La Verne City Council
September 8, 2026

Agenda Packet - September 8, 2026
Annual Partnership Agreement with the La Verne Chamber of Commerce., Page 2

which will align with the annual Partnership agreement with the Chamber. Staff is asking the City Council to potentially allow for the use of the City Hall parking lot on Saturday mornings between 6am and 2pm until June 26, 2027, except for when there might be a conflict with other events. In addition, it is recommended that the City Council waive the individual business license requirements for participants in the Chamber events, such as the Farmers Market, in order to ensure a successful first year.

Chamber representatives will present the City Council with an overview of their programs and activities over the last year, and what events are anticipated for the coming year.

Mayor Hepburn and Council Member Lau have reviewed the draft partnership agreement and support the proposed modifications and recommend the approval of the proposed 12-month agreement.

FISCAL ANALYSIS
The City Council approved the use of $37,000 in the 2026-27 budget for the proposed Partnership Agreement.

ENVIRONMENTAL ANALYSIS
Not applicable.

LEGAL REVIEW
This report was reviewed and approved by the City Attorney.

ATTACHMENTS

1. Final Draft Chamber of Commerce Agreement 26-27

Agenda Packet - September 8, 2026
20265-20276

ECONOMIC DEVELOPMENT AND PARTNERSHIP AGREEMENT
LA VERNE CHAMBER OF COMMERCE and

CITY OF LA VERNE

THIS AGREEMENT, made by and between the CITY OF LA VERNE, a municipal corporation (hereinafter City) and LA VERNE CHAMBER OF COMMERCE, a non-profit corporation (hereinafter Chamber) agree as follows:

WHEREAS, the City is desirous of promoting the existing and potential commercial and industrial businesses and the desirability of disseminating information to said existing and potential commercial and industrial businesses; and

WHEREAS, the City benefits from a successful and vibrant commercial district which the Chamber provides for through a variety of programs, support services, and promotion throughout the year; and

WHEREAS, the Government Code authorizes the expenditures of monies accruing to the General Fund for such activities; and

WHEREAS, the Chamber is organized for and equipped to carry on the promotion of existing and potential commercial and industrial businesses and to publicize and assist these businesses to their best advantages;

NOW THEREFORE, in consideration of the premises and covenants and promises, hereinafter set forth, the parties hereto agree as follows:

1. TERMS
The term of this Agreement shall be from July 1, 20265 thru June 30, 20276.

For reporting purposes, The first “Quarter” will be from July 1 st to September 30th.

2. PROGRAMS AND EVENTS
The Chamber will undertake the following programs in implementation of the above promotional activities on behalf of the business community of the City:

Agenda Packet - September 8, 2026

Ref: Resolution No. 265-XX
Chamber of Commerce Contract Agreement
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ECONOMIC DEVELOPMENT

ADMINISTRATIVE SUPPORT -$2015,000
The Chamber will employ administrative staffing to fully support the Chamber’s functions, including those programs listed in this agreement.

Additionally, the Chamber shall agree to continue to explore the use of the University of La Verne faculty and stud ents to support activities such as marketing and social media engagement. Further, the Chamber will continue to pursue coordinating efforts with the Old Town La Verne Business Improvement Association non -profit to utilize shared staff to support both groups in order to support economic development priorities in La Verne.

WEB SITE LINK -$500
The Chamber will maintain a web site with links to the City and all other appropriate organizations. The Chamber’s web site has been upgraded to include opportunities for links with members and including the ability for members to place video ads on their member page. The Chamber will work with the University of La Verne marketing group to establish a website to further promote “Shop La Verne ” by January 1, 20276. The Shop La Verne website shall also continue to highlight Foothill Blvd (Route 66 and the upcoming 100-year anniversary into 20276. The Chamber will work with the City to incorporate a web-based map on their website which may substitute for future Chamber of Commerce hard copy map requirement.

SHOP LA VERNE PROGRAM -$7,000
The Chamber will develop strategies and marketing ideas that further enhance the local business economy and will work with local businesses to develop campaigns and events to encourage shopping locally.

• The Chamber will manage a Shop La Verne street banner program (Spring 20276) while coordinating with the City on the design prior to ordering the banners. The City will cover the labor cost of installing and replacing up to 40 banners at a time, once during the period of this contract. The City will install the banners within 30 days of receiving the banners from the Chamber. The Chamber shall deliver the banners to the City prior to April 30, 20276 and will be responsible for ordering and paying for the banners. Any costs associated with replacing damaged banners or brackets will be the responsibility of the Chamber.

Any emergency replacement of banners outside of the agreed upon scheduled install dates will require reimbursement to the City from the Chamber for the staff time. As an alternate to this program, the

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Agenda Packet - September 8, 2026

Ref: Resolution No. 265-XX
Chamber of Commerce Contract Agreement
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Chamber may also distribute promotional material (i.e. reusable tote bags) at the Concerts in the Park series during the summer ($3,000).

• The Chamber will continue to highlight Shop La Verne at the 4th of July parade. The Chamber will participate in the parade with an entry that advertises the Shop La Verne program ($500).

• The Chamber will hold its other sponsored events such as The Taste of La Verne and Excellence in La Verne Business of the Year Awards during 20265 ($3,000). A Special Event Permit shall be obtained at no charge for the Taste of La Verne event. The Excellence in La Verne Business of the Year Award recipients will be honored at the Chamber’s Holiday Luncheon ($500). In addition, the Chamber will promote events that are sponsored by the Old Town La Verne Business Association such as the Wine Walk and the Beer Walk events.

BUSINESS LICENSE LISTS/ WELCOME PACKAGE -$500
A list of new business licenses will be provided to the Chamber on a monthly basis. A complete list of business licenses will be provided 2 times a year, by the end of the months of February and August. The Chamber will begin to provide these new businesses with a “Welcome Package” containing information from both City and the Chamber on a monthly basisno later than January 1, 2026.

CHAMBER/CITY STAFF BUSINESS VISITATIONS
At a time, convenient to both the City and the Chamber, a representative from each will conduct visits to certain businesses within the City of La Verne. The businesses will be selected from the top-tier sales tax generators and other influential or unique businesses within the community with a goal of visiting a business every quarter. The object of these visitations will be to promote La Verne as a strong business community as well as an excellent place to do business and to enhance goodwill between the City, the Chamber and business owners. The Chamber also agrees to provide assistance in the implementation of the continuing Economic Development Positioning Strategy; a retail marketing effort to attract and retain business.

ECONOMIC DEVELOPMENT COMMITTEE -$3,000
The Chamber, through its business community membership, will serve in an advisory capacity to the City on economic development matters and to address goals and implementation policies as part of the newly adopted Economic Development Element of the City’s General Plan. While the goal is for enhanced economic development City -wide, emphasis will be placed on opportunities near the Metro A Line station and along the Foothill Boulevard

Agenda Packet - September 8, 2026

Ref: Resolution No. 265-XX
Chamber of Commerce Contract Agreement
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(Route 66) commercial corridor.

The Chamber shall work with LA Metro on activations for the La Verne/Fairplex station plaza or parking lot for events to enc ourage riders to shop in La Verne and to generate foot traffic in the area, specifically around the new professional Cricket team that will make its home at the Fairplex this summer.

The Chamber, through either an internal Economic Development workgroup, working in partnership with the University of La Verne, or other agreeable manner, will conduct surveys of its business members, provide input on pending legislation, and provide recom mendations to the City related to enhanced economic development programs, policies, or needs of the business community through its current quarterly reports.

Agenda Packet - September 8, 2026

Ref: Resolution No. 265-XX
Chamber of Commerce Contract Agreement
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COMMUNITY OUTREACH AND INVOLVEMENT
The Chamber will share important issues and activities with the community via their electronic media. The Chamber will promote corporate social responsibility and volunteerism to create a thriving community and provide enriching and relevant experiences for all citizens.

SPRING CLEAN-UP -$500
The La Verne Chamber of Commerce, in partnership with Waste Management, will facilitate a “Spring Clean Up Day” in the spring of 2026.

The community will be invited to bring items that they wish to get rid of.

This will include soft goods, appliances, e-waste, etc. A formal description and proposed implementation of the project will be presented to the City prior to December 31, 2025. The Chamber will be required to obtain a no- charge Special Event Permit for the event, following all conditions listed on the permit.

FARMERS MARKET
The Chamber will assist with the promotion of a newly established Farmers Market to be held on Saturday mornings. A no-fee Special Event Permit will be provided to the operator of the Chamber-sponsored event on an annual basis aligned with the term of this agreement.

STATE OF THE CITY - $1,500000
If the Chamber and the Rotary Club of La Verne (hereinafter Rotary) mutually agree to it, t he Chamber will assume responsibilities of sponsoring and coordinating the annual State of the City address in La Verne . This event is traditionally held in early 20276 on a date selected in coordination with the City Manager’s office but after a City Council’s Strategic Planning session .

Other organizations can still be part of the event ( University of La Verne, Bonita Unified, etc. ) as the Chamber deems appropriate. The Mayor (or Mayor Pro Tem in his or her absence) will provide a presentation of the accomplishments of the previous calendar year and the goals for the coming year. The Chamber shall publicize this event and explore the option to live

Agenda Packet - September 8, 2026

Ref: Resolution No. 265-XX
Chamber of Commerce Contract Agreement
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stream and/or record the event.

AMERICANS WITH DISABILITIES ACT EDUCATIONAL PROGRAMS - $1,000 The Chamber will be responsible for coordinating and conducting informational workshops for La Verne businesses on the Americans with Disabilities Act (ADA) and how it might impact them. The Chamber shall provide the City with a proposal for the program by December 31, 202 65 which the City will fund through the monies the City collects on all City Business Licenses.

PUBLIC SAFTEY OUTREACH - $500
The Chamber will provide opportunities at the monthly “Lunch and Learn ” meetingsworkshops for the La Verne business community with coordination with the La Verne Police Department, and the Fire DepartmentDepartments, and other groups, on the following topics:
• Business Assistance for Crime Reduction (BACR)
• Fire Prevention/ Wildfire Defensible Space
• Safety in the Workplace
• Disaster Preparedness

CITY UPDATES
The Chamber will provide the City Council with Quarterly Activity/Financial Updates, approximately two weeks after the end of each fiscal quarter beginning in October 20265 (subsequent reports will be filed the following January, April, and July) . The City will submit the agreed upon quarterly payment by the end of the same month provided that the Chamber reports are submitted on-time and are to the satisfaction of the City. The reports will be on Chamber activities and related financial breakdown of events that occurred in the prior 3 months. Quarterly Financial updates must include approved quarterly financials, bank statement reconciliation for prior completed quarter, and any deficiencies in comparison to adopted budget.

CITY MEMBERSHIP
The City will receive a free corporate membership and free access/space for all business/community events sponsored by the Chamber. The City will be allowed to participate at Chamber events and meetings with Council Members and/or City Staff. In addition, the Chamber will be billed at actual costs for any City services at special events with no deposit required.

CITY COUNCIL CANDIDATES FORUM -$1,000
The Chamber will coordinate and host a City Council Candidates Forum in election years not less than 21 days prior to the election date. The Chamber of Commerce as an organization shall not publicly endorse any local (City) candidate in any election.

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Agenda Packet - September 8, 2026

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Chamber of Commerce Contract Agreement
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NONPROFIT NETWORK/LOVE LA VERNE DAY
The Chamber will work with the local area nonprofits that serve the City to assist them with projects that can involve the community helping to address those project needs. A Love La Verne Day will be held each year for the purpose of partnering community residents with various nonprofit projects.

The City will assist in identifying potential projects. In addition, the Chamber will engage with the planned La Verne Community Foundation (once formally established) establish a nonprofit network brin ging representatives of the area nonprofits together to meet, to discuss projects, hear speakers on best practices, and promote their respective events and fundraisers. The Chamber will help with promoting the area nonprofit events and fundraisers La Verne Community Foundation.

OTHER CHAMBER ACTIVITY
The Chamber is dedicated to assisting local companies grow their business by taking the lead in programs and efforts that help create a strong local economy and make our community a great place to do business.

The Chamber generates business activity for the community. The Chamber initiates business-to-business commerce and opportunities for networking and connecting local professionals.

Through the Chamber’s website and newsletters, they update our members on various news and issues that are happening within our community, the state, and the nation.

The Chamber hosts professional development events that help owners and employees learn or improve upon skills that are essential to running a business.

Reducing costs is a concern for every business. The Chamber offers substantial discounts on everyday products and services to members. The Chamber provides exposure for our local businesses and encourages the community to shop local.

Opportunities include:
• Member Referrals

Agenda Packet - September 8, 2026

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Chamber of Commerce Contract Agreement
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• Online/Print Directories
• eNewsletters
• Ribbon Cuttings
• Relocation & Visitor Information

The Chamber’s Legislative Committee works to advance the functions of local, state, and federal government by advocating issues associated with Education; Energy; Environment & Infrastructure; Labor; Transportation; Health Care; Housing & Land Use, Governm ent and Regulations toward better public safety and a more robust economic base and climate for businesses and private enterprise.

The Chamber’s Workforce Development Committee supports excellence in education and promotes meaningful business/education relationships with public and private schools. The committee oversees the member funded scholarship program, Career & Resource fairs at local schools and internship programs.

3. CONSIDERATION
The City shall pay a total of $4035,000 to the Chamber in four equal quarterly payments of $ 8,75010,000. Payments to the Chamber shall be contingent upon timely receipt and City approval of Quarterly Activity/Financial Updates and be made by the end of the months of October 2025(Q1), January 2026(Q2), April 2026(Q3), and July 2026(Q4). If an identified program in this agreement is not completed or is in the process of being completed, the City reserves the right to withhold funding each quarter based on the dollar amount associated with each program.

In addition, with this agreement, all City processing fees an d business license fees for all Chamber sponsored events are formally waived in full.

4. CONDITIONS
In light of this Agreement’s 12-month term, the following conditions will apply:

A. The Chamber will complete, at its own timing within the period of this agreement and to be shared with the City, the results of a members survey which asks members what they want to see from the Chamber
B. By June 30th of each year the Chamber will provide the City with an approved copy of its coming year’s annual budget outlining revenues, expenditures and projected proceeds from events.

Agenda Packet - September 8, 2026

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Chamber of Commerce Contract Agreement
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B.C. By June 30th of each year, the Chamber will provide the City with the most current version of the Chamber’s bylaws as approved by the Board.

C.D. By October of every odd numbered year the Chamber will provide the City with a copy of its approved financial policy summary, outlining procedures associated with check and balances, cash handling, expenditure authorization procedures and board oversight practice criteria.

D.E. By August 30th of each year the Chamber will provide the City with an approved copy of its previous year’s comparable financial statement, to the satisfaction of the City. The City reserves the right to require a third-party financial review, should it be determined necessary.

5. CITY INCENTIVE/SUBSIDY FOR NEW BUSINESS RECRUITMENT
Growth of the Chamber of Commerce is beneficial to the City, especially when it results in actual new business, which in-turn can generate new sales tax, employment, economic stability and/or other revenues such as property tax, CFD, etc. Program is hereby continued within this Agreement which provides a subsidy to such new businesses. Following are the requirements of this new business development subsidy program:

A. The City to reimburse 50% of the cost of the Chamber membership for any eligible new business (within their first year of business) that joins the Chamber (this also applies to a new owner of an existing business)
B. Subsidy is available up until 90 days after the first day of joining.

C. Subsidy will be paid to the Chamber of Commerce, upon demonstration that business meets criteria and has paid the initial 50% cost of membership.

D. Subsidy fund for this Agreement will be $2,000; any subsequent increases to the initial fund will be at the discretion of the City Manager and subject to finding that all other provisions of this Agreement have been met.

E. Subsidy is not available for home-based businesses.

F. Subsidy is not available for renewals of existing or past memberships (except if it is for a new owner of an existing business).

G. Subsidy is not available for businesses having an address outside La Verne City limits.

6. INDEMNIFICATION AND HOLD HARMLESS:

A. Chamber represents that it possesses the necessary qualifications to perform the services and duties set forth in this Agreement.

Agenda Packet - September 8, 2026

Ref: Resolution No. 265-XX
Chamber of Commerce Contract Agreement
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B. Chamber is an independent contractor and shall have no authority to bind City or to create or incur any obligation on behalf of, or liability against, City, whether by contract or otherwise, unless such authority is expressly conferred under this Agreement or is otherwise expressly conferred in writing by City. Chamber, its employees, agents and subcontractors are not employees of City.

C. Chamber shall indemnify, defend and hold harmless, City, its elected and appointed officials, officers, agents and employees (collectively “Indemnities”) from and against any and all liabilities, losses, claims, demands, actions, causes of action, proceedings, suits, damages, judgments, costs and expenses of litigation, including reasonable attorneys’ fees, which Indemnities may suffer or incur or which Indemnities may become subject to by reason of or arising out of any injury to or death of any person(s), damage to property, or loss of use of property, allegedly caused by the negligent or willful acts or omissions of Chamber, its agents, officers, directors or employees, acting within the scope of their employment or affiliation with Chamber while performing the services set forth in this Agreement.

D. In the event that any action or proceeding is brought against Indemnities by reason of any of the matters against which Chamber has agreed to indemnify Indemnities, Chamber, upon notice from City, shall agree to defend Indemnities at Chamber’s expense by competent legal counsel. City agrees to notify Chamber within five (5) days of its receipt of service of legal process by a third party in a lawsuit naming City as a defendant and claiming injury to or death of any person(s), damage to property or loss of use of property, allegedly caused by the negligent or willful acts or omissions of Chamber, its agents, officers, directors or employees, acting within the scope of their employment or affiliation with Chamber while performing the services set forth in this Agreement.

E. Chamber’s indemnification under this Agreement does not extend to liabilities, losses, claims, demands, actions, causes of action, proceedings, suits, damages, judgments, costs and expenses of litigation, including attorney’s fees, which Indemnities may suffer or incur or which Indemnities may become subject to by reason of or arising out of any injury to or death of any person(s), damage to property, or loss of use of property caused by the active or passive negligence or willful acts or omissions of City, its elected and appointed officials, officers, agents, employees, volunteers or representatives.

F. The insurance required to be maintained by Chamber under Paragraph 5 shall ensure Chamber’s obligation under Paragraph 8, but the limits of such insurance shall not limit the liability of Chamber hereunder. The provisions of Paragraph 4 shall survive the

Agenda Packet - September 8, 2026

Ref: Resolution No. 265-XX
Chamber of Commerce Contract Agreement
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expiration or earlier termination of this agreement.

7. INSURANCE:

A. Chamber shall, at its expense, procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the services set forth in this Agreement by Chamber or its agents, representatives, or employees acting within the scope of their agency, employment or representation. Insurance is to be placed with insurers with a current A.M. Best’s rating no less than A:VII.

B. Minimum Scope and Limits of Insurance:
1) Minimum Scope of Insurance. Coverage shall be at least as broad as the latest version of:
• General Liability: Insurance Services Office General Liability Coverage (form CG 0001)
• Automobile Liability: Insurance Services Office Business Auto Coverage (form CA 001, code 1 (any auto))
• Workers’ Compensation and Employers’ Liability: Workers’ Compensation insurance as required by the State of California and Employers’ Liability Insurance
2) Minimum Limits of Insurance. Limits no less than:
• General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the activities associated with this Agreement or the general aggregate limit shall be twice the required occurrence limit
• Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
• Workers’ Compensation and Employers’ Liability: Workers’ Compensation limits as required by the Labor Code of the State of California. Employers’ Liability limits of $1,000,000 per accident for bodily injury or disease. $1,000,000 per claim.

