.
Emergency purchases that are not approved and confirmed by either the Purchasing Agent, Department Head or the City Manager prior to purchase shall be deemed improper and may be subject to further investigation, resulting in suspension of purchasing privileges, reimbursement, disciplinary or legal actions.
Competitive bids or proposals are not required in an emergency when goods or services are immediately necessary for the preservation of the public health, welfare, or safety or for the protection of City property.
However, Departments are encouraged to obtain competitive bids or proposals if time allows and doing so will not delay the emergency response. In such circumstancesase, the Department Head or City Manager may determine and declare that the public interest or necessity demands the immediate expenditure of public money to safeguard life, health or property, and thereupon they may proceed, without advertising for bids, to expend or enter into a contract involving the expenditure of any money required in such emergency.
Per Public Contract Code Section 20168, with respect to projects subject to bidding requirements of the Public Contact Code, in the case of emergency, the City Council may pass a resolution by a four-fifths (4/5ths) vote with its members declaring that public interest and necessity demand the immediate expenditure of public money to safeguard life, health, or property. Upon adoption of the resolution, the City may expend the sum required in the emergency without complying with statutory bidding requirements; provided however, the City will comply with the emergency contracting procedures of Public Contract Code Section 22050.
4. REQUISITIONING FLEET EQUIPMENT
Vehicles and equipment are crucial to City operations. Consequently, the development of specifications for both should take into consideration the function for which the equipment or vehicle will be operated;
additional aftermarket required equipment and associated acquisition process; operating and maintenance costs; and other relevant factors.
The acquisition of new vehicles or equipment requires review of the Fleet Services Division. Draft specifications including initial operating requirements of the equipment, vehicles and heavy equipment, in most instances, will be prepared by the Fleet Services who may request assistance regarding the initial operating requirements from the department and Purchasing for bid process.
Non-Budgeted Items: Departments requesting additional or mid-fiscal year vehicles or equipment shall identify additional funding for the purchase of the vehicles or equipment. The purchase and/or appropriation may require City Manager or City Council approval prior to purchase.
5. REQUISITIONING COMMUNICATIONS EQUIPMENT
All requests for communications equipment and service, such as mobile and portable phones and pagers, applications, programs, and software that may impact the City’s network infrastructure, require review, assessment and recommendations from the Information Technology Divisionreview, assessments and recommendations prior to purchase.
6. DIRECT PURCHASES BY USER DEPARTMENTS
Store Card-Direct Nearly all purchases will be reviewed by Purchasing. Purchases: can Store cards can be used tobe make purchasesde from a local merchants within the City limits or nearby. The City has store cards forsuch as Home Depot, Lowes, Harbor Freight, and Chevron and Smart & Final. Departments are advised to scan copy of receipt with legible detail with required ORG & OBJ and/or PO and submit copies to the Accounts Payable email at [email protected].
Purchasing Card (P-Card): Purchasing Cards facilitate small-dollar purchases while reducing the administrative costs associated with authorizing, tracking, paying and reconciling those purchases.
Employees must enter every P-Card transaction receipt into the Purchasing system. If food is bought for a public event, include the event flyer. If a transaction receipt is lost, fill outcomplete a Lost Receipt form and include, as an attachment, to the transaction. Habitual lost receipts may result in the suspension, revocation, or termination of the cardholder’s purchasing privileges. In addition, noncompliance may further subject the cardholder to disciplinary action, up to and including termination of employment. Refer to section M-5 for additional details..
Blanket Purchase Order (BPO): The BPO is a multi-purpose contract serving the ordering, receiving and payment functions. The BPO procedure is intended to facilitate the economical, timely and limited procurement of goods and services by City departments for an indefinite period of time. A Blanket Purchase Order number is given to Vendor prior to order. Departments can view vendor Blanket Purchase orders in the Purchasing system under Module titled “Purchase Order Central.” Particular situations may or may not require bids or quotes. When preparing BPO for next new fiscal year, review expenditures of the previous year to confirm if more or less funds are required and reflected on the next fiscal year BPO to be completed by July 1st. Departments are encouraged to provide justification and to obtain competitive pricing when economically practical.
Purchase Order (PO): – A Purchase Order is a contract serving the ordering, receiving and payment functions. Purchase Orders are intended to facilitate the economical, timely and limited procurement of goods and services by City departments. A Purchase Order number is given to Vendor prior to order.
Departments can view vendor Purchase Orders in the Purchasing system under the Module titled “Purchase Order Central.” Purchase Orders are to be used for those goods and services having an aggregate value of $5,000 and above. Purchase Orders must be accompanied by an itemized quote or formal bid that is clear and readablelegible. If applicable, attach Agenda Item, Staff Report, Contract/Agreement, Grant documents, or sole source justification and any other information that will assist in explaining, clarifying and justifying the purchase.