C. Other Provisions:
1) All Policies:
• Each insurance policy required by Paragraph 5 shall be endorsed and state that the coverage shall not be suspended, voided, cancelled by the insurer or either Party to this Agreement, reduced in coverage or in limits, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to City.

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• Any failure to comply with the reporting or other provisions of the policies, including breaches of warranties, shall not affect coverage provided to City, its officers, officials, employees or volunteers.
• Any deductibles or self-insured retentions must be declared to and approved by City.
2) General Liability and Automobile Liability Insurance:
• City, its directors, officials, officers, employees, agents and volunteers shall be covered as additional insured’s for liability arising out of the services provided by Chamber as set forth in this Agreement; premises owned, occupied or used by
Chamber; or automobiles owned, leased, hired or borrowed by Chamber. The coverage shall contain no special limitations on the scope of protection afforded to City, its officers, officials or employees.
• Chamber insurance shall be primary insurance with respect to City, its officers, employees and volunteers. Any insurance or self-insurance maintained by City, its officers, employees or volunteers shall apply in excess of, and not contribute with, Chamber’s insurance.
• Chamber’s insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of insurer’s liability.
3) Workers’ Compensation Insurance:
• Unless the City Manager otherwise agrees in writing, the insurer shall agree to waive all rights of subrogation against City, its officers, officials, employees and agents for losses arising from the services performed by Chamber as set forth in this Agreement.
4) Certificates of Insurance:
• Chamber agrees to deposit with City, at or before the effective date of this Agreement, certificates of insurance sufficient to satisfy City that the insurance provisions of Paragraph 5 of this Agreement have been complied with. The City attorney may require that Chamber furnish City with copies of original endorsements effecting coverage as required by Paragraph 5 of this Agreement. The certificates or endorsements must be signed by a person authorized by that insurer to bind coverage on its behalf. City reserves the right to inspect complete, certified copies of all required insurance policies at any time.

IN WITNESS WHEREOF, the Parties hereto have accepted, made and executed this Agreement upon the terms, conditions and provisions on the date written

Agenda Packet - September 8, 2026

Ref: Resolution No. 265-XX
Chamber of Commerce Contract Agreement
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below.

Dated: _____________________

LA VERNE CHAMBER OF COMMERCE

By ___________________________________
Incoming Chair of the Board of Directors

CITY OF LA VERNE

By ___________________________________
Tim Hepburn
Mayor

By ___________________________________
Debra Fritz
Deputy City Clerk

Agenda Packet - September 8, 2026
City of La Verne,City Council
Agenda Report

DATE: September 8, 2026
TO: Honorable Mayor and City Council
FROM: Christy Lopez, Finance Director
SUBJECT: UPDATE OF PURCHASING POLICY ADMINISTRATIVE REGULATION 204.

SUMMARY
Administrative Regulation 204 has been updated to reflect the City’s electronic purchasing and payment processes, increase the purchase order threshold from $5,000 to $7,500, and clarify purchasing, contract administration, and procurement requirements. The amendments replace the mandatory five-year rebidding requirement with a documented Five-Year Contract Review and update the public project and Federal procurement provisions to reference current applicable thresholds. The Finance Commission reviewed the proposed amendments on August 19, 2026, and recommended City Council approval.

RECOMMENDATION
That the City Council approve the updated Administrative Regulation 204, Purchasing Policy, as recommended by the Finance Commission.

DISCUSSION
Administrative Regulation 204 establishes the City’s policies and procedures for purchasing goods and services, approving expenditures, issuing purchase orders, administering contracts, and complying with applicable public project and Federal procurement requirements. The regulation has been updated to reflect the City’s current electronic purchasing and payment processes, clarify departmental responsibilities, strengthen contract oversight, and provide more practical procurement guidance.

Purchase requisitions, purchase orders, invoices, and financial approvals are now processed electronically through the City’s Enterprise Resource Planning system. Accordingly, outdated requirements related to paper purchase order distribution, claim forms, and manual approval procedures have been removed.

The purchase order threshold is proposed to increase from $5,000 to $7,500. Purchases below $7,500 would not generally require a purchase order unless otherwise required by Finance, the funding source, or the nature of the purchase. The amendment does not change the City’s existing expenditure approval authority or competitive procurement requirements.

The blanket purchase order process has also been revised. Blanket purchase orders will be established based on the total anticipated annual expenditure with a vendor rather than the amount of an individual transaction. This approach ensures that the appropriate approval and procurement requirements are applied to the City’s total anticipated financial commitment and prevents purchases from being divided to avoid established thresholds.

Agenda Packet - September 8, 2026
Update of Purchasing Policy Administrative Regulation 204., Page 2

Because contracts are not managed within the ERP, departments will remain responsible for contract administration, performance monitoring, and tracking expiration and renewal dates.

Contracts creating a financial obligation must be submitted to Finance for financial and purchasing review. Fully executed contracts, amendments, extensions, and renewals must be provided to both Finance and the City Clerk. Agreements that do not use a form established by the City Attorney, or that materially modify the City’s standard terms, must be reviewed and approved as to form by the City Attorney before execution.

The existing requirement to competitively rebid contracts after five years is proposed to be replaced with a Five-Year Contract Review. At five years, the City would either competitively re- procure the service or document why continuing with the existing provider remains in the City’s best interest. The review would consider factors such as vendor performance, market pricing, available alternatives, transition and implementation costs, operational continuity, and other relevant considerations.

This change maintains periodic oversight while allowing the City to avoid unnecessary procurement and transition costs when rebidding is unlikely to provide additional value. For example, a recent procurement conducted because a service contract had reached the five- year limit resulted in an approximately 40 percent increase in the cost of landscape maintenance at the Sports Park. The prior agreement had generally limited annual increases to changes in the Consumer Price Index. The proposed review process would allow the City to evaluate comparable circumstances and determine whether rebidding or continuing the existing agreement provides the greatest overall value.

The policy also provides clearer guidance regarding competitive and best-value procurement, cooperative purchasing, sole-source and single-source purchases, and standardization. These provisions provide departments with appropriate flexibility while requiring adequate documentation and preserving competition when reasonably available.

Finally, the public project and Federal procurement provisions have been updated to reference the then-current statutory and Federal thresholds. Current amounts will be included in Exhibit A for ease of reference, while recognizing that the amounts may change through future legislative or regulatory action. The policy further clarifies that Federal procurement thresholds determine the required procurement method but do not modify the City’s established expenditure approval authority.

Overall, the proposed amendments modernize the City’s purchasing procedures, strengthen internal controls, and provide clearer and more practical guidance while maintaining appropriate competition, transparency, and accountability. The Finance Commission reviewed the proposed amendments on August 19, 2026, and recommended approval by the City Council.

FISCAL ANALYSIS
Approval of the updated Administrative Regulation does not result in a direct fiscal impact.

Increasing the purchase order threshold and modernizing electronic procedures may reduce administrative processing time. The Five-Year Contract Review may also help the City avoid unnecessary procurement, transition, and implementation costs while preserving the ability to competitively procure services when doing so is in the City’s best interest.

Agenda Packet - September 8, 2026
Update of Purchasing Policy Administrative Regulation 204., Page 3

ENVIRONMENTAL ANALYSIS
Not applicable.

LEGAL REVIEW
The City Attorney has reviewed and approved this report.

ATTACHMENTS

1. 204-- Purchasing Policy_Draft_8_2026

2. 204-- Purchasing Policy_Draft_8_2026_Clean

Agenda Packet - September 8, 2026
Administrative Regulation

Number: 204 Issued: 5-1-98 Effective Date: 9-16-24 Revised: 10-07, 5-14, 11-14, Subject: PURCHASING POLICY 11-18, 11-20

I. PURPOSE: To provide an efficient, transparent, competitive, and accountable system for procuring services, supplies, professional services, public projects, and equipment while maintaining appropriate internal controls and compliance with applicable laws, grant requirements, and City authorization.

II. GENERAL POLICY: The City utilizes a decentralized purchasing system.

Any official or employee who is required to purchase services, supplies or equipment on behalf of the City for their department shall use purchasing practices set forth in this document. It is the responsibility of each department to solicit selected vendors in order to purchase or contract for services, supplies, and equipment in an economic and prudent manner. The City desires to obtain best value procure the best quality in services, supplies, and equipment considering price, quality, lifecycle cost, qualifications, performance, risk, and other relevant factors as appropriate to procurement.at the least expense; and expects each department to supervise the inspection of all purchases to ensure conformance with specifications. All purchases are subject to budgetary limitations and department approval. Departments may encourage participation by local vendors when economically feasible and lawful; however, local preferences shall not be applied when prohibited by Federal award requirements or other applicable law.are strongly encouraged to use local vendors whenever economically feasible.

City funds maycan be obligated through the followingfive different methods:
• Petty Cash (included in separate Administrative Regulation) • Credit Card Payments (included in separate Administrative Regulation)
•
Claim FormsDirect Payment
• Purchase Orders
• Contracts
Purchases or transactions which financially obligate the City should be preceded by an approved purchase order (P.O.) when the total reasonably anticipated transaction is $7,500 or more, unless there is an approved blanket P.O., emergency authorization, or other exception authorized by this policy.

Transactions below $7,500 remain subject to budget, approval, aggregation, documentation, and competitive procurement requirements.

~ LAVERNE
Agenda Packet - September 8, 2026
Administrative Regulation No. 204, Purchasing, page 2

No purchase, contract, renewal, amendment, or series of related transactions may be divided or structured to avoid a purchase order, approval level, competitive procurement requirement, or other requirement of this policy.by the issuance of a purchase order (P.O.), unless there is an executed contract or blanket P.O. in effect between the City and the vendor, or if the transaction with the vendor is for purchase(s) under $5,000.

Approval Requirements - Each method of obligation is subject to specific levels of approval depending on the dollar amount of the purchase, and all methods are subject to review for compliance with this policy by the Finance Director/Finance Division Manager or designee.

Competitive Procurement - All purchases are subject to best value and competitive purchasing considerations as outlined in this policy.

No City official, employee, officer, agent, or other person acting on behalf of the City shall solicit or accept any gratuity, favor, gift, or other item of monetary value from a contractor, prospective contractor, subcontractor, vendor, prospective vendor, or other person or entity when such item is offered or could reasonably be perceived as being offered in connection with the performance of the individual's official City duties or a City procurement.

No City official, employee, officer, or agent shall participate in the development of specifications, solicitation, evaluation, recommendation, selection, award, administration, approval, authorization, receipt, or payment of a City purchase or contract when the individual has an actual or apparent conflict of interest.

An actual or apparent conflict may include a financial or other material interest held by the individual, the individual's spouse, domestic partner, immediate family member, business partner, employer, prospective employer, or any business or entity in which the individual or such person has an ownership, management, employment, investment, or other financial interest.

A City employee-owned or employee-affiliated business shall not receive preferential treatment in any City procurement. An employee shall not use or attempt to use their City position, access to nonpublic information, influence, or relationship with other City employees to obtain business from the City or an advantage in a City procurement.

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An employee who owns, operates, is employed by, receives compensation from, or otherwise has a financial interest in a business that seeks to do business with the City shall disclose the relationship before the City considers the business for a purchase or contract and shall not participate in or influence the procurement, approval, administration, receipt, or payment process involving that business.

Nothing in this section authorizes a transaction otherwise prohibited by State or Federal conflict-of-interest law, including Government Code Section 1090, the Political Reform Act, or applicable Federal award requirements. Questions concerning a potential conflict shall be referred to the City Attorney and/or other appropriate City official before the transaction proceeds.No employee, officer, or agent of the City shall solicit or accept gratuities, favors, or anything of monetary value from contractors or firms, potential contractors or firms, or parties to sub- agreements, except where the financial interest is considered clearly inconsequential. All City officials, employees and agents are prohibited from the solicitation or acceptance of gratuities, favors, or anything of monetary value from any person or entity for performance of their official duties, including issuance, review, and awarding of solicitations. This restriction not only applies to the City employee, officer, or agent, but also to that person’s spouse or any entity in which that person or their spouse have a direct ownership interest.

III. DEFINITIONS
For purposes of this Administrative Regulation, the following definitions apply:

Best Value: The overall value to the City determined by considering price and other relevant factors, which may include quality, qualifications, technical capability, lifecycle cost, delivery, warranty, service, experience, performance, risk, implementation requirements, transition costs, and other factors identified in the procurement.

Blanket Purchase Order: A purchase order established for recurring purchases of the same general category of goods or services from a vendor during an approved period, generally a fiscal year. A blanket purchase order shall include an annual not-to-exceed amount. The total anticipated annual amount, rather than the value of an individual transaction, determines the applicable approval and procurement requirements.

Change Order: A written modification to an existing contract, agreement, purchase order, or public project that changes the price, quantity, schedule, scope, or other material terms of the original obligation.

Competitive Consideration: A procurement method used for purchases below the applicable informal procurement threshold in which City staff consider price reasonableness, available vendors, prior pricing, market conditions, operational needs, or other relevant information without requiring a formal solicitation.

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Contract/Agreement: Any written instrument that creates, modifies, or establishes legally enforceable rights or obligations between the City and another party.

Contracts and agreements may include professional service agreements, vendor agreements, leases, licenses, software or subscription agreements, memoranda of understanding, amendments, extensions, and other contractual documents.

Cooperative Purchase / Piggyback Purchase: A purchase made through a competitively awarded contract established by another public agency or recognized cooperative purchasing organization when the originating procurement permits cooperative use and the City determines the contract is appropriate for the City's needs.

Direct Payment: A payment processed without issuance of a purchase order when permitted by this policy or Finance procedures. Direct payments are processed through the City's ERP system and remain subject to applicable budget, approval, documentation, aggregation, competitive procurement, and grant requirements.

Emergency Procurement: A procurement made in response to an unexpected circumstance requiring immediate action to protect life, health, safety, property, essential City operations, or another substantial public interest when the delay associated with normal procurement procedures would be contrary to the City's interests.

Federal Award: Federal financial assistance received directly from a Federal awarding agency or indirectly through a pass-through entity, including grants and cooperative agreements, that is subject to applicable Federal award requirements, including 2 CFR Part 200.

Formal Procurement: A competitive procurement process generally used when the anticipated value exceeds the applicable formal procurement threshold.

Formal procurement may include sealed bids, invitations for bids, requests for proposals, or other methods authorized by applicable law and this policy.

Informal Procurement: A competitive procurement process that does not require the full procedures of a formal solicitation. Informal procurement generally includes obtaining quotations or proposals from an adequate number of qualified sources and documenting the basis for selection.

Lifecycle Cost / Total Cost of Ownership: The total reasonably anticipated cost to the City over the useful life or term of a purchase or contract, including acquisition, implementation, installation, licensing, maintenance, operation, training, consumables, replacement parts, transition, disposal, and other reasonably foreseeable costs.

Micro-Purchase Threshold (MPT): The then-current Federal micro-purchase threshold established under applicable Federal law and incorporated into 2 CFR Part 200. Finance shall maintain the current threshold amount for administrative reference.

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Noncompetitive Procurement: A procurement conducted without full competition when an exception authorized by applicable law, 2 CFR Part 200, this policy, or another controlling requirement applies and is properly documented and approved.

Professional Services: Services that require specialized knowledge, expertise, professional judgment, training, licensure, or qualifications and for which selection may appropriately consider factors other than price. Professional services may include consulting, legal, financial, architectural, engineering, land surveying, technology, project management, and other specialized services.

Architectural and engineering services subject to Government Code Sections 4525-4529.5 shall follow applicable qualifications-based selection requirements.

Public Project: A project meeting the definition established in California Public Contract Code Section 22002, as amended from time to time, and subject to applicable requirements of the California Uniform Public Construction Cost Accounting Act and other applicable law.

Purchase Order (P.O.): An electronically generated City authorization used to encumber funds and authorize the purchase of specified goods or services.

Purchase orders are created, approved, issued, and retained through the City's ERP system and are subject to the approval and procurement requirements of this policy.

Quotation: A vendor's statement of price, rate, terms, availability, or other requested information provided in response to an informal procurement request.

Quotations may be verbal, written, or electronic as permitted by this policy.

Responsible Bidder/Respondent: A bidder or respondent that possesses the ability, capacity, skill, experience, financial resources, integrity, reliability, licensing, qualifications, and other attributes necessary to satisfactorily perform the proposed contract.

Responsive Bid/Proposal: A bid, proposal, or quotation that materially conforms to the requirements, specifications, terms, conditions, and submission requirements of the City's solicitation.

Simplified Acquisition Threshold (SAT): The then-current Federal simplified acquisition threshold established under applicable Federal law and incorporated into 2 CFR Part 200. Finance shall maintain the current threshold amount for administrative reference.

Single Source: A procurement in which more than one source may be available, but the City determines through documented business justification that use of a particular source is in the City's best interest because of standardization, compatibility, continuity, warranty, unique expertise, integration, lifecycle cost, or another substantial operational or financial consideration. A single-source determination does not override more restrictive Federal procurement requirements.

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Sole Source: A procurement in which only one reasonably available vendor, product, service, or provider can satisfy the City's documented requirements.

Sole-source procurements require written justification, market research or other supporting documentation, price reasonableness, and the approval required by this policy.

Solicitation: A City request seeking bids, proposals, quotations, qualifications, or other competitive responses from prospective vendors or contractors.

Standardization: A documented decision to use a particular product, manufacturer, system, technology, service methodology, or other established standard because doing so provides operational, financial, compatibility, safety, cybersecurity, training, inventory, warranty, integration, or lifecycle-cost benefits to the City. Standardization does not automatically establish a sole source.

Total Contract Value: The total reasonably anticipated financial obligation of the City over the entire potential term of a contract or agreement, including the base term, renewal options, extensions, estimated quantities, installation, applicable freight, and reasonably foreseeable additional expenditures. For contracts without a fixed amount, the responsible department shall prepare a reasonable written estimate for approval and procurement purposes. Used when determining approval thresholds.

Vendor: Any individual, business, contractor, consultant, supplier, firm, corporation, partnership, nonprofit organization, or other entity that provides or seeks to provide goods or services to the City.

IVII. PROVISIONS:

A. METHODS OF OBLIGATION -

1. Petty Cash: Petty cash funds shall be maintained and expended in compliance with City of La Verne Administrative Regulation 203.

2. Credit Cards: Credit cards shall be authorized and used in compliance with City of La Verne Administrative Regulation 214.

3. Direct Payment: Invoices or other Finance-approved direct payment documentation may be used for purchases not requiring a P.O. and for transaction categories approved by Finance. Supporting documentation shall identify the vendor, business purpose, amount, account coding, required approvals, and evidence of receipt.Claim Forms: Claim forms (or other similar representations) will be accepted for purchases not requiring a P.O. The documents must have the appropriate bill included and contain the appropriate authorizing signatures. The form (or representation) must include vendor name, address, description and proper account codes on the form. Use of an ERP direct payment, purchasing card, or other authorized payment method does not waive competitive procurement, approval, aggregation, grant, or documentation requirements.

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4.3. Purchase Orders: The purchase order provides a means of encumbering funds which reserves a portion of an appropriation until actual payment is made. Purchase Order Distribution and Tracking – Purchase orders shall be created, approved, encumbered, and retained through the City's financial/ERP system or other Finance-approved electronic process. The electronic record shall identify the vendor, amount or not-to-exceed amount, description or scope, account coding, approvals, and applicable contract or solicitation reference.Under the purchase order system, it is assumed that there will be a time lag between the time the order is placed and the time of delivery. In order to ensure that all terms and conditions of the purchase order are met by the vendor, payment is not made by the City until the services and supplies have been received as ordered and an invoice is received from the vendor. A purchase order may be increased only through an approved amendment or change process. Finance may establish an administrative tolerance for immaterial tax, freight, or quantity variances; however, no tolerance may be used to increase scope, avoid an approval threshold, or circumvent competitive procurement.

Purchase Order Distribution And Tracking – The Finance Division shall distribute numerically sequenced batches of purchase orders to departments and shall maintain a control log of all purchase orders issued, voided, and unused. Periodically, the departments shall be required to account for any gaps in the control number sequences. A purchase order shall specify date, the vendor name and address, the purchase price including freight, a detailed description of the transaction and all applicable taxes along with the appropriate account coding on copy #2 (yellow).

After a purchase order is filled out, it must be sent to the Finance Division.

After the Finance Division has approved and recorded the purchase order, the signed copies will be returned to the appropriate department. A purchase order has four copies. Copy #1 (white) is to be sent to the vendor by the department requesting services or supplies, Copy #2 (yellow) remains in the Finance Division and Copy #3 (pink) remains in the department until the goods are received. Once received, Copy #3 is signed off by the appropriate person and forwarded to Finance with the invoice. Copy #4 (goldenrod) is to remain in the department’s files for their future reference.

It is the responsibility of the department requesting the purchase to ensure there are adequate budgeted funds to cover the purchase.

Estimations – In the event the purchase price cannot be precisely stated, it will be stated as an estimate and so noted. All purchase orders will be valid at face value plus 15%. Any actual purchase price over the P.O.

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amount plus 15% must be accompanied by a properly approved claim form or P.O. for the difference depending on the dollar amount of the overage.

Confirming Purchase Order – If an emergency arises and it is impractical given the urgency to protect City property or interests to obtain a P.O. prior to making the purchase or placing an order, a confirming P.O. should be completed as soon as possible. Confirming P.O.s shall be limited to true emergencies or other circumstances approved by Finance. Repeated confirming P.O.s may be treated as a policy compliance issue. All confirming PO’s require the approval of the City Manager or designee.

The P.O. will include all information as above and the word “CONFIRMING” should be printed in the Date Required area. Additionally a description should be provided indicating the reason for using a confirming rather than standard P.O. All confirming purchase orders over $10,000 must be signed by the City Manager or designee.

Blanket Purchase Orders:

When recurring purchases of the same general category are reasonably anticipated from a vendor during a fiscal year, an approved blanket purchase order may be established. The blanket P.O. shall state an annual not-to-exceed amount, authorized categories of purchase, responsible department, and term.

The annual not-to-exceed amount is the controlling value for purchasing authority and procurement thresholds. Splitting anticipated annual purchases among multiple blanket P.O.s or transactions to avoid an approval or competitive procurement threshold is prohibited.

Totals will be established by department with assistance from Finance if needed to review past activity. There can be multiple blanket P.O.’s for a vendor as multiple departments may utilize the same vendor for their operational needs.

Purchases by separate departments are not required to be aggregated solely because the departments use the same vendor; however, related purchases or requirements shall be aggregated when they reasonably constitute a single procurement requirement and shall not be divided among departments or purchase orders to avoid an approval or procurement threshold.

Invoices charged against a blanket P.O. shall be processed through the City's ERP system and reduce the available blanket P.O. balance.

Departments are responsible for monitoring expenditures against the authorized amount. A blanket P.O. shall not be used for goods or services

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outside the categories authorized by the blanket P.O. Any increase in the annual not-to-exceed amount shall receive the approval applicable to the revised total annual amount before additional purchases are made.

Blanket PO’s will be entered into the City’s ERP system by the Finance Department.Each department shall receive a list of blanket purchase orders authorized and issued for the fiscal year. When it is anticipated that several deliveries or purchases will be made from the same vendor during a fiscal year, the Finance Director/Finance Division Manager may issue a blanket purchase order that is valid only for the current fiscal year.

Blanket purchase orders shall be reviewed annually and if the requirement continues, they will be renewed. Related bills may be coded and signed directly on invoices and submitted to Finance for payment. If a purchase is over the blanket limit, a claim form or new P.O. should be prepared and approved for the entire purchase amount.

4. Contracts/Agreements: City funds can be obligated through the execution of contracts when a contract is the necessary legal means of forming an agreement with a vendor. Contracts are subject to the approval process (section D), competitive procurement procedures (section E), other procurement procedures (section F), and renewing existing contracts (Section G).
a. Departments shall not sign a vendor-provided agreement, click- through agreement, terms and conditions, subscription agreement, software license, lease, memorandum of understanding,
amendment, or other contractual document on behalf of the City unless the employee has delegated contracting authority and all required reviews and approvals under this policy have been completed.
b. City Attorney Review – Agreements using a form or template established or approved by the City Attorney may proceed through the applicable City approval process without separate legal review unless the form has been materially modified or legal review is otherwise required. Any agreement that does not use the established City Attorney-approved form or template, or that contains material changes to the City's standard terms, shall be reviewed and approved as to form by the City Attorney before execution.
c. City Clerk – The City Clerk shall receive the fully executed contract or agreement for the City's official contract record and retention in accordance with the City's records management practices. d. Finance Department – Prior to execution Finance shall receive a draft to review purchasing authority, budget availability, and

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procurement compliance. Once executed a fully executed copy shall be submitted to Finance.
e. Contract Routing and Recordkeeping – Contracts and agreements are not managed or retained as contract records in the ERP system. The originating department is responsible for routing the agreement for all required reviews and signatures and, after execution, submitting the fully executed agreement to both the Finance Department and the City Clerk.
f. Contracts and agreements should be used when necessary to define scope and deliverables, allocate risk, establish insurance or indemnity requirements, address confidentiality/data security, establish ownership or licensing rights, satisfy grant requirements, or otherwise protect City interests.

5. A P.O. is required for encumbrance and payment control even when an executed contract is the legal instrument governing the transaction.Executed contracts will be retained on file in the City Clerk’s Office and a copy of the signed copy supplied to the Finance Division. For executed contracts, pertinent information can be coded and signed directly on the invoice by the department head before the invoice is turned in to the Finance Division for processing. A purchase order will be issued for internal purposes only. Invoices associated with an executed contract shall reference the applicable contract and, the related P.O. in the ERP system.

The ERP is used for financial processing and invoice approval; it is not the official repository for the contract. Department approval of the invoice through the ERP workflow constitutes certification that the goods or services were received, the charges are appropriate under the contract, and payment is authorized.

6.5. Change orders: During the course of a contract, capital improvement projects and/or professional services engagements, unanticipated costscircumstances may arise that require changes to the scope, quantity, schedule, or contract amount.. To cover these additional costs, change orders will be requested by vendors for the costs exceeding the original contract amount. Change orders and amendments shall be in writing and approved before the additional work is performed, except when emergency circumstances require immediate action. approvals are required based on the following:

1. Administrative change order authority. Cumulative change orders that increase the original contract amount by 10% or less may be approved administratively, [rovided that:

1.1. The revised total contract amount remains within the approving official’s delegated expenditure authority

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1.2. Sufficient budgetary appropriation is a availableChange orders that exceed 10% of the original contract not to exceed $25,000 in total with the original contract. Require Department head approval.

1.3. The change is reasonably within the scope and intent of the original contract or procurement

1.1.4. The change order does not materially alter the nature of the original procurement or circumvent applicable competitive procurement requirements.

2. Change orders that exceeding 10% the greater of 10% of the original contract or $50,000,. When cumulative change orders exceed 10% of the original contract amount, the change order shall require approval at the level applicable to the revised total contract amount. For a contract originally approved by the City Council, cumulative change orders exceeding 10% shall require City Council approval unless the City Council previously authorized a contingency or delegated change- order authority sufficient to cover the change.City Manager approval is required. Total contract plus change order cannot exceed City Manager approval authority.

3. Council-Authorized Contingency. At the time a contract is awarded, the City Council may authorize a project contingency or other change- order authority. The City Manager, or designee, may approve change orders within the amount authorized by the City Council without further Council action, provided the changes remain within the general scope of the approved project and sufficient appropriations are available.

When the City Council has expressly authorized a project contingency or change-order authority, that authorization shall control in lieu of the 10% administrative limitation, up to the amount authorized by the City Council.

4. Cumulative Changes. Change orders and amendments shall be considered cumulatively when determining approval authority. Change orders shall not be divided or separately approved for the purpose of avoiding the requirements of this policy.

2.5. Material Changes in Scope. Regardless of dollar amount or percentage, a change that materially alters the nature or scope of the original procurement, or that reasonably could have affected the original competitive process, may require a new procurement. Finance and, when appropriate, the City Attorney shall determine whether additional procurement procedures are required.

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3. All other change orders are subject to the same method of approval required for the initial contract. For example, if the contract required and received City Council approval, City Council approval is required for the change order.

4. For quantity based or unit price contracts where the bid was based on an estimated quantity or number of units, change orders can be approved by the department head for the final quantity or number of units to complete the initially proposed project. Approval based on the above criteria is required if the scope of the project is changed from the initially presented scope of work.

The above threshold considers change orders cumulatively. A reasonable effort must be made to anticipate all additional change orders to determine the total before a change order is approved.

Written documentation of the considerations must be maintained and submitted to the Finance Division. For example, if a change order is requested for $14,000 and another change order is anticipated for $95,000 on a $1,000,000 contract (10% is $100,000); City Council approval is required for both change orders (this presumes both change orders were reasonably anticipated). If the additional change order ($95,000) was not anticipated, Department Head Approval would be required on the $14,000 change order and Council approval on the $95,000 change order. The change order that cumulatively exceeds the threshold requires the same level of approval as the initial contract, irrespective of amount.

Contract Amount: Contract amounts should be the total amount the City is obligated or expected to be obligated for over the length of the project or service agreement. For approval and procurement purposes, total contract value includes the base term, options, extensions, renewals, estimated quantities, installation, freight when part of evaluated price, and reasonably foreseeable add-ons. If the amount is not fixed, the department shall prepare and retain a reasonable written estimate. Total consideration also includes anticipated savings and contractual amounts paid based on those anticipated savings, e.g. the City is obligated to pay the vendor under the terms of the contract if the vendor provides savings to the City as a result of the work performed. Contract amounts for approval and competitive procurement procedure purposes include the total obligation of the contract irrespective of contract length. If the contract is not for a fixed amount or a fixed amount is unlikely to be accurate, an estimated total contract price must be estimated in writing and included with the contract. Contracts should be undertaken with the

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broadest practical scope of work to obtain the most economical pricing. It is prohibited for any City officer or employee to divide up a project by entering into multiple smaller contracts for portions of a project to avoid approval and competitive procurement procedures.

For contracts that contain a clause allowing for unspecified or high dollar additional expenditures, subsequent expenditures made under that clause in the contract will be individually subject to approval thresholds outlined in section E of this policy. For example, a maintenance contract that specifies an amount for monthly routine maintenance but allows for additional expenditures would require separate approval based on dollar amount for additional items procured under the contract outside of the monthly routine maintenance charges. Expenditures made under such a provision must be in character the same type of service, supplies or equipment specified in the contract, e.g. heating/air conditioning units could not be purchased under a maintenance contract even if that vendor sold heating/air conditioning units since the new units are capital in nature and do not represent maintenance items under the maintenance contract.

B. FEDERAL FUNDS REQUIREMENTS -
All procurement transactions funded in whole or in part with Federal awards shall comply with the then-current Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards in 2 CFR Part 200, including applicable procurement standards and Appendix II contract provisions, the terms and conditions of the Federal award, and applicable State and local requirements. Where requirements differ, the City shall follow the applicable more restrictive requirement.

References to the Federal Micro-Purchase Threshold (MPT) and Simplified Acquisition Threshold (SAT) mean the then-current thresholds established under applicable Federal law. Finance shall maintain current threshold amounts for administrative reference.All expenditures of federal awards shall be made pursuant to the federal General Procurement Standards outlined in 2 CFR Sections 200.318 – 200.326 including applicable contract provisions under CFR Appendix II to Part 200 (FD Standards).

Code of Conduct

1. No employee, officer, or agent of the City shall participate in the selection, award, or administration of a contract supported by Federal funds if a conflict of interest, real or apparent, is or would be involved.

Such a conflict could arise if the employee, officer, or agent; any member of his/her immediate family; his/her partner; or an organization which employs (or is about to employ) any of the above, has a financial or other interest or a tangible personal benefit from a firm considered

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for a contract. All employees, officers, or agents of the City participating in the selection, award, or administration of a contract supported by Federal funds must execute a disclosure certifying that they do not possess a conflict of interest involving any of the respondents and are required to submit a standard disclosure form to identify any potential conflicts of interest. CFR Reference: 2CFR 200.318(c)(1).

Organizational conflicts of interest shall also be addressed when applicable.A cost reasonableness analysis and documentation is required for every RFQ or RFP (competitive negotiations) where price competition is not the main evaluation factor. The City shall document price reasonableness for Federal procurements. For procurements above the SAT, the City shall perform the cost or price analysis required by 2 CFR Part 200 and prepare an independent estimate before receiving bids or proposals when required.This analysis must be completed before awarding the contract. A cost analysis is the evaluation of separate elements (e.g. labor, materials, profit, etc.) that make up a contractor's total cost proposal or price to determine if they are allowable, directly related to the requirement, and, ultimately, reasonable. Cost reasonableness analysis is used when there is no price competition or when price competition is not the only evaluation factor, such as procuring architectural and engineering (A/E), professional, consulting, or program administrator services.

The City will take all necessary steps to assure that minority businesses, women-owned business enterprises, and labor surplus area firms are used when possible. It is the policy of the City to practice nondiscrimination based on social and economic disadvantage, race, color, gender, disability and national origin in the award and performance of contracts.

The City will explore the feasibility to enter into State and local intergovernmental agreements or cooperative endeavor agreements, where appropriate, for procurement or use of common goods and services in order to foster greater economy and efficiency in accordance with efforts to promote cost-effective use of shared services. The City will also explore the use of Federal excess and surplus property in lieu of purchasing new equipment and property if feasible and if it reduces project costs.

Prior to purchasing goods or services with Federal funds, departments must perform a search on the System for Award Management (SAM) website to determine that the vendor has not been debarred or suspended from participation in federal programs. This shall be done

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by logging onto www.sam.gov and performing a search of the vendor.

The results shall be saved electronically with the date of retrieval and printed and submitted in the ERP system to Finance with the invoice with the payment request. No award shall be given to a vendor who is debarred or suspended at the time of the award. Before award, departments shall perform and document exclusion/debarment verification as required by the Federal award and applicable Federal rules. Finance may require SAM.gov verification for all federally funded contracts and purchase orders as a City control.This vendor search applies to the purchase of goods or services which total $25,000 or more. CFR Reference: 2 CFR 200.318(c)(1).

Compliance with federal grant provisions is the responsibility of the City department facilitating the procurement, but is subject to review and approval by the Finance Director/Finance Division Manager or designee.

Contract Inclusion Provisions Applicable Federal contract provisions shall be determined using a Finance-approved Federal provisions checklist based on the type and amount of the procurement and the specific award.

1. Davis-Bacon Act: All prime construction contracts funded or partially funded with federal awards in excess of $2,000 awarded by the City must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 3141–3144, and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5, ‘‘Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction’’). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The City shall report all suspected or reported violations to the Federal awarding agency. CFR Reference: 2 CFR Appendix II Part 200(D).

2. Copeland “Anti-Kickback” Act: All contracts must include provisions for compliance with the Copeland ‘‘Anti-Kickback’’ Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, ‘‘Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States’’). The Act provides that each contractor or sub recipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any

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part of the compensation to which he or she is otherwise entitled. The City shall report all suspected or reported violations to the Federal awarding agency. CFR Reference: CFR Appendix II Part 200(D).

3. Contract Work Hours and Safety Standards Act: All contracts awarded by the non-Federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous.

These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. CFR Reference: 2 CFR Appendix II Part 200(E).

4. Byrd Anti Lobbying Amendment: Contractors applying or bidding for an award of $100,000 or more must file the required Byrd Anti- Lobbying Amendment certification and ensure each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 USC 1352. Each tier must also disclose any lobbying with non-federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier, up to the non-Federal award. CFR Reference: 2 CFR Appendix II Part 200 (J).

5. Bonding requirements: Federal bid, performance, and payment bonding requirements shall be included when required for construction or facility-improvement contracts or by the specific Federal award.

These bonding requirements shall not automatically apply to ordinary purchases of supplies, equipment, or services unless otherwise required.Procurements with Federal funds will include the minimum bonding requirements listed below:

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6. To be submitted with the bidding documents:

7. A bid guarantee from each bidder equivalent to five percent of the bid price. The “bid guarantee” shall consist of a firm commitment such as a bid bond, certified check, or other negotiable instrument accompanying a bid as assurance that the bidder will, upon acceptance of the bid, execute such contractual documents as may be required within the time specified. CFR Reference 2 CFR 200.325(a)

8. The bid bond or other security may be enclosed with the other bid documents submitted by a bidder and need not be submitted in a separate envelope attached to the envelope enclosing the other bid documents.

To be submitted at time of contract award:

A performance bond on the part of the contractor for 100 percent of the contract price. “performance bond” is one executed in connection with a contract to secure fulfillment of all the contractor's obligations under such contract. CFR Reference: 2 CFR 200.325(b) A payment bond on the part of the contractor for 100 percent of the contract price. A “payment bond” is one executed in connection with a contract to assure payment as required by law of all persons supplying labor and material in the execution of the work provided for in the contract.

CFR Reference: 2 CFR 200.325(c)
C. PUBLIC PROJECTS - Public projects are projects defined in Public Contract Code Section 22002. Projects for construction, reconstruction, erection, alteration, renovation, improvement, demolition and repair work including painting and repainting involving any publicly owned, lease or operated facility is considered a Public Project. Public projects are subject to specific bidding requirements outlined in section E of this policy. Public projects are also subject to the approval requirements outlined in section D of this policy.

Public projects shall be procured in accordance with the California Uniform Public Construction Cost Accounting Act (CUPCCAA), when applicable, the La Verne Municipal Code, and other applicable law. The City shall use the then-current thresholds established by Public Contract Code Section 22032 rather than hard-coded dollar amounts in this policy.Informal bids can be obtained for public projects, and change orders on informal contracts up to the limits set forth in Section 22032(b) (currently $60,000, adjusted periodically by California State Legislature ).

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When expenditures required for a public project exceed the limits established in Section 22032(c) (currently $200,000, adjusted periodically by California State Legislature) of the Public Contract Code, let to contract by formal bidding procedures. The City Council, in awarding public project contracts, shall adhere to all provisions of the State Labor Code pertaining to public projects.

D. APPROVAL REQUIREMENTS - All services, supplies and equipment, (except professional services contracts, see Section F, subsection 8).

All purchase orders or equivalent documentation must be approved and signed in accordance with the purchasing Approval Requirements and be reviewed and recorded by the Finance Division before the purchase is made.

1. Purchases of $10,000 or less require approval from a Division Manager or authorized designee.

2. Purchases from $10,001-$25,000 require approval from a Department Head.

3. Purchases from $25,001-$75,000 (except public projects and Federal Expenditures) require approval from a Department Head and the City Manager.

4. Federal Expenditure purchases from $10,001-$75,000 require approval from a Department Head.

5. Purchases greater than $75,000 (except public projects and Federal Expenditures) require approval from City Council.

6. 6. Public project purchases shall require approval consistent with the City's delegated authority and the then-current Public Contract Code/CUPCCAA requirements.Public project purchases from $25,001-$200,000 require approval from the City Manager.

7. Public project purchases requiring City Council approval under applicable law or City delegation shall be submitted to City Council.Public project purchases greater than $200,000 require approval from City Council.

8.6. Federal Expenditure purchases from $75,000-$3250,000 require approval from the City Manager.

9.7. Federal Expenditure purchases greater than $3250,000 require approval from City Council.

Procurement method and approval authority are separate requirements. A Federal expenditure may qualify for simplified acquisition procedures

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under the current SAT while still requiring City Council approval under this Section.

Authorization Maintenance – Finance shall maintain ERP approval roles and dollar limits based on current City delegations. Department Heads shall promptly notify Finance of personnel or organizational changes affecting approval authority. The ERP audit trail shall serve as the official record of transaction approvals. Electronic Approvals – Requisitions, purchase orders, invoices, and other financial transactions processed through the ERP system shall be approved electronically in accordance with the system's configured workflow and the authorization levels in this policy. ERP approval constitutes the required financial transaction approval; no duplicate paper signature or claim form is required. Contract review, approval, execution, and record retention occur outside the ERP and shall follow Section A.4 and applicable signature authority.All P.O.s require approval from the Finance Director/Finance Division Manager or designee. All P.O.s will be reviewed by the Finance Division for compliance with the provision of the purchasing policy. Additionally, the Finance Division will review items not requiring a P.O. for compliance with the purchasing and other City policies. Items will be selected for review based on a cost benefit analysis.

Each department head shall provide the Finance Division with a list of the approvers and their authority levels. Finance shall administer approval authority electronically through the ERP system. Separate signature/initial cards and annual paper authorization forms are not required when approval authority is maintained in the ERP workflow.copy of the department head’s signature and initials along with the signature and initials of each division manager and their associate authorization amount (not to exceed $10,000) on Finance Division provided approval authorization forms. Each department head is responsible for submitting an updated approval authorization form to the Finance Division each fiscal year, and at any time during the year when an employee with approval authorization is no longer employed by the City. The Finance Division will forward invoices with unauthorized or questionable approvals to the respective department head for their approval.

E. COMPETITIVE PROCUREMENT - To obtain best value and preserve fair competition, City procurements shall use a competitive method appropriate to the nature, risk, and dollar value of the procurement.To obtain the lowest costs for materials, supplies or services, all expenditure obligations of the City will be made with consideration for competitive pricing. Unless applicable law requires award to the lowest responsive and responsible

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bidder, the City may award to the responsible respondent offering the best value based on the evaluation method disclosed in the solicitation.To further ensure that the City does not enter into contracts with unqualified or otherwise incapable vendors, purchases and agreements should be entered into with the lowest responsible (rather than lowest price) provider.

1. For services, supplies, and equipment the following competitive procurement procedures apply based on the following dollar limits:

1.1. $75,5000 and under – Competitive Consideration

1.2. $75,5001-$75,000 (except public projects) – Informal Bidding

1.3. Over $75,000 (except public projects) – Formal Bidding

1.4. Public Projects (includes water & sewer operations)

1.4.1. Public projects shall follow the then-current thresholds and procedures in Public Contract Code Section 22032 and the City's CUPCCAA procedures.Under $60,000 – Competitive
Consideration including the use of force accounts.

1.4.2. Over $60,000 but not over $200,000 – Informal Bidding

1.4.3. Over $200,000 – Formal Bidding

1.5. Expenditures of Federal Awards

1.5.1. At or below the then-current Federal MPT – Micro-Purchase procedures$10,000 and less – Competitive Considerations

1.5.2. Above the MPT through the then-current Federal SAT – Simplified Acquisition / Informal ProcurementOver $10,000 but not over $250,000 – Informal Bidding

1.5.3. Above the then-current Federal SAT – Formal Procurement under 2 CFR Part 200Over $250,000 – Formal Bidding

2. Competitive Consideration
For procurements not requiring competitive bidding, the procuring department personnel should use their judgement considering cost benefit regarding the spending of staff time versus the possible savings associated with obtaining the lowest price. These considerations are subject to department head review and documentation of price reasonableness or competitive consideration should be retained when practical and may be required by Finance based on value, risk, funding source, or transaction type.no evidence of the consideration is required to be retained.

Informal ProcurementBidding Process

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1. All departments must document solicitationobtain from at least three qualified sources, with documentation of those efforts when fewer than three responses are receivedverbal or written competitive quotations for purchases unless doing so would not serve to benefit the City as outlined in requirement 4 below.
a. For higher-dollar, complex, or federally funded simplified acquisitions, written or electronic quotations should be used. If fewer than three responses are received after adequate
solicitation, the file shall document the sources solicited, responses received, reason additional competition was
unavailable, and basis for price reasonableness.

1.2. The solicitation shall identify material specifications and the basis of award. If factors other than price will be considered, those factors shall be identified before responses are due. Quotations or reasons for not having quotations should be documented on a Bid Quotation Form, which will be submitted with the purchase order to the Finance Division.

In situations where fewer than three bids are received, appropriate approval must be obtained from the Finance Director/Finance Division Manager or designee, if sufficient effort is not demonstrated to obtain the minimum quotes, additional effort may be required. The reason why three quotes could not be obtained must be documented. If the reason is based on a sole source provider consideration, so indicate.

2.3. 3.4. Supporting documentation must include competitive price quotes obtained, names of vendors contacted and a description of the items required as applicable.

4.5. Copies of written quotes must be retained by each department and must be produced based on request from the Finance Division.

5.6. In certain situations, staff may determine that obtaining quotations will not benefit the City. If a lack of a significant benefit can be demonstrated, the considerations should be documented and quotations are not required. Finance Division approval is required to make this determination. For example, if a replacement part is needed for a big piece of equipment, getting quotes for off brand parts may save some money. But if the equipment manufacturer has the exact replacement part, and using it will keep the integrity of the product warranty, if may be cost effective to use the manufacturer’s replacement part, even if it was more expensive..

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A. Formal ProcurementBidding Process Formal procurement may use sealed bids or competitive proposals, as appropriate and permitted by law. Sealed bids should be used when award can appropriately be made to the lowest responsive and responsible bidder. Competitive proposals should be used when qualifications, technical approach, schedule, lifecycle cost, or other factors materially affect best value.

1. Notice inviting bids - the department head responsible for the procurement requiring a formal bid shall give public notice inviting bids.

Public projects will be bid subject to the provisions of the La Verne Municipal code Chapter 13.40 and provisions of the Public Contract Code Section 22000 et seq. incorporated by reference herein.

2. Bid opening procedures - at the time provided in the notice inviting the bids, the City Clerk shall open all bids timely received and the Department Head inviting the bid shall award a contract to the lowest responsible bidder or submit the bid results with a recommended selection to the City Manager or Council for approval. Tie bids shall be resolved using a Finance-approved method consistent with applicable law and the solicitation terms.If two or more bids are essentially the same and lowest price, the Department Head shall award or recommend the contract by drawing lots. If no bids are received, the department head should solicit bids again and take steps to increase the visibility of the public bid invitation in the target procurement marked. In the event that additional solicitation is deemed likely to result in no bids and no additional potential bidders can be identified, a search should be undertaken to identify a vendor who can provide the required service, supplies or equipment. That vendor can then be considered a sole source provider. The City reserves the right, when lawful and stated in the solicitation, to reject any or all responses, cancel a solicitation, waive immaterial irregularities, and re-solicit when in the City's best interest.

3. Determination of the lowest responsible and qualified bidder –

a. In determining the lowest “responsive” bid, the following elements shall be considered in addition to price:

1. A responsive bid is one which is in substantial conformance with the requirements of the invitation to bid, including specifications and the City’s contractual terms and
conditions. Bidders who substitute terms and conditions or

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who qualify their bids in such a manner as to nullify or limit their liability shall be considered non-responsive bidders.

2. Conformance with the requirements of the invitation to bid may also include providing proof of insurance, completing all forms, including references, and all other information as requested in the bid document.

3. The successful bidder must demonstrate the ability to successfully fulfill a contract, including rendering of subsequent and continuing service. Staff may request proof of a prospective bidder’s reliability. Prospective bidders may be requested to furnish proof of financial resources, a list of current or previous customers, and other pertinent data.

Such action may also be taken after receipt of bids.

4. A bidder may be determined to be non-responsive if they fail to furnish proof of qualifications when required in a
reasonable amount of time.
b. In determining the lowest “qualified” bidder, the following elements shall be considered in addition to price:

1. That the materials, supplies or services offered provide the quality, fitness, and capacity for the required usage.

2. That the bidder has the ability, capacity and skill to perform the contract satisfactorily and within the time required.

3. That the bidder’s experience(s) regarding past purchases by the City or other public agencies demonstrates the
reliability of the bidder to perform the contract.

4. Expected uses of City resources such as staff time to assist the selected bidder in fulfilling the contract should be considered. This will be a significant consideration when an existing vendor (now a bidder) has entity specific knowledge that can be shown to decrease the use of City staff time (this consideration must be quantified and
documented in detail).
c. When a bid is recommended to be awarded to other than the lowest bidder, written justification is required. The written statement, signed by the appropriate Department Head, shall be attached to the purchase order and will be subject to review and

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approval by the Finance Director/Finance Division Manager or City Manager or their designees

4. City Council review and award of contract - City Council will receive a list of all responsive bidders along with the dollar amount of their respective bids. A summary of the justification for a selection other than for the lowest price will accompany the staff recommendation.

The final award of the contract requires City Council approval.

B.

Other ProceurementBidding Procedures

1. Professional Service Contracts More Than $75,000 - For contracts more than $75,000, the following provisions apply to
procurementcompetitive proposal procedures apply. through the competitive proposal processFor non-A/E professional services, price or cost should be considered as part of the best-value determination unless a lawful exception applies. Qualifications-based selection in which price is not used as an initial selection factor shall be limited to architectural/engineering services and other services for which that method is authorized by law. :
a. Requests for proposals must be publicized and must identify all evaluation factors and their relative importance. Any response to publicized requests for proposals must be considered to the maximum extent practical;
b. Proposals must be solicited from an adequate number of qualified sources. For purposes of this policy, three solicitations is considered adequate provided that responses are reasonably expected from each solicitation;
c. A written method for conducting technical evaluations of the proposals received and for selecting recipients must be prepared;
d. Contracts
must be awarded to the responsible firm whose
proposal is most advantageous to the City, with price and other factors considered; and
e. The competitive proposal procedures must be for qualifications- based procurement of the service specified. For example, architectural/engineering (A/E) professional services whereby competitors' qualifications are evaluated and the most qualified competitor is selected, subject to negotiation of fair and reasonable compensation. The method, where price is not used as a selection factor, can only be used in procurement of the A/E professional services. It cannot be used to purchase other

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types of services through the A/E firm even though the A/E firm is a potential source to perform the unrelated effort.

2. Lease Transactions - in situations where the procuring department has the option to lease rather than purchase, an analysis of the costs shall be performed for both options. This analysis will be provided to the required level of approval and will be submitted with the P.O. to the Finance Division. Should the lease be more advantageous than a purchase, the lease agreement will be selected as the best option.

3. Disallowed Participants - City employees are prohibited from participating in the selection process when those employees have a relationship with a person or business entity seeking a contract which might result in unlawful activity including, but not limited to, rebates, kickbacks, or other unlawful consideration.

City vendors including engineering, consulting and legal services who advise or participate in process of determining procurement requirements or have influence over the procurement process are prohibited from bidding as a potential vendor for the contract.

F. OTHER PROCURMENT PROCEDURES - The City has a number of cooperative purchasing arrangements with various governmental agencies, as well as needing services from vendors and/or professional service firms which are not routinely available in competitive markets. Accordingly, certain forms of procurement and/or vendors will use procurement procedures outlined below:

1. Governmental/Cooperative Contracts: The City may use a competitively established contract of another public agency or recognized cooperative purchasing program when authorized by law and when Finance determines the originating procurement was sufficiently competitive, cooperative use is authorized, pricing remains fair and reasonable, the scope covers the City's requirement, and applicable grant requirements are satisfied.Purchases through federal, state, county or other governmental cooperative contracts when the supplies or services are not readily available from private industry.

2. Utility Companies: Billings from utility companies (i.e. electric, gas, water, telephone, communication, etc.)

3. Governmental Agencies: Billings from government agencies (i.e., post office, county and city fees and charges, school districts, etc.)

4. Specific Vendors: Any specific vendor(s) with similar characteristic to those outlined above as approved by the City Manager and Finance

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Director/Finance Division Manager whose listing is maintained on file by the Finance Division.

5. Emergency Projects: Emergency projects as provided for in Public Contract Code Sections 22035 and 22050.

6. Sole Source/Single Source Providers: A sole source exists when only one reasonably available source can satisfy the City's documented requirement. A single source is a documented business decision to use one source despite potential alternatives based on
standardization, compatibility, continuity, warranty, unique expertise, lifecycle cost, or other substantial City interest. The procurement file shall document market research, justification, price reasonableness, and required approval. Preference, convenience, incumbent status, or lack of planning alone is insufficient.

For Federal awards, noncompetitive procurement may be used only when permitted by 2 CFR Part 200 and the applicable award.

6. Certain services, supplies and or equipment are so significantly specialized in nature or geographically constrained (outside of 30 miles if item cannot be shipped) that only a single provider is available to the City. Should the situation arise that a vendor is identified as a sole source provider, the competitive process is not required. In such cases, a detailed description of the service and specific justification needs to be provided for retention and review.

The adequacy and exercise of this provision is subject to review and approval by the City Manager or Finance Director/Finance Division Manager or their designees regardless of dollar amount.

7. Standardization/Brand Continuity: Standardization may include equipment, technology, software, parts, systems, or services when documented interoperability, cybersecurity, safety, training, inventory, integration, warranty, data migration, continuity, or lifecycle-cost considerations make standardization advantageous. Standardization does not automatically establish a sole source; competition among authorized providers should be obtained when practicable. In many instances, particularly vehicles maintained by the City, maintenance costs have a significant effect on overall cost beyond the purchase price. To minimize maintenance costs, the City will often maintain parts inventories and tools for a single brand such as Ford. Procuring parts and tools for an alternative brand may increase maintenance

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costs significantly which would preclude the lowest price brand alternative from being the lowest cost alternative. In instances where consistently purchasing a specific brand, will lower maintenance costs, brand continuity should be considered in determining the lowest bidder.

8. Professional Services: Contracts and Agreements with private architects, engineering, land surveying, consulting, construction project management firms or other services reliant on the professional expertise, reputation and knowledge in accordance with Government Code 4525-4529.5, shall follow procedures assuring that these services are engaged on the basis of demonstrated competence and qualifications for the type of services to be performed and at fair and reasonable prices to the City. The mechanism for procurement of professional service contracts is through the use of competitive proposals. The proposals should either be requests for proposals (“RFP’s”), or requests for qualifications (“RFQ’s”). Approval requirements still apply based on total contract dollar value. Professional service procurement shall distinguish architectural/engineering qualifications-based selection requirements from other professional services. Other professional services should generally use an RFP or other best-value process when competition is required.
a. Professional Service Contracts Less Than or Equal to $75,000 Professional services contracts may be difficult to evaluate and often are entered into based on known expertise and for a specific purpose. Going through a competitive bidding process for smaller contracts is time consuming and utilizes significantly more City resources through staff time than formal competitive bidding procedures generate in savings. Contracts $75,000 and less in total are considered smaller contracts for this consideration and may be procured through competitive
consideration, informal RFP/RFQ, documented market
research, or another method appropriate to the nature of the services.. Such contracts are not subject to formal bidding procedures and will be solicited through an RFQ process utilizing competitive consideration.
b. Professional Service Contracts Greater Than $75,000
Professional service contracts that are not for a set amount and are so closely tied to the individual contracted that the same result would not be expected should the contract be
competitively bid (services dependent on the individual

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contracted), upon justification from the City Manager do not have to be competitively bid. Prime examples of this include the City Attorney, City Engineer and certain consulting contracts that actually substitute for employment positions. The
contracted services must be tied directly to an individual. A listing of such contracts will be maintained by the Finance Division and will be approved by the City Manager and Finance Director/Finance Division Manager or their designees.

9. Five-Year Contract Review: Contracts continuously held by the same vendor for five years shall undergo a documented Five-Year Contract Review. Competitive re-procurement is preferred when meaningful competition exists and is reasonably expected to improve value. Re- procurement is not automatically required when the City Manager and Finance Director/Finance Division Manager approve a written Best- Interest Renewal Determination supporting continuation.Required Re- bidding: All contracts are subject to informal or formal re-bidding (depending on dollar amount) at a minimum of every five years with the following exceptions:
a. Public works projects which are subject to the provisions of Public Contract Code Section 22037.
b. The Best-Interest Renewal Determination shall consider vendor performance; current pricing and market benchmarks; availability of alternative providers; transition, implementation, conversion, integration, retraining, and staff costs; continuity and institutional knowledge; material changes in scope or pricing; and whether continuation remains fair, reasonable, and in the City's best interest.
c. Finance may require informal market testing, cooperative pricing comparisons, peer-agency contract comparisons, industry indices, budgetary quotes, or other evidence of price
reasonableness.
d. Regardless of contract age, Finance may require a new procurement when pricing is no longer fair and reasonable, performance is unsatisfactory, scope has materially changed, meaningful new competition exists, renewal would exceed authorized terms, or re-procurement is required by law, grant conditions, or the original solicitation.
a.e. Federally funded contracts remain subject to 2 CFR Part 200 and award-specific competition requirements.
b.f. Personal service contracts that are not for a set amount and are so closely tied to the individual contracted that the same result

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would not be expected should the contract be changed. Prime examples of this include the City Attorney, City Engineer and certain consulting contracts that actually substitute for employment positions, e.g. a consultant serving as the Assistant to the City Manager. A listing of such contracts will be maintained by the Finance Division and will be approved by the City Manager and Finance Director/Finance Division Manager or their
designees.

10. Cooperative Purchases (Piggyback): In certain instances, the City will have access to the results of another local government’s competitive procurement process, e.g. the City of Monrovia recently purchased an ambulance with largely the same specifications as an anticipated ambulance purchase by the City of La Verne. In this instance, the results of the procurement process from the City of Monrovia can be used in selecting the same lowest responsible bidder. To use this option, the procuring department shall provide Finance sufficient documentation to establish that the originating procurement was competitive and authorized for cooperative use, that the contract scope covers the City's requirement, that pricing remains fair and reasonable, and that use of the contract complies with applicable law and funding requirements.To use this option, the procuring department needs to provide the Finance Division with the full bid results and enough supporting documentation to show that a process was undertaken by the cooperative agency that is consistent in scope and sophistication with the City of La Verne procurement process. For example, if the dollar thresholds require formal bidding in the La Verne purchasing policy, the cooperating agency will have to have undertaken a formal bidding process and have obtained the applicable minimum responses.

If the process is not substantially the same as that required in the City of La Verne policy or sufficient documentation including the bidders, bid amounts received, equivalent approval level and selected vendor cannot be obtained, this provision cannot be used.

G. RENEWING EXISTING CONTRACTS/AGREEMENTS -
After a contract or agreement has been awarded, the City may exercise authorized renewal or extension options when continuation is determined to be in the City's best interest and all required approvals are obtained.

The responsible department shall review performance, continued need, pricing, available appropriation, and authority to renew before exercising an option.After a contract or agreement has been awarded, whether through a competitive or non-competitive process, the opportunity may exist for the City to extend the contract after the initial termination date.

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Contracts that allow the City to extend the termination date one or more years may be done so if they meet the following criteria:

Contract terms shall be established based on the nature of the procurement, market, implementation investment, pricing, continuity needs, and City risk. Solicitations should state the contemplated initial term and all renewal or extension options. Multi-year contracts and potential terms exceeding five years may be used when advantageous to the City, disclosed in the original solicitation when competitively procured, and approved at the level applicable to the total reasonably anticipated contract value.

Length of
Contract
Can be Renewed Without
Rebidding if Certain
Criteria is Met *

Bidding Procedures Must
be Followed

Annual

Can be renewed for four
consecutive years
After five years, formal or
informal bidding procedures
must be followed

Two year

Can be renewed for three
additional years
After five years, formal or
informal bidding procedures
must be followed

Three year

Can be renewed for two
additional years
After five years, formal or
informal bidding procedures
must be followed

Four year

Can be renewed for one
additional year
After five years, formal or
informal bidding procedures
must be followed

Five year

Cannot be renewed
Formal or informal bidding
procedures must be
followed
* Renewal Review – Before exercising a renewal option, the contract manager shall document satisfactory performance, continued need, available appropriation, authority to renew, and price reasonableness. No single factor is determinative. Finance may prescribe a standard renewal checklist and require additional market testing based on contract value, risk, market conditions, funding source, or prior performance.

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Five-Year Review – At year five, the department shall either initiate competitive re-procurement or complete the Best-Interest Renewal Determination described in Section F.9.

After Year Five – For a contract continued without re-procurement, a documented market/best-interest review shall be performed at least every three years thereafter, or sooner when required by Finance based on risk, value, market changes, performance, pricing, law, or grant requirements.

This section does not authorize an extension beyond the term or renewal options authorized by the original contract or procurement. An extension not contemplated by the original procurement must independently qualify for a procurement exception or be competitively procured.

Renewals and extensions shall be approved and documented before contract expiration. Finance may establish administrative lead times and standard forms for renewal and re-procurement planning.
* Criteria For Contracts to be Renewed Without Formal or Informal Bidding Procedures
At least one of the following criteria must be met during each fiscal year in order for a contract to be extended:

1. Survey of other cities (minimum two), to determine if the service or product is acceptable to them.

2. Any requested price increase for the upcoming fiscal year is equal to or less than the annual consumer price index (“CPI”) for the local economic region (Los Angeles, Orange, Riverside Counties), for the month of March of the current year.

3. Statement indicating exceptional performance, with specifics, by the vendor or consultant signed by the Department Head.

Considerations for renewing existing contracts:

1. It would take a significant amount of staff time to develop a Request for Qualifications/Proposals (RFQ/RFP), evaluate proposals received, conduct interviews, and select a proposer. This is also true for firms preparing proposals.

2. Certain consulting services are essentially an extension of our City staff. Strong working relationships developed over many years are invaluable to the organization.

3. Bringing on a new consultant, similar to a new employee, requires training, community exposure, operational introductions, etc. to gain

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familiarity with the community and our operating practices, which can take a substantial amount of time.

4. Responsible City staff monitor services provided and review all invoices submitted by our various consultants and will question anything that appears unusual as part of our checks and balances.

5. City staff also maintains an awareness of services provided to and costs expended by other local agencies.

6. If the services provided meet our expectations and the costs are reasonable when compared to the services rendered, there potentially is no value added by seeking out a replacement firm.

H. ENVIRONMENTALLY PREFERRED PURCHASING GUIDELINES - In accordance with Resolution No. 93-89, the City shall purchase and use materials, products and services which are fiscally responsible, reduce resource consumption and waste, promote opportunities to lesser-advantaged segments of our community, perform adequately, and promote human health and well- being. The following factors shall be considered in selecting products. For higher- value or complex procurements, departments may consider total cost of ownership, including implementation, maintenance, licensing, consumables, energy, training, replacement parts, disposal, transition, and other reasonably foreseeable lifecycle costs.

1. The City shall seek opportunities to encourage and influence markets for environmentally preferable products through employee education; supporting pilot testing of potential new products; adopting innovative product standards, specifications, and contracts; leveraging citywide buying expertise and buying-power; and embarking on cooperative ventures with other jurisdictions where feasible.

2. Each department shall use, where feasible, products that perform and have the least damaging/most beneficial environmental impact, including new environmentally preferable products, reusable products, recycled content, and recycled products.

3. Each Department Head shall promote, whenever practicable, its vendors’, contractors’, and consultants’ use recycled-content paper on documents submitted to the City and to use other
environmentally preferable/sustainable products, as appropriate.

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4. The City shall encourage opportunities to cooperate with other jurisdictions to enhance markets for environmentally
preferable/sustainable products, to obtain favorable prices, and to reduce waste packaging and product by combining
purchases/contracting for the same or similar products; and promote the use of recycled-content products, recyclable products, and other environmentally preferable/sustainable products to potential vendors to the City by publicizing their availability.

_________________________________ __________________________ City Manager Date

Agenda Packet - September 8, 2026

Exhibit A

Illustrative Approval and Competitive Procurement Levels (General Purchasing)

 Claim form with proper back up documentation
ERP invoice/direct payment or P.O.
 Competitive consideration
 Approval by division manager
 P.O. required
 Formal bid
 Approval by City Council
 P.O. required
 Informal bid
 Approval by division manager

TYPE CATEGORY FEATURES

GENERAL

PURCHASES
1 $0 TO $75 ,5000
$5,001 TO $10,000
$75,000 OR MORE
$710,5001 TO $25,000  P.O. required
 Informal bid
 Approval by department head
 P.O. required
 Informal bid
 Approval by City Manager
$25,001 TO $75,000

7 I
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Agenda Packet - September 8, 2026

Illustrative Approval and Competitive Procurement Levels (Public Projects) current amounts listed, subject to statutory adjustment

This Exhibit is provided as an administrative reference. Statutory and Federal thresholds are subject to change. Where a threshold in this Exhibit differs from then- current Federal or State law, the current legal threshold controls without requiring amendment of this Administrative Regulation. Finance may administratively update this Exhibit to reflect changes in statutory or Federal thresholds that do not alter City- delegated approval authority.
 Claim formInvoice with proper back up
documentation
 Competitive consideration
 Approval by division manager
 P.O. required
 Formal bidding
 Approval by City Council
 P.O. required
 Competitive consideration
 Approval by division manager

TYPE CATEGORY FEATURES

PUBLIC PROJECTS
$0 TO $105,000
$5,001 TO $10,000
$2200,000 OR MORE
$10,001 TO $7560,000
 P.O. required
 Competitive consideration
 Approval by department head
$7560,001 TO $2200,000
 P.O. required
 Informal bidding
 Approval by City Manager

.__________.I .____I _ ._____ __ _____.
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Agenda Packet - September 8, 2026

Illustrative Approval and Competitive Procurement Levels (Federal Expenditures) current amounts listed, subject to statutory adjustment

This Exhibit is provided as an administrative reference. Statutory and Federal thresholds are subject to change. Where a threshold in this Exhibit differs from then- current Federal or State law, the current legal threshold controls without requiring amendment of this Administrative Regulation. Finance may administratively update this Exhibit to reflect changes in statutory or Federal thresholds that do not alter City-delegated approval authority.

TYPE CATEGORY FEATURES
Federal
Expenditures
2 $0 TO $155 ,000
$5,001 TO $10,000
$3250,000 OR MORE
$75,001 TO $3250,000
$150,001 TO $75,000
 P.O. required
 Formal bidding
 City Council approval
 P.O required
 Competitive consideration
 Approval by division manager
 P.O. required
 Informal bidding
 City Manager approval
 Claim formInvoice with proper back up
documentation
 Competitive consideration
 Approval by division manager
 P.O required
 Informal bidding
 Approval by department head

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Agenda Packet - September 8, 2026
Administrative Regulation

Number: 204 Issued: 5-1-98 Effective Date: 9-8-26 Revised: 10-07, 5-14, 11-14, Subject: PURCHASING POLICY 11-18, 11-20,9-24

I. PURPOSE: To provide an efficient, transparent, competitive, and accountable system for procuring services, supplies, professional services, public projects, and equipment while maintaining appropriate internal controls and compliance with applicable laws, grant requirements, and City authorization.

II. GENERAL POLICY: The City utilizes a decentralized purchasing system. Any official or employee who is required to purchase services, supplies or equipment on behalf of the City for their department shall use purchasing practices set forth in this document. It is the responsibility of each department to solicit selected vendors in order to purchase or contract for services, supplies, and equipment in an economic and prudent manner. The City desires to obtain best value in services, supplies, and equipment considering price, quality, lifecycle cost, qualifications, performance, risk, and other relevant factors as appropriate to procurement. Departments may encourage participation by local vendors when economically feasible and lawful; however, local preferences shall not be applied when prohibited by Federal award requirements or other applicable law.

City funds may be obligated through the following methods:

1. Petty Cash (included in separate Administrative Regulation)

2. Credit Card Payments (included in separate Administrative Regulation)

3. Direct Payment

4. Purchase Orders

5. Contracts
Purchases or transactions which financially obligate the City should be preceded by an approved purchase order (P.O.) when the total reasonably anticipated transaction is $7,500 or more, unless there is an approved blanket P.O., emergency authorization, or other exception authorized by this policy.

Transactions below $7,500 remain subject to budget, approval, aggregation, documentation, and competitive procurement requirements.

No purchase, contract, renewal, amendment, or series of related transactions may be divided or structured to avoid a purchase order, approval level, competitive procurement requirement, or other requirement of this policy.

Approval Requirements - Each method of obligation is subject to specific levels of approval depending on the dollar amount of the purchase, and all methods are

~ LAVERNE
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subject to review for compliance with this policy by the Finance Director/Finance Division Manager or designee.

Competitive Procurement - All purchases are subject to best value and competitive purchasing considerations as outlined in this policy.

No City official, employee, officer, agent, or other person acting on behalf of the City shall solicit or accept any gratuity, favor, gift, or other item of monetary value from a contractor, prospective contractor, subcontractor, vendor, prospective vendor, or other person or entity when such item is offered or could reasonably be perceived as being offered in connection with the performance of the individual's official City duties or a City procurement.

No City official, employee, officer, or agent shall participate in the development of specifications, solicitation, evaluation, recommendation, selection, award, administration, approval, authorization, receipt, or payment of a City purchase or contract when the individual has an actual or apparent conflict of interest.

An actual or apparent conflict may include a financial or other material interest held by the individual, the individual's spouse, domestic partner, immediate family member, business partner, employer, prospective employer, or any business or entity in which the individual or such person has an ownership, management, employment, investment, or other financial interest.

A City employee-owned or employee-affiliated business shall not receive preferential treatment in any City procurement. An employee shall not use or attempt to use their City position, access to nonpublic information, influence, or relationship with other City employees to obtain business from the City or an advantage in a City procurement.

An employee who owns, operates, is employed by, receives compensation from, or otherwise has a financial interest in a business that seeks to do business with the City shall disclose the relationship before the City considers the business for a purchase or contract and shall not participate in or influence the procurement, approval, administration, receipt, or payment process involving that business.

Nothing in this section authorizes a transaction otherwise prohibited by State or Federal conflict-of-interest law, including Government Code Section 1090, the Political Reform Act, or applicable Federal award requirements. Questions concerning a potential conflict shall be referred to the City Attorney and/or other appropriate City official before the transaction proceeds.

III. DEFINITIONS
For purposes of this Administrative Regulation, the following definitions apply:

Best Value: The overall value to the City determined by considering price and other relevant factors, which may include quality, qualifications, technical

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capability, lifecycle cost, delivery, warranty, service, experience, performance, risk, implementation requirements, transition costs, and other factors identified in the procurement.

Blanket Purchase Order: A purchase order established for recurring purchases of the same general category of goods or services from a vendor during an approved period, generally a fiscal year. A blanket purchase order shall include an annual not-to-exceed amount. The total anticipated annual amount, rather than the value of an individual transaction, determines the applicable approval and procurement requirements.

Change Order: A written modification to an existing contract, agreement, purchase order, or public project that changes the price, quantity, schedule, scope, or other material terms of the original obligation.

Competitive Consideration: A procurement method used for purchases below the applicable informal procurement threshold in which City staff consider price reasonableness, available vendors, prior pricing, market conditions, operational needs, or other relevant information without requiring formal solicitation.

Contract/Agreement: Any written instrument that creates, modifies, or establishes legally enforceable rights or obligations between the City and another party.

Contracts and agreements may include professional service agreements, vendor agreements, leases, licenses, software or subscription agreements, memoranda of understanding, amendments, extensions, and other contractual documents.

Cooperative Purchase / Piggyback Purchase: A purchase made through a competitively awarded contract established by another public agency or recognized cooperative purchasing organization when the originating procurement permits cooperative use and the City determines the contract is appropriate for the City's needs.

Direct Payment: A payment processed without issuance of a purchase order when permitted by this policy or Finance procedures. Direct payments are processed through the City's ERP system and remain subject to applicable budget, approval, documentation, aggregation, competitive procurement, and grant requirements.

Emergency Procurement: A procurement made in response to an unexpected circumstance requiring immediate action to protect life, health, safety, property, essential City operations, or another substantial public interest when the delay associated with normal procurement procedures would be contrary to the City's interests.

Federal Award: Federal financial assistance received directly from a federal awarding agency or indirectly through a pass-through entity, including grants and cooperative agreements, that is subject to applicable Federal award requirements, including 2 CFR Part 200.

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Formal Procurement: A competitive procurement process generally used when the anticipated value exceeds the applicable formal procurement threshold.

Formal procurement may include sealed bids, invitations for bids, requests for proposals, or other methods authorized by applicable law and this policy.

Informal Procurement: A competitive procurement process that does not require the full procedures of formal solicitation. Informal procurement generally includes obtaining quotations or proposals from an adequate number of qualified sources and documenting the basis for selection.

Lifecycle Cost / Total Cost of Ownership: The total reasonably anticipated cost to the City over the useful life or term of a purchase or contract, including acquisition, implementation, installation, licensing, maintenance, operation, training, consumables, replacement parts, transition, disposal, and other reasonably foreseeable costs.

Micro-Purchase Threshold (MPT): The then-current Federal micro-purchase threshold established under applicable Federal law and incorporated into 2 CFR Part 200. Finance shall maintain the current threshold amount for administrative reference.

Noncompetitive Procurement: A procurement conducted without full competition when an exception authorized by applicable law, 2 CFR Part 200, this policy, or another controlling requirement applies and is properly documented and approved.

Professional Services: Services that require specialized knowledge, expertise, professional judgment, training, licensure, or qualifications and for which selection may appropriately consider factors other than price. Professional services may include consulting, legal, financial, architectural, engineering, land surveying, technology, project management, and other specialized services.

Architectural and engineering services subject to Government Code Sections 4525-4529.5 shall follow applicable qualifications-based selection requirements.

Public Project: A project meeting the definition established in California Public Contract Code Section 22002, as amended from time to time, and subject to applicable requirements of the California Uniform Public Construction Cost Accounting Act and other applicable laws.

Purchase Order (P.O.): An electronically generated City authorization used to encumber funds and authorize the purchase of specified goods or services.

Purchase orders are created, approved, issued, and retained through the City's ERP system and are subject to the approval and procurement requirements of this policy.

Quotation: A vendor's statement of price, rate, terms, availability, or other requested information provided in response to an informal procurement request.

Quotations may be verbal, written, or electronic as permitted by this policy.

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Responsible Bidder/Respondent: A bidder or respondent that possesses the ability, capacity, skill, experience, financial resources, integrity, reliability, licensing, qualifications, and other attributes necessary to satisfactorily perform the proposed contract.

Responsive Bid/Proposal: A bid, proposal, or quotation that materially conforms to the requirements, specifications, terms, conditions, and submission requirements of the City's solicitation.

Simplified Acquisition Threshold (SAT): The then-current Federal simplified acquisition threshold established under applicable Federal law and incorporated into 2 CFR Part 200. Finance shall maintain the current threshold amount for administrative reference.

Single Source: A procurement in which more than one source may be available, but the City determines through documented business justification that use of a particular source is in the City's best interest because of standardization, compatibility, continuity, warranty, unique expertise, integration, lifecycle cost, or another substantial operational or financial consideration. A single-source determination does not override more restrictive Federal procurement requirements.

Sole Source: A procurement in which only one reasonably available vendor, product, service, or provider can satisfy the City's documented requirements.

Sole-source procurements require written justification, market research or other supporting documentation, price reasonableness, and the approval required by this policy.

Solicitation: A City request seeking bids, proposals, quotations, qualifications, or other competitive responses from prospective vendors or contractors.

Standardization: A documented decision to use a particular product, manufacturer, system, technology, service methodology, or other established standard because doing so provides operational, financial, compatibility, safety, cybersecurity, training, inventory, warranty, integration, or lifecycle-cost benefits to the City. Standardization does not automatically establish a sole source.

Total Contract Value: The total reasonably anticipated financial obligation of the City over the entire potential term of a contract or agreement, including the base term, renewal options, extensions, estimated quantities, installation, applicable freight, and reasonably foreseeable additional expenditures. For contracts without a fixed amount, the department responsible shall prepare a reasonable written estimate for approval and procurement purposes. Used when determining approval thresholds.

Vendor: Any individual, business, contractor, consultant, supplier, firm, corporation, partnership, nonprofit organization, or other entity that provides or seeks to provide goods or services to the City.

IV. PROVISIONS:

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A. METHODS OF OBLIGATION -

1. Petty Cash: Petty cash funds shall be maintained and expended in compliance with City of La Verne Administrative Regulation 203.

2. Credit Cards: Credit cards shall be authorized and used in compliance with City of La Verne Administrative Regulation 214.

3. Direct Payment: Invoices or other Finance-approved direct payment documentation may be used for purchases not requiring a P.O. and for transaction categories approved by Finance. Supporting documentation shall identify the vendor, business purpose, amount, account coding, required approvals, and evidence of receipt. Use of an ERP direct payment, purchasing card, or other authorized payment method does not waive competitive procurement, approval, aggregation, grant, or documentation requirements

4. Purchase Orders: The purchase order provides a means of encumbering funds which reserves a portion of an appropriation until actual payment is made. Purchase Order Distribution and Tracking – Purchase orders shall be created, approved, encumbered, and retained through the City's financial/ERP system or other Finance-approved electronic process. The electronic record shall identify the vendor, amount or not-to-exceed amount, description or scope, account coding, approvals, and applicable contract or solicitation reference.
a. A purchase order may be increased only through an approved amendment or change process. Finance may establish an
administrative tolerance for immaterial tax, freight, or quantity variances; however, no tolerance may be used to increase scope, avoid an approval threshold, or circumvent competitive
procurement.

Confirming Purchase Order – If an emergency arises and it is impractical given the urgency to protect City property or interests to obtain a P.O. prior to making the purchase or placing an order, a confirming P.O. should be completed as soon as possible. Confirming P.O.s shall be limited to true emergencies or other circumstances approved by Finance. Repeated confirming P.O.s may be treated as a policy compliance issue. All confirming P.O.s require the approval of the City Manager or designee.

Blanket Purchase Orders:

When recurring purchases of the same general category are reasonably anticipated from a vendor during a fiscal year, an approved blanket purchase order may be established. The blanket P.O. shall state an annual not-to-exceed amount, authorized categories of purchase, responsible department, and terms.

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The annual not-to-exceed amount is the controlling value for purchasing authority and procurement thresholds. Splitting anticipated annual purchases among multiple blanket P.O.s or transactions to avoid an approval or competitive procurement threshold is prohibited.

Totals will be established by department with assistance from Finance if needed to review past activity. There can be multiple blanket P.O.’s for a vendor as multiple departments may utilize the same vendor for their operational needs.

Purchases by separate departments are not required to be aggregated solely because the departments use the same vendor; however, related purchases or requirements shall be aggregated when they reasonably constitute a single procurement requirement and shall not be divided among departments or purchase orders to avoid an approval or procurement threshold.

Invoices charged against a blanket P.O. shall be processed through the City's ERP system and reduce the available blanket P.O. balance.

Departments are responsible for monitoring expenditures against the authorized amount. A blanket P.O. shall not be used for goods or services outside the categories authorized by the blanket P.O. Any increase in the annual not-to-exceed amount shall receive the approval applicable to the revised total annual amount before additional purchases are made.

Blanket PO’s will be entered into the City’s ERP system by the Finance Department.

5. Contracts/Agreements: City funds can be obligated through the execution of contracts when a contract is the necessary legal means of forming an agreement with a vendor. Contracts are subject to the approval process (section D), competitive procurement procedures (section E), other procurement procedures (section F), and renewing existing contracts (Section G).
a. Departments shall not sign a vendor-provided agreement, click- through agreement, terms and conditions, subscription agreement, software license, lease, memorandum of understanding,
amendment, or other contractual document on behalf of the City unless the employee has delegated contracting authority and all required reviews and approvals under this policy have been completed.
b. City Attorney Review – Agreements using a form or template established or approved by the City Attorney may proceed through the applicable City approval process without separate legal review unless the form has been materially modified or legal review is

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otherwise required. Any agreement that does not use the established City Attorney-approved form or template, or that contains material changes to the City's standard terms, shall be reviewed and approved as to form by the City Attorney before execution.
c. City Clerk – The City Clerk shall receive the fully executed contract or agreement for the City's official contract record and retention in accordance with the City's records management practices. d. Finance Department – Prior to execution Finance shall receive a draft to review purchasing authority, budget availability, and procurement compliance. Once executed a fully executed copy shall be submitted to Finance.
e. Contract Routing and Recordkeeping – Contracts and agreements are not managed or retained as contract records in the ERP system. The originating department is responsible for routing the agreement for all required reviews and signatures and, after execution, submitting the fully executed agreement to both the Finance Department and the City Clerk.
f. Contracts and agreements should be used when necessary to define scope and deliverables, allocate risk, establish insurance or indemnity requirements, address confidentiality/data security, establish ownership or licensing rights, satisfy grant requirements, or otherwise protect City interests.
g. A P.O. is required for encumbrance and payment control even when an executed contract is the legal instrument governing the transaction. Invoices associated with an executed contract shall reference the applicable contract and, the related P.O. in the ERP system. The ERP is used for financial processing and invoice approval; it is not the official repository for the contract. Department approval of the invoice through the ERP workflow constitutes certification that the goods or services were received, the charges are appropriate under the contract, and payment is authorized.

6. Change orders: During the course of a contract, circumstances may arise that require changes to the scope, quantity, schedule, or contract amount.

Change orders and amendments shall be in writing and approved before the additional work is performed, except when emergency circumstances require immediate action:

1. Administrative change order authority. Cumulative change orders that increase the original contract amount by 10% or less may be approved administratively, [provided that:

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a. The revised total contract amount remains within the approving official’s delegated expenditure authority
b. Sufficient budgetary appropriation is available
c. The change is reasonably within the scope and intent of the original contract or procurement
d. The change order does not materially alter the nature of the original procurement or circumvent applicable competitive procurement requirements.

2. Change orders exceeding 10%, When cumulative change orders exceed 10% of the original contract amount, the change order shall require approval at the level applicable to the revised total contract amount. For a contract originally approved by the City Council, cumulative change orders exceeding 10% shall require City Council approval unless the City Council previously authorized a contingency or delegated change-order authority sufficient to cover the change.

3. Council-Authorized Contingency. At the time a contract is awarded, the City Council may authorize a project contingency or other change- order authority. The City Manager, or designee, may approve change orders within the amount authorized by the City Council without further Council action, provided the changes remain within the general scope of the approved project and sufficient appropriations are available.

When the City Council has expressly authorized a project contingency or change-order authority, that authorization shall control in lieu of the 10% administrative limitation, up to the amount authorized by the City Council.

4. Cumulative Changes. Change orders and amendments shall be considered cumulatively when determining approval authority. Change orders shall not be divided or separately approved for the purpose of avoiding the requirements of this policy.

5. Material Changes in Scope. Regardless of dollar amount or percentage, a change that materially alters the nature or scope of the original procurement, or that reasonably could have affected the original competitive process, may require a new procurement. Finance and, when appropriate, the City Attorney shall determine whether additional procurement procedures are required.

7. Contract Amount: Contract amounts should be the total amount the City is obligated or expected to be obligated for over the length of the project or service agreement. For approval and procurement purposes, total contract value includes the base term, options, extensions, renewals, estimated

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quantities, installation, freight when part of evaluated price, and reasonably foreseeable add-ons. If the amount is not fixed, the department shall prepare and retain a reasonable written estimate. Total consideration also includes anticipated savings and contractual amounts paid based on those anticipated savings, e.g. the City is obligated to pay the vendor under the terms of the contract if the vendor provides savings to the City as a result of the work performed. Contract amounts for approval and competitive procurement procedure purposes include the total obligation of the contract irrespective of contract length. If the contract is not for a fixed amount or a fixed amount is unlikely to be accurate, an estimated total contract price must be estimated in writing and included with the contract. Contracts should be undertaken with the broadest practical scope of work to obtain the most economical pricing. It is prohibited for any City officer or employee to divide up a project by entering into multiple smaller contracts for portions of a project to avoid approval and competitive procurement procedures.

For contracts that contain a clause allowing for unspecified or high dollar additional expenditures, subsequent expenditures made under that clause in the contract will be individually subject to approval thresholds outlined in section E of this policy. For example, a maintenance contract that specifies an amount for monthly routine maintenance but allows for additional expenditures would require separate approval based on dollar amount for additional items procured under the contract outside of the monthly routine maintenance charges. Expenditures made under such a provision must be in character the same type of service, supplies or equipment specified in the contract, e.g. heating/air conditioning units could not be purchased under a maintenance contract even if that vendor sold heating/air conditioning units since the new units are capital in nature and do not represent maintenance items under the maintenance contract.

B. FEDERAL FUNDS REQUIREMENTS - All procurement transactions funded in whole or in part with Federal awards shall comply with the then- current Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards in 2 CFR Part 200, including applicable procurement standards and Appendix II contract provisions, the terms and conditions of the Federal award, and applicable State and local requirements. Where requirements differ, the City shall follow the applicable more restrictive requirement.

References to the Federal Micro-Purchase Threshold (MPT) and Simplified Acquisition Threshold (SAT) mean the then-current thresholds established under applicable Federal law. Finance shall maintain current threshold amounts for administrative reference.

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1. Code of Conduct: No employee, officer, or agent of the City shall participate in the selection, award, or administration of a contract supported by Federal funds if a conflict of interest, real or apparent, is or would be involved. Such a conflict could arise if the employee, officer, or agent; any member of his/her immediate family; his/her partner; or an organization which employs (or is about to employ) any of the above, has a financial or other interest or a tangible personal benefit from a firm considered for a contract. All employees, officers, or agents of the City participating in the selection, award, or administration of a contract supported by Federal funds must execute a disclosure certifying that they do not possess a conflict of interest involving any of the respondents and are required to submit a standard disclosure form to identify any potential conflicts of interest. CFR Reference: 2CFR 200.318(c)(1).

Organizational conflicts of interest shall also be addressed when applicable. The City shall document price reasonableness for Federal procurements. For procurements above the SAT, the City shall perform the cost or price analysis required by 2 CFR Part 200 and prepare an independent estimate before receiving bids or proposals when required. This analysis must be completed before awarding the contract. A cost analysis is the evaluation of separate elements (e.g. labor, materials, profit, etc.) that make up a contractor's total cost proposal or price to determine if they are allowable, directly related to the requirement, and, ultimately, reasonable. Cost reasonableness analysis is used when there is no price competition or when price competition is not the only evaluation factor, such as procuring architectural and engineering (A/E), professional, consulting, or program administrator services.

The City will take all necessary steps to assure that minority businesses, women-owned business enterprises, and labor surplus area firms are used when possible. It is the policy of the City to practice nondiscrimination based on social and economic disadvantages, race, color, gender, disability and national origin in the award and performance of contracts.

The City will explore the feasibility to enter into State and local intergovernmental agreements or cooperative endeavor agreements, where appropriate, for procurement or use of common goods and services in order to foster greater economy and efficiency in accordance with efforts to promote cost-effective use of shared services. The City will also explore the use of Federal excess and

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surplus property in lieu of purchasing new equipment and property if feasible and if it reduces project costs.

Prior to purchasing goods or services with Federal funds, departments must perform a search on the System for Award Management (SAM) website to determine that the vendor has not been debarred or suspended from participation in federal programs. This shall be done by logging onto
www.sam.gov and performing a search of the vendor.

The results shall be saved electronically with the date of retrieval and submitted in the ERP system to Finance with the invoice with the payment request. No award shall be given to a vendor who is debarred or suspended at the time of the award. Before award, departments shall perform and document exclusion/debarment verification as required by the Federal award and applicable Federal rules. Finance may require SAM.gov verification for all federally funded contracts and purchase orders as a City control. CFR Reference: 2 CFR 200.318(c)(1).

Compliance with federal grant provisions is the responsibility of the City department facilitating the procurement but is subject to review and approval by the Finance Director/Finance Division Manager or designee.

Contract Inclusion Provisions Applicable Federal contract provisions shall be determined using a Finance-approved Federal provisions checklist based on the type and amount of the procurement and the specific award.

2. Davis-Bacon Act: All prime construction contracts funded or partially funded with federal awards in excess of $2,000 awarded by the City must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 3141–3144, and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5, ‘‘Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction’’). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The City shall report all suspected or reported violations to the Federal awarding agency. CFR Reference: 2 CFR Appendix II Part 200(D).

3. Copeland “Anti-Kickback” Act: All contracts must include provisions for compliance with the Copeland ‘‘Anti-Kickback’’ Act (40 U.S.C.

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3145), as supplemented by Department of Labor regulations (29 CFR Part 3, ‘‘Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States’’). The Act provides that each contractor or sub recipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The City shall report all suspected or reported violations to the Federal awarding agency. CFR Reference: CFR Appendix II Part 200(D).

4. Contract Work Hours and Safety Standards Act: All contracts awarded by the non-Federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous.

These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. CFR Reference: 2 CFR Appendix II Part 200(E).

5. Byrd Anti Lobbying Amendment: Contractors applying or bidding for an award of $100,000 or more must file the required Byrd Anti- Lobbying Amendment certification and ensure each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 USC 1352. Each tier must also disclose any lobbying with non-federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier, up to the non-Federal award. CFR Reference: 2 CFR Appendix II Part 200 (J).

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Bonding requirements: Federal bid, performance, and payment bonding requirements shall be included when required for construction or facility- improvement contracts or by the specific Federal award. These bonding requirements shall not automatically apply to ordinary purchases of supplies, equipment, or services unless otherwise required.

C. PUBLIC PROJECTS - Public projects are projects defined in Public Contract Code Section 22002. Projects for construction, reconstruction, erection, alteration, renovation, improvement, demolition and repair work including painting and repainting involving any publicly owned, lease or operated facility is considered a Public Project. Public projects are subject to specific bidding requirements outlined in section E of this policy. Public projects are also subject to the approval requirements outlined in section D of this policy.

Public projects shall be procured in accordance with the California Uniform Public Construction Cost Accounting Act (CUPCCAA), when applicable, the La Verne Municipal Code, and other applicable laws. The City shall use the then-current thresholds established by Public Contract Code Section 22032 rather than hard-coded dollar amounts in this policy. The City Council, in awarding public project contracts, shall adhere to all provisions of the State Labor Code pertaining to public projects.

D. APPROVAL REQUIREMENTS - All services, supplies and equipment, (except professional services contracts, see Section F, subsection 8).

All purchase orders or equivalent documentation must be approved and signed in accordance with the purchasing Approval Requirements and be reviewed and recorded by the Finance Division before the purchase is made.

1. Purchases of $10,000 or less require approval from a Division Manager or authorized designee.

2. Purchases from $10,001-$25,000 require approval from a Department Head.

3. Purchases from $25,001-$75,000 (except public projects and Federal Expenditures) require approval from a Department Head and the City Manager.

4. Federal Expenditure purchases from $10,001-$75,000 require approval from a Department Head.

5. Purchases greater than $75,000 (except public projects and Federal Expenditures) require approval from City Council.

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6. Public project purchases shall require approval consistent with the City's delegated authority and the then-current Public Contract Code/CUPCCAA requirements. Public project purchases requiring City Council approval under applicable law or City delegation shall be submitted to City Council.

7. Federal Expenditure purchases from $75,000-$350,000 require approval from the City Manager.

8. Federal Expenditure purchases greater than $350,000 require approval from City Council.

Procurement methods and approval authority are separate requirements.

A Federal expenditure may qualify for simplified acquisition procedures under the current SAT while still requiring City Council approval under this Section.

Authorization Maintenance – Finance shall maintain ERP approval roles and dollar limits based on current City delegations. Department Heads shall promptly notify Finance of personnel or organizational changes affecting approval authority. The ERP audit trail shall serve as the official record of transaction approvals. Electronic Approvals – Requisitions, purchase orders, invoices, and other financial transactions processed through the ERP system shall be approved electronically in accordance with the system's configured workflow and the authorization levels in this policy. ERP approval constitutes the required financial transaction approval; no duplicate paper signature or claim form is required. Contract review, approval, execution, and record retention occur outside the ERP and shall follow Section A.4 and applicable signature authority. Each department head shall provide the Finance Division with a list of the approvers and their authority levels. Finance shall administer approval authority electronically through the ERP system. Separate signature/initial cards and annual paper authorization forms are not required when approval authority is maintained in the ERP workflow.

E. COMPETITIVE PROCUREMENT - To obtain best value and preserve fair competition, City procurements shall use a competitive method appropriate to the nature, risk, and dollar value of the procurement. Unless applicable law requires award to the lowest responsive and responsible bidder, the City may award to the responsible respondent offering the best value based on the evaluation method disclosed in the solicitation.

For services, supplies, and equipment the following competitive procurement procedures apply based on the following dollar limits:

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Administrative Regulation No. 204, Purchasing, page 16

a. $7,500 and under – Competitive Consideration
b. $7,501-$75,000 (except public projects) – Informal Bidding c. Over $75,000 (except public projects) – Formal Bidding d. Public Projects (including water & sewer operations) e. Public projects shall follow the then-current thresholds and procedures in Public Contract Code Section 22032 and the City's CUPCCAA procedures.
f. Expenditures of Federal Awards

1. At or below the then-current Federal MPT – Micro-Purchase procedures– Competitive Considerations

2. Above the MPT through the then-current Federal SAT – Simplified Acquisition / Informal Procurement– Informal Bidding

3. Above the then-current Federal SAT – Formal Procurement under 2 CFR Part 200– Formal Bidding

1. Competitive Consideration: For procurements not requiring competitive bidding, the procuring department personnel should use their judgement considering cost benefit regarding the spending of staff time versus the possible savings associated with obtaining the lowest price. These considerations are subject to department head review and documentation of price reasonableness or competitive consideration should be retained when practical and may be required by Finance based on value, risk, funding source, or transaction type.

2. Informal Procurement Process: All departments must document solicitation from at least three qualified sources, with documentation of those efforts when fewer than three responses are received unless doing so would not serve to benefit the City as outlined below. a. For higher-dollar, complex, or federally funded simplified acquisitions, written or electronic quotations should be used. If fewer than three responses are received after adequate
solicitation, the file shall document the sources solicited, responses received, reason additional competition was
unavailable, and basis for price reasonableness.
b. The solicitation shall identify material specifications and the basis of award. If factors other than price are considered, those factors shall be identified before responses are due. Quotations or reasons for not having quotations should be documented on a

-
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Administrative Regulation No. 204, Purchasing, page 17

Bid Quotation Form, which will be submitted with the purchase order to the Finance Division. In situations where fewer than three bids are received, appropriate approval must be obtained from the Finance Director/Finance Division Manager or
designee, if sufficient effort is not demonstrated to obtain the minimum quotes, additional effort may be required. The reason why three quotes could not be obtained must be documented. If the reason is based on a sole source provider consideration, so indicate.
c. Supporting documentation must include competitive price quotes obtained, names of vendors contacted and a description of the items required as applicable.
d. Copies of written quotes must be retained by each department and must be produced based on request from the Finance
Division.
e. In certain situations, staff may determine that obtaining quotations will not benefit the City. If a lack of a significant benefit can be demonstrated, the considerations should be documented and quotations are not required. Finance Division approval is required to make this determination. For example, if a
replacement part is needed for a big piece of equipment, getting quotes for off-brand parts may save some money. But if the equipment manufacturer has the exact replacement part and using it will keep the integrity of the product warranty, it may be cost effective to use the manufacturer’s replacement part, even if it was more expensive.

3. Formal Procurement Process: Formal procurement may use sealed bids or competitive proposals, as appropriate and permitted by law.

Sealed bids should be used when award can appropriately be made to the lowest responsive and responsible bidder. Competitive proposals should be used when qualifications, technical approach, schedule, lifecycle cost, or other factors materially affect best value. a. Notice inviting bids - the department head responsible for the procurement requiring a formal bid shall give public notice inviting bids.

Public projects will be bid subject to the provisions of the La Verne Municipal Code Chapter 13.40 and provisions of the Public Contract Code Section 22000 et seq. incorporated by reference herein.

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Administrative Regulation No. 204, Purchasing, page 18

b. Bid opening procedures - at the time provided in the notice inviting the bids, the City Clerk shall open all bids timely received and the Department Head inviting the bid shall award a contract to the lowest responsible bidder or submit the bid results with a recommended selection to the City Manager or Council for approval. Tie bids shall be resolved using a Finance-approved method consistent with applicable law and the solicitation terms. If no bids are received, the department head should solicit bids again and take steps to increase the visibility of the public bid invitation in the target procurement marked. If additional solicitation is deemed likely to result in no bids and no additional potential bidders can be identified, a search should be undertaken to identify a vendor who can provide the required service, supplies or equipment. That vendor can then be considered a sole source provider. The City reserves the right, when lawful and stated in the solicitation, to reject any or all responses, cancel a solicitation, waive immaterial irregularities, and re-solicit when in the City's best interest.

c. Determination of the lowest responsible and qualified bidder –

1. In determining the lowest “responsive” bid, the following elements shall be considered in addition to price:
a. A responsive bid is one which is in substantial conformance with the requirements of the invitation to bid, including specifications and the City’s contractual terms and
conditions. Bidders who substitute terms and conditions or who qualify their bids in such a manner as to nullify or limit their liability shall be considered non-responsive bidders. b. Conformance with the requirements of the invitation to bid may also include providing proof of insurance, completing all forms, including references, and all other information as requested in the bid document.
c. The successful bidder must demonstrate the ability to successfully fulfill a contract, including rendering subsequent and continuing service. Staff may request proof of a
prospective bidder’s reliability. Prospective bidders may be requested to provide proof of financial resources, a list of current or previous customers, and other pertinent data.

Such action may also be taken after receipt of bids.

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Administrative Regulation No. 204, Purchasing, page 19

d. A bidder may be determined to be non-responsive if they fail to furnish proof of qualifications when required in a
reasonable amount of time.

2. In determining the lowest “qualified” bidder, the following elements shall be considered in addition to price:

1. That the materials, supplies and services offered provide the quality, fitness, and capacity for the required usage.

2. That the bidder has the ability, capacity and skill to perform the contract satisfactorily and within the time required.

3. That the bidder’s experience(s) regarding past purchases by the City or other public agencies demonstrates the
reliability of the bidder to perform the contract.

4. Expected uses of City resources such as staff time to assist the selected bidder in fulfilling the contract should be considered. This will be a significant consideration when an existing vendor (now a bidder) has entity-specific knowledge that can be shown to decrease the use of City staff time (this consideration must be quantified and
documented in detail).

3. When a bid is recommended to be awarded to someone other than the lowest bidder, written justification is required. The written statement, signed by the appropriate Department Head, shall be attached to the purchase order and will be subject to review and approval by the Finance Director/Finance Division Manager or City Manager or their designees

4. City Council review and award of contract - City Council will receive a list of all responsive bidders along with the dollar amount of their respective bids. A summary of the justification for a selection other than for the lowest price will accompany the staff recommendation.

The final award of the contract requires City Council approval.

4. Other Procurement Procedures
a. Professional Service Contracts More Than $75,000 - For contracts more than $75,000, competitive proposal procedures apply. For non-A/E professional services, price or cost should be considered as part of the best-value determination unless a lawful exception applies. Qualifications-based selection in which price is not used as an initial selection factor shall be limited to

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Administrative Regulation No. 204, Purchasing, page 20

architectural/engineering services and other services for which that method is authorized by law.:

1. Requests for proposals must be publicized and must identify all evaluation factors and their relative importance. Any response to publicized requests for proposals must be considered to the maximum extent practical;

2. Proposals must be solicited from an adequate number of qualified sources. For purposes of this policy, three solicitations are considered adequate provided that responses are
reasonably expected from each solicitation;

3. A written method for conducting technical evaluations of the proposals received and for selecting recipients must be prepared;

4. Contracts
must be awarded to the responsible firm whose
proposal is most advantageous to the City, with price and other factors considered; and

5. The competitive proposal procedures must be for qualifications- based procurement of the service specified. For example, architectural/engineering (A/E) professional services whereby competitors' qualifications are evaluated, and the most qualified competitor is selected, subject to negotiation of fair and reasonable compensation. The method where price is not used as a selection factor, can only be used in procurement of the A/E professional services. It cannot be used to purchase other types of services through the A/E firm even though the A/E firm is a potential source to perform the unrelated effort.
b. Lease Transactions - in situations where the procuring department has the option to lease rather than purchase, an analysis of the costs shall be performed for both options. This analysis will be provided to the required level of approval and will be submitted with the P.O. to the Finance Division. Should the lease be more advantageous than a purchase, the lease agreement will be selected as the best option.
c.

Disallowed Participants - City employees are prohibited from participating in the selection process when those employees have a relationship with a person or business entity seeking a contract which might result in unlawful activity including, but not limited to, rebates, kickbacks, or other unlawful considerations.

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Administrative Regulation No. 204, Purchasing, page 21

City vendors, including engineering, consulting and legal services who advise or participate in process of determining procurement requirements or have influence over the procurement process are prohibited from bidding as a potential vendor for the contract.

F. OTHER PROCURMENT PROCEDURES - The City has a number of cooperative purchasing arrangements with various governmental agencies, as well as needing services from vendors and/or professional service firms which are not routinely available in competitive markets. Accordingly, certain forms of procurement and/or vendors will use procurement procedures outlined below:

1. Governmental/Cooperative Contracts: The City may use a competitively established contract of another public agency or recognized cooperative purchasing program when authorized by law and when Finance determines the originating procurement was sufficiently competitive, cooperative use is authorized, pricing remains fair and reasonable, the scope covers the City's requirement, and applicable grant requirements are satisfied.

2. Utility Companies: Billings from utility companies (i.e. electric, gas, water, telephone, communication, etc.)

3. Governmental Agencies: Billings from government agencies (i.e., post office, county and city fees and charges, school districts, etc.)

4. Specific Vendors: Any specific vendor(s) with similar characteristics to those outlined above as approved by the City Manager and Finance Director/Finance Division Manager whose listing is maintained on file by the Finance Division.

5. Emergency Projects: Emergency projects as provided for in Public Contract Code Sections 22035 and 22050.

6. Sole Source/Single Source Providers: A sole source exists when only one reasonably available source can satisfy the City's documented requirement. A single source is a documented business decision to use one source despite potential alternatives based on standardization, compatibility, continuity, warranty, unique expertise, lifecycle cost, or other substantial City interest. The procurement file shall document market research, justification, price reasonableness, and required approval. Preference, convenience, incumbent status, or lack of planning alone is insufficient.

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Administrative Regulation No. 204, Purchasing, page 22

For Federal awards, noncompetitive procurement may be used only when permitted by 2 CFR Part 200 and the applicable award.

Certain services, supplies and or equipment are so significantly specialized in nature that only a single provider is available to the City. Should the situation arise that a vendor is identified as a sole source provider, the competitive process is not required. In such cases, a detailed description of the service and specific justification needs to be provided for retention and review. The adequacy and exercise of this provision is subject to review and approval by the City Manager or Finance Director/Finance Division Manager or their designees regardless of dollar amount.

7. Standardization/Brand Continuity: Standardization may include equipment, technology, software, parts, systems, or services when documented interoperability, cybersecurity, safety, training, inventory, integration, warranty, data migration, continuity, or lifecycle-cost considerations make standardization advantageous. Standardization does not automatically establish a sole source; competition among authorized providers should be obtained when practicable. In many instances, particularly vehicles maintained by the City, maintenance costs have a significant effect on overall cost beyond the purchase price. To minimize maintenance costs, the City will often maintain parts inventories and tools for a single brand such as Ford. Procuring parts and tools for an alternative brand may increase maintenance costs significantly, which would preclude the lowest price brand alternative from being the lowest cost alternative. In instances where consistently purchasing a specific brand will lower maintenance costs, brand continuity should be considered in determining the lowest bidder.

8. Professional Services: Contracts and Agreements with private architects, engineering, land surveying, consulting, construction project management firms or other services reliant on the professional expertise, reputation and knowledge in accordance with Government Code 4525-4529.5, shall follow procedures assuring that these services are engaged on the basis of demonstrated competence and qualifications for the type of services to be performed and at fair and reasonable prices to the City. The mechanism for procurement of professional service contracts is through the use of competitive proposals. The proposals should either be requests for proposals (“RFP’s”), or requests for qualifications (“RFQ’s”). Approval requirements still apply based on total contract dollar value. Professional service procurement shall

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Administrative Regulation No. 204, Purchasing, page 23

distinguish architectural/engineering qualifications-based selection requirements from other professional services. Other professional services should generally use an RFP or other best-value process when competition is required.
a.

Professional Service Contracts Less Than or Equal to $75,000 Professional services contracts may be difficult to evaluate and often are entered into based on known expertise and for a specific purpose. Going through a competitive bidding process for smaller contracts is time consuming and utilizes significantly more City resources through staff time than formal competitive bidding procedures generate in savings. Contracts, $75,000 and less in total are considered smaller contracts for this consideration and may be procured through competitive
consideration, informal RFP/RFQ, documented market
research, or another method appropriate to the nature of the services.
b. Professional Service Contracts Greater Than $75,000
Professional service contracts that are not for a set amount and are so closely tied to the individual contracted that the same result would not be expected should the contract be
competitively bid (services dependent on the individual contracted), upon justification from the City Manager do not have to be competitively bid. Prime examples of this include the City Attorney, City Engineer and certain consulting contracts that substitute for employment positions. The contracted services must be tied directly to an individual. A listing of such contracts will be maintained by the Finance Division and will be approved by the City Manager and Finance Director/Finance Division Manager or their designees.

9. Five-Year Contract Review: Contracts continuously held by the same vendor for five years shall undergo a documented Five-Year Contract Review. Competitive re-procurement is preferred when meaningful competition exists and is reasonably expected to improve value. Re- procurement is not automatically required when the City Manager and Finance Director/Finance Division Manager approve a written Best- Interest Renewal Determination supporting continuation. a. Public works projects which are subject to the provisions of Public Contract Code Section 22037.
b. The Best-Interest Renewal Determination shall consider vendor performance; current pricing and market benchmarks; availability of alternative providers; transition, implementation, conversion,

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Administrative Regulation No. 204, Purchasing, page 24

integration, retraining, and staff costs; continuity and institutional knowledge; material changes in scope or pricing; and whether continuation remains fair, reasonable, and in the City's best interest.
c. Finance may require informal market testing, cooperative pricing comparisons, peer-agency contract comparisons, industry indices, budgetary quotes, or other evidence of price
reasonableness.
d. Regardless of contract age, Finance may require a new procurement when pricing is no longer fair and reasonable, performance is unsatisfactory, scope has materially changed, meaningful new competition exists, renewal would exceed authorized terms, or re-procurement is required by law, grant conditions, or the original solicitation.
e. Federally funded contracts remain subject to 2 CFR Part 200 and award-specific competition requirements.
f. Personal service contracts that are not for a set amount and are so closely tied to the individual contracted that the same result would not be expected should the contract be changed. Prime examples of this include the City Attorney, City Engineer and certain consulting contracts that substitute for employment positions, e.g. a consultant serving as the Assistant to the City Manager. A listing of such contracts will be maintained by the Finance Division and will be approved by the City Manager and Finance Director/Finance Division Manager or their designees.

10. Cooperative Purchases (Piggyback): In certain instances, the City will have access to the results of another local government’s competitive procurement process, e.g. the City of Monrovia recently purchased an ambulance with largely the same specifications as an anticipated ambulance purchase by the City of La Verne. In this instance, the results of the procurement process from the City of Monrovia can be used in selecting the same lowest responsible bidder.

To use this option, the procuring department shall provide Finance sufficient documentation to establish that the originating procurement was competitive and authorized for cooperative use, that the contract scope covers the City's requirement, that pricing remains fair and reasonable, and that use of the contract complies with applicable law and funding requirements. For example, if the dollar thresholds require formal bidding in the La Verne purchasing policy, the cooperating agency will have to have undertaken a formal bidding process and have obtained the applicable minimum responses. If the process is not substantially the same as that required in the City of La Verne policy or

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Administrative Regulation No. 204, Purchasing, page 25

sufficient documentation including the bidders, bid amounts received, equivalent approval level and selected vendor cannot be obtained, this provision cannot be used.

G. RENEWING EXISTING CONTRACTS/AGREEMENTS -
After a contract or agreement has been awarded, the City may exercise authorized renewal or extension options when continuation is determined to be in the City's best interest, and all required approvals are obtained.

The responsible department shall review performance, continued need, pricing, available appropriation, and authority to renew before exercising an option.

Contract terms shall be established based on the nature of the procurement, market, implementation investment, pricing, continuity needs, and City risk. Solicitations should state the contemplated initial term and all renewal or extension options. Multi-year contracts and potential terms exceeding five years may be used when advantageous to the City, disclosed in the original solicitation when competitively procured, and approved at the level applicable to the total reasonably anticipated contract value.

Renewal Review – Before exercising a renewal option, the contract manager shall document satisfactory performance, continued need, available appropriation, authority to renew, and price reasonableness. No single factor is determinative. Finance may prescribe a standard renewal checklist and require additional market testing based on contract value, risk, market conditions, funding source, or prior performance.

Five-Year Review – At year five, the department shall either initiate competitive re-procurement or complete the Best-Interest Renewal Determination described in Section F.9.

After Year Five – For a contract continued without re-procurement, a documented market/best-interest review shall be performed at least every three years thereafter, or sooner when required by Finance based on risk, value, market changes, performance, pricing, law, or grant requirements.

This section does not authorize an extension beyond the term or renewal options authorized by the original contract or procurement. An extension not contemplated by the original procurement must independently qualify for a procurement exception or be competitively procured.

Renewals and extensions shall be approved and documented before contract expiration. Finance may establish administrative lead times and standard forms for renewal and re-procurement planning.

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Administrative Regulation No. 204, Purchasing, page 26

H. ENVIRONMENTALLY PREFERRED PURCHASING GUIDELINES - In accordance with Resolution No. 93-89, the City shall purchase and use materials, products and services which are fiscally responsible, reduce resource consumption and waste, promote opportunities to lesser-advantaged segments of our community, perform adequately, and promote human health and well- being. The following factors shall be considered in selecting products. For higher- value or complex procurements, departments may consider total cost of ownership, including implementation, maintenance, licensing, consumables, energy, training, replacement parts, disposal, transition, and other reasonably foreseeable lifecycle costs.

1. The City shall seek opportunities to encourage and influence markets for environmentally preferable products through employee education; supporting pilot testing of potential new products; adopting innovative product standards, specifications, and contracts; leveraging citywide buying expertise and buying power; and embarking on cooperative ventures with other jurisdictions where feasible.

2. Each department should use, where feasible, products that perform and have the least damaging/most beneficial environmental impact, including new environmentally preferable products, reusable products, recycled content, and recycled products.

3. Each Department Head should promote, whenever practicable, its vendors’, contractors’, and consultants’ use recycled-content paper on documents submitted to the City and to use other
environmentally preferable/sustainable products, as appropriate.

4. The City shall encourage opportunities to cooperate with other jurisdictions to enhance markets for environmentally
preferable/sustainable products, to obtain favorable prices, and to reduce waste packaging and product by combining
purchases/contracting for the same or similar products; and promote the use of recycled-content products, recyclable products, and other environmentally preferable/sustainable products to potential vendors to the City by publicizing their availability.

_________________________________ __________________________ City Manager Date

Agenda Packet - September 8, 2026

Exhibit A

Illustrative Approval and Competitive Procurement Levels (General Purchasing)

 ERP invoice/direct payment or P.O.
 Competitive consideration
 Approval by division manager
 P.O. required
 Formal bid
 Approval by City Council

TYPE CATEGORY FEATURES

GENERAL

PURCHASES
1 $0 TO $7,500
$75,000 OR MORE
$7,501 TO $25,000  P.O. required
 Informal bid
 Approval by department head
 P.O. required
 Informal bid
 Approval by City Manager
$25,001 TO $75,000

-~---1
~_I __ I
Agenda Packet - September 8, 2026

Illustrative Approval and Competitive Procurement Levels (Public Projects) current amounts listed, subject to statutory adjustment

This Exhibit is provided as an administrative reference. Statutory and Federal thresholds are subject to change. Where a threshold in this Exhibit differs from then- current Federal or State law, the current legal threshold controls without requiring amendment of this Administrative Regulation. Finance may administratively update this Exhibit to reflect changes in statutory or Federal thresholds that do not alter City- delegated approval authority.
 Invoice with proper back up documentation
 Competitive consideration
 Approval by division manager
 P.O. required
 Formal bidding
 Approval by City Council

TYPE CATEGORY FEATURES

PUBLIC PROJECTS
$0 TO $10,000
$220,000 OR MORE
$10,001 TO $75,000
 P.O. required
 Competitive consideration
 Approval by department head
$75,001 TO $220,000
 P.O. required
 Informal bidding
 Approval by City Manager

.___________.I .____I _ _____. .____ __ _
r1 r-
-1 y I
I _j
-1 i.-
Agenda Packet - September 8, 2026

Illustrative Approval and Competitive Procurement Levels (Federal Expenditures) current amounts listed, subject to statutory adjustment

This Exhibit is provided as an administrative reference. Statutory and Federal thresholds are subject to change. Where a threshold in this Exhibit differs from then- current Federal or State law, the current legal threshold controls without requiring amendment of this Administrative Regulation. Finance may administratively update this Exhibit to reflect changes in statutory or Federal thresholds that do not alter City-delegated approval authority.

TYPE CATEGORY FEATURES
Federal
Expenditures
2 $0 TO $15,000
$350,000 OR MORE
$75,001 TO $350,000
$15,001 TO $75,000
 P.O. required
 Formal bidding
 City Council approval
 P.O. required
 Informal bidding
 City Manager approval
 Invoice with proper back up documentation
 Competitive consideration
 Approval by division manager
 P.O required
 Informal bidding
 Approval by department head

Agenda Packet - September 8, 2026
City of La Verne,City Council
Agenda Report

DATE: September 8, 2026
TO: Honorable Mayor and City Council
FROM: JR Ranells, Assistant City Manager
SUBJECT: RESOLUTIONS ESTABLISHING BENEFITS FOR MIDDLE MANAGEMENT, PROFESSIONAL AND CONFIDENTIAL EMPLOYEES TO REFECT A 2%
COST OF LIVING ADJUSTMENT AND REPEALING RESOLUTION NO. 26-51

AND ADOPTING A SALARY CHART FOR FULL-TIME EMPLOYEES AND REPEALING RESOLUTION NO. 26-53.

SUMMARY
In accordance with the City’s compensation and benefit practices, the City Council is requested to approve an update to the benefit resolutions for Middle Management employees to reflect a 2% cost of living adjustment. These updates ensure alignment with established standards and support the City's ongoing commitment to competitive and fiscally responsible employee compensation for the Middle Management, Professional, and Confidential employees.

RECOMMENDATION
That the City Council adopt the attached Resolutions, titled, "RESOLUTION OF THE CITY

COUNCIL OF THE CITY OF LA VERNE, CALIFORNIA, ESTABLISHING BENEFITS FOR

MIDDLE MANAGEMENT, PROFESSIONAL AND CONFIDENTIAL EMPLOYEES AND REPEALING RESOLUTION NO. 26-51" and “A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF LA VERNE, CALIFORNIA, ADOPTING A SALARY CHART FOR FULL-TIME EMPLOYEES AND REPEALING RESOLUTION NO. 26-53."

DISCUSSION
The proposed 2% salary adjustment for Middle Management employees reflects the City’s continued effort to make measured progress toward maintaining competitive compensation for its employees. The adjustment follows discussions with employees and consideration of feedback regarding compensation and the City’s ability to be fiscally solvent as well as remain competitive with the surrounding labor market.

In recent years, the City has taken a conservative approach to employee compensation while balancing operational needs, available resources, and fiscal sustainability. As the City continues to evaluate compensation through the lens of Measure LV and its associated funding priorities, Staff believes a modest salary adjustment is appropriate at this time to recognize the contributions of Middle Management employees while maintaining a fiscally responsible approach.

The proposed adjustment also provides greater consistency with recent compensation actions for other employee groups. The La Verne Fire Association (LVFA), Police Officers Association (POA), and Police Middle Management Association (PMMA) recently received salary increases

Agenda Packet - September 8, 2026
Resolutions Establishing Benefits for Middle Management, Professional and Confidential Employees to refect a 2% Cost of Living Adjustment and Repealing Resolution No. 26-51 and Adopting a Salary Chart for Full-Time Employees and Repealing Resolution No. 26-53., Page 2

negotiated as part of their respective Memoranda of Understanding (MOUs). The proposed adjustment for Middle Management employees represents a measured step in addressing compensation considerations across the City's workforce while continuing to evaluate competitiveness with the surrounding market. The proposed adjustment is limited in scope and represents a 2% increase effective September 2026.

The City remains in negotiations with the La Verne General Unit (Teamsters) and the La Verne Fire Middle Management Association. Once those negotiations are concluded, additional revisions to the salary schedule may be necessary. The salary schedule for Part-Time Employees may also require adjustment, as several part-time positions are benchmarked against full-time equivalent classifications.

FISCAL ANALYSIS
The recommended action is estimated to have a fiscal impact of $55,463 for the remainder of the Fiscal Year 2026-27 budget. Approval of the recommended action includes an appropriation of $39,725 within the General Fund, with a corresponding appropriation in the same amount within Measure LV to fund the transfer to the General Fund. The remaining $15,738 will be appropriated to the non-general funds including Water, Sewer, Equipment, and Special Revenue Funds. In addition to the above appropriation, the previously approved Middle Management Benefits resolution included approximately $33,600 that will need to be appropriated for medical contribution increases for employees who are receiving a fixed amount towards their medical insurance with $24,000 in additional appropriations from the General Fund with a corresponding transfer from Measure LV and $9,600 from other funds.

The General Fund increase will be fully offset by a transfer from the Measure LV Fund, consistent with Tier 1 eligible expenditures under the City's Measure LV Spending Guidelines.

ENVIRONMENTAL ANALYSIS
Not applicable.

LEGAL REVIEW
This report was reviewed and approved by the City Attorney.

ATTACHMENTS

1. September 8 2026 Mid-Mgmt. Reso (Clean)

2. September 8 2026 Mid-Mgmt. Reso (Redline)

3. Resolution Full time Sala
ry Schedule 09-08-2026

4. 09.08.26 Salary Chart

Report Prepared By: Coordinated with:

Erin Beilstein, Sr. Management Analyst Christy Lopez, Director of Finance

Agenda Packet - September 8, 2026
RESOLUTION NO. 26-XX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA VERNE,

CALIFORNIA, ESTABLISHING BENEFITS FOR MIDDLE MANAGEMENT,

PROFESSIONAL AND CONFIDENTIAL EMPLOYEES AND REPEALING
RESOLUTION NO. 26-51

WHEREAS, the classifications in the middle management, professional and confidential service are not represented by a recognized employee organization for reasons of confidentiality of the classification and/or the professional or management nature of the classification; and

WHEREAS, employees in the middle management, professional and confidential service are exempt under the provisions of the Fair Labor Standards Act; and

WHEREAS, the City Council intends to compensate these employees in a fair and equitable manner;

NOW, THEREFORE, BE IT RESOLVED as follows:

Section 1. Resolution No. 26-51 is hereby repealed in its entirety.

Section 2. The benefits for the affected classifications as shown below are as follows, effective September 6, 2026.

Accountant
Accounting Manager
Administrative Aide
Administrative Analyst
Assistant to the City Clerk
Assistant City Clerk
Assistant Planner
Associate Planner
Code Compliance Officer
Communications Supervisor
Community Risk Reduction Specialist
Deputy City Clerk
Deputy Fire Marshal
Deputy Director of Public Works
Executive Assistant to the City Manager
Fleet Analyst
Fleet Manager
Information Systems Specialist
Information Systems Technician
Maintenance Manager
Maintenance Supervisor

Agenda Packet - September 8, 2026
Resolution No. 25-52 -2-
Management Analyst
Parks Manager
Parks & Recreation Coordinator
Parks & Recreation Manager
Parks & Recreation Supervisor
Payroll Specialist
Police Community Engagement Supervisor
Police Records Supervisor
Police Services Coordinator
Police Support Services Manager
Planning Manager
Public Works Manager
Senior Accountant
Senior Management Analyst
Senior Planner
Utility Supervisor
Utilities Manager
Water Supervisor

BENEFITS.

Article 1. SALARIES

A five (5) step salary schedule with five percent (5%) difference between steps is hereby established for the classifications listed in this Resolution.

Effective the first full pay period of September 2026, employees covered by this Resolution shall receive a salary increase of 2%.

Article 2. SICK LEAVE

A. Accrual Rate. Employees shall accrue sick leave at the rate of eight (8) hours per month. Sick leave shall accrue on a monthly basis beginning with the first month of employment. Sick leave accrual shall be prorated when an employee begins or terminates his/her employment in the middle of a month.

B. Accumulation. Sick leave may be accumulated indefinitely as long as the employee works for the City.

C. Deduction. Sick leave granted by the City and used by the employee shall be deducted from the employee's accrued sick leave balance.

D. Accrual During Leave. Employees granted a leave of absence with pay or other approved leave with pay shall accrue sick leave as otherwise regularly provided in this Resolution.

E. No Accrual After Separation. Sick leave shall not be accrued by any employee absent from duty after separation from City service, or during a City authorized leave of absence without pay, or any other absence from duty not authorized by the City.

Agenda Packet - September 8, 2026
Resolution No. 25-52 -3-
F. Physician's Certificate. Evidence, in the form of a physician's certificate or otherwise, may be required to determine the adequacy of reasons for an employee's absence during the time for which sick leave is requested.

G. Family Emergencies. Sick leave may be granted for emergencies involving members of the immediate family (for this purpose, members of the immediate family shall be defined as: spouse, registered domestic partner, parent, sibling, , children, grandparents, grandchildren, mother-in-law, father-in-law, or individual that employee has been granted power of attorney over their affairs) not exceeding five (5) days.

H. Accessibility. An employee who is granted sick leave for personal illness/disability or family illness/disability shall be required to be available at his/her residence or that of an immediate family member for telephone or personal contact from the City during the employee's assigned shift.

Exceptions to this requirement shall be authorized for seeking medical treatment.

I. Payment Upon Separation. At termination of employment for other than disciplinary reasons, after fifteen (15) years of service, an employee shall be paid for accumulated sick leave on the books up to one (1) month's salary at the then current rate; or the employee, upon retirement with fifteen (15) years of service, may convert up to six hundred forty (640) hours of sick leave to three hundred twenty (320) hours of vacation. Said sick leave conversion shall be on the ratio of two (2) hours of sick leave to one (1) hour of vacation to a maximum conversion of three hundred twenty (320) hours of vacation. This shall be in addition to the employee's normal vacation accrual as specified in Section 8 (Vacations) in this Resolution. Sick leave applied towards medical retirement benefits provided in Article 10(C) shall not be paid off under this section. If the separation is the result of a City offered incentive, sick leave conversion will not be permitted.

Article 3. MANAGEMENT LEAVE

In recognition of the fact that Middle Management, Professional and Confidential employees are not entitled to receive overtime compensation despite devoting hours beyond the normal work week, employees may be allowed to take management leave at the discretion of their department head. These days cannot be accrued across fiscal years and no payoff shall occur at separation. In addition to discretionary Management Leave, employees covered by this Resolution shall have an additional Management Leave bank available to them in accordance with Administrative Regulation No. 324.

The only exceptions to the blanket prohibition of eligibility for overtime compensation are employees who are assigned to perform duties on behalf of a third-party entity with full cost reimbursement to the City. In such reimbursable third-party assignments, an employee will be compensated in accordance with Administrative Regulation No. 320.

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Article 4. BEREAVEMENT LEAVE

In the event of the death of an immediate family member, employees covered by this resolution are entitled to use up to five (5) days for bereavement leave. At the approval of the department head and with concurrence from the City Manager, individuals may use accrued sick leave or management leave or any combination of these leaves to account for this time. For purposes of this section, immediate family shall be defined as spouse, registered domestic partner, child, parent, sibling, children, grandparents, grandchildren, mother-in-law, and father-in-law.

Article 5. PROBATIONARY PERIOD

A. All original appointments shall be tentative and subject to a probationary period of one (1) year.

B. All promotional appointments shall be tentative and subject to a one (1) year probationary period.

C. The probationary period may be extended by the City as a result of an employee's unfavorable performance evaluation not to exceed three (3) months.

D. During the probationary period, a newly hired employee may be discharged by the City without right of appeal if the City deems the employee unfit or unsatisfactory for permanent appointment.

E. During the probationary period, a promoted employee may be demoted back to the previous job held without right of appeal if the City deems the employee unfit or unsatisfactory for permanent appointment to the promoted position.

F. The Probationary period shall be regarded as part of the testing process and shall be utilized for securing the most effective adjustment of a new employee to a position and for rejecting an employee whose performance does not meet the standards of work.

Article 6. UNIFORM ALLOWANCE

Each employee in the following classifications who works the full calendar year shall receive six hundred dollars ($600) per year for uniform purchase and maintenance, payable once a year on the first pay period ending in December:
• Deputy Fire Marshal
• Community Risk Reduction Specialist
• Code Compliance Officer
• Communications Supervisor
• Police Community Engagement Supervisor
• Police Records Supervisor
• Police Services Coordinator
Those affected employees who retire prior to the uniform allowance being paid shall receive a prorated share of their uniform allowance.

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Article 7. HOLIDAYS

A. The following schedule for holidays shall be observed and employees shall receive the following days off with pay:

1. New Year's Day

2. Martin Luther King Day

3. Presidents Day

4. Memorial Day

5. Independence Day

6. Labor Day

7. Veterans Day

8. Thanksgiving

9. Christmas Day

10. Floating Holiday (2)
B.

Weekends. In the event that a holiday falls on a Sunday, the Monday following will be observed as the holiday, or if it falls on a Friday or Saturday, the Thursday preceding will be observed as the holiday.

C. Hours of Pay. Employees assigned to a thirty-six (36) hour workweek shall be paid for nine (9) hours per holiday. Employees assigned to a forty (40) hour workweek shall receive eight (8) or ten (10) hours of holiday pay per holiday depending on their work schedule.

D. Holiday Scheduling. When the Christmas holiday schedule would cause City Hall to be closed for two (2) consecutive days, the City may seek volunteers to trade holiday time off so that City Hall would remain open an additional day with a staffing of volunteers only who would take a replacement holiday off.

E. Floating Holiday The two (2) floating holidays must be used in full-day increments and must be used during the benefit period July 1 through June

30. Floating holidays cannot be carried over from year to year and there is no ability for cash-out.

Article 8. VACATIONS

A. Accruals. All employees shall accrue paid vacation leave as provided below.

Vacation times shall accrue on a monthly basis and shall be prorated when an employee begins or terminates his/her employment in the middle of a month.

36-Hour Workweek
Consecutive Years
of Service Weeks Per Year Hours Per Year 0-5 2.8 100.8
Beginning of 6th 3.6 129.6
Beginning of 8th 4.0 144.0
Beginning of 10th 4.6 165.6
Beginning of 12th 4.8 172.8
Beginning of 14th 5.0 180.0

40-Hour Workweek
Consecutive Years
of Service Weeks Per Year Hours Per Year 0-5 2.8 112
Beginning of 6th 3.6 144
Beginning of 8th 4.0 160

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Beginning of 10th 4.6 184
Beginning of 12th 4.8 192
Beginning of 14th 5.0 200

B. Vacation Cap. For employees hired prior to October 19, 2020, any vacation hours accrued over 400 hours will be valued at their then current hourly rate on a monthly basis and that amount will be placed into the 401(a) plan.

New employees hired on or after October 19, 2020, will have their vacation hours capped at 400 hours and will not be able to accrue past that amount.

Individuals promoted into the Middle Management Group will be cashed out for any accrued vacation leave above the cap at their existing hourly rate.

C.

Scheduling. Scheduling of employee vacation leave shall be at the discretion of the City with due regard for the wishes of the employee and the work requirements of the City.

D. After Separation/During Leave. Vacation leave shall not be granted to any employee after separation from City service, or during a City authorized leave of absence without pay or any other absence not authorized by the City.

E. During Probation. Vacation leave shall not be granted to an employee during the first six (6) months of an employee's original probationary period.

However, on the successful completion of that time, the employee will be credited with vacation leave that would otherwise have been accrued.

F. Deduction. Vacation leave granted by the City and used by an employee shall be deducted from the employee's accrued vacation leave.

G. Accrual During Leave With Pay. Employees granted a leave of absence with pay or other approved leave with pay shall accrue vacation leave.

H. Accrual During Leave Without Pay. Vacation leave shall not accrue to any employee absent from duty after separation from City service, or during a City authorized leave of absence without pay or any other absence from duty not authorized by the City.

I. During Holiday. In the event that a holiday recognized in this Resolution occurs during an employee's scheduled vacation leave, then such holiday shall not be considered as vacation leave.

J. Payment Upon Separation. A permanent employee separated from City service shall receive compensation for his/her total accrued vacation leave at the employee's then current salary rate.

K. Catastrophic Cash Out. An employee who experiences unexpected financial obligations due to catastrophic conditions such as family medical expenses, death in the family, etc. may request authorization from the City Manager to "cash out" accumulated vacation hours provided, however, that the employee shall retain an accumulated vacation balance of at least 72 hours or 80 hours (2 weeks depending on hours worked per week). Approval of such a request is subject to the sole discretion of the City Manager.

L. Annual Cash Out. Employees may "cash out" up to one (1) week of accumulated vacation on an annual basis provided that subsequent to the cash out, the employee shall retain a minimum vacation accrual balance of 72 hours (80 hours for 40-hour employees). Said vacation cash out shall be

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approved on the condition that it is paid to the employee in conjunction with an approved vacation leave of at least one week in duration.

M. Deferred Compensation Plan Cash Out. Pursuant to IRC Section 414(v), employees age 50 or older can defer additional “Age-50 Catch-Up” contributions to their 457(b) deferral limit. The amount for 2026 is $8,000 and is subject to an annual cost-of-living increase based on the Consumer Price Index (CPI). Employees who are or will reach the age of 50 during the calendar year may “cash out” the dollar equivalent of up to the annual Age 50 Catch-Up limit of vacation hours each year and have the funds deposited directly into the 457(b) plan. However, the employee’s total annual standard (non-catch-up) deferrals into the Plan must be equivalent to the maximum deferral limit for the calendar year ($24,500 for 2026, indexed ongoing based on CPI) in order to deposit the additional “cash out” amount. The employee shall retain an accumulated vacation balance minimum of at least two weeks (72 or 80 hours).

Article 9. RETIREMENT

All employees shall be covered for retirement purposes by the Public Employees' Retirement System (PERS) in accordance with the contractual agreement between the City and the PERS. The plan is administered by the PERS Board. The City and the Employees shall be subject to the rules and regulations governing retirement, premium cost, etc., as endorsed and accepted by the PERS Board, except as otherwise noted herein.

A. Employer Premium. Premium cost is fixed by the governing board of CalPERS and is divided between the City and the employee. The City shall pay the premium designated as employer charges except as otherwise provided herein.

B. Employee Premium for “New Members,” as Defined by PEPRA, Hired After January 1, 2013; MISCELLANEOUS MEMBERS PERS 2% @ 62 under PEPRA.
“New Members” shall be subject to all of the conditions set forth in the Public Employees’ Pension Reform Act of 2012 (PEPRA), which include, but are not limited to the following;

1. Employee contribution rate for “new members” as defined by PEPRA is at least 50% of the normal cost rate for that defined benefit plan, rounded to the nearest quarter percent or the current contribution rate of similarly situated employees, whichever is greater.

2. Compensation cap for “new members” as defined by PEPRA (120% of Contribution and Benefit Base).

3. Calculation of benefits based on base pay for “new members” as defined by PEPRA.

4. Three (3) year average final compensation for “new members” as defined by PEPRA.

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5. Benefits will be determined in accordance with all of the applicable requirements of PEPRA.

C. Employee Contributions for “New Members” as Defined by PEPRA, Hired After January 1, 2013; Public Safety PERS 2.7% @ 57 under PEPRA. “New Members” shall be subject to all of the conditions set forth in the Public Employees’ Pension Reform Act of 2012 (PEPRA), which include, but are not limited to the following:

1. Employee Contribution Rate for “new members” as defined by PEPRA is at least 50% of the normal cost rate for that defined benefit plan, rounded to the nearest quarter percent or the current contribution rate of similarly situated employees, whichever is greater.

2. Compensation cap for “new members” as defined by PEPRA (120% of Contribution and Benefit Base).

3. Calculation of benefits based on base pay for “new members” as defined by PEPRA.

4. Three (3) year average final compensation for “new members” as defined by PEPRA.

5. Benefits will be determined in accordance with all of the applicable requirements of PEPRA.

D.

Employee Premium for “Classic Members” as Defined by CALPERS; MISCELLANEOUS MEMBERS PERS 2.5% @ 55 FORMULA.

1. Employer Premium. Classic Member employees will contribute one percent (1.0%) toward the employer’s PERS contribution.

2. Employee Premium. Employees will be responsible for paying the full eight percent (8%) of their member contribution to PERS.

E. Employee Premiums for “Classic Members” as Defined by CALPERS: SWORN MEMBERS PERS 3% @ 50 FORMULA.

1. Employer Premium. Premium cost is fixed by the governing board of CalPERS and is divided between the City and employee. The City shall pay the premium designated as employer charges.
i. Sworn Classic Member employees contribute one percent (1.0%) of the employer’s PERS contribution.

2. Employee Premium. Employees will be responsible for paying the full nine percent (9%) of their member contribution to PERS.

Article 10. MEDICAL AND DENTAL PLANS

A. Medical Plan – Prior to November 2, 2020: The City will pay 100% of the cost of the medical insurance premium for employees hired prior to November 2, 2020, and their eligible dependents, not to exceed the cost of the HMOs offered by the City. Employees opting into the City offered PPO will be responsible for the difference between the traditional HMO rate for which they qualify and the PPO rate. For example, an employee who qualifies for EE only would be responsible for the cost between HealthNet HMO employee only and the HealthNet PPO employee only.

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B. Medical Plan – Hired after November 2, 2020: For employees hired after November 2, 2020, the City will pay the following medical insurance contribution amounts only, and employees shall be responsible to cover any medical insurance premium amounts over what the City provides. Effective July 2026 the City’s contribution shall be:

EE only: $750/month
EE plus spouse: $1,450/month
EE plus child: $1,150/month
EE plus family: $2,000/month.

C. Medical Plan – Retired Employees: The City shall provide monthly medical insurance contributions to retired employees up to the following amounts:
-- Employees who retired before September 1, 1990, shall be eligible to receive up to $125 per month.
-- Employees who retired between September 1, 1990 and January 1, 1998, shall be eligible to receive up to $155 per month.
-- Employees who retire after January 1, 1998, shall be eligible to receive up to $225 per month.

The amount of City-paid contributions towards medical insurance for those who retired prior to 12-31-99 shall be permanently fixed and will not be increased in conjunction with changes in monthly premium rates. -- Those who retire after 1-1-00 will be provided with monthly medical insurance contributions in the amount of eighty-five percent (85%) of the monthly premium of the least expensive HMO plan (for the retiree and covered dependents). The amount of City-paid contributions towards medical insurance premiums for those retired after 1-1-00 shall not be permanently fixed and will increase in conjunction with changes in monthly premium rates Payment of these amounts is subject to the conditions shown below. -- Those who retire after July 1, 2004 will be provided with medical insurance contributions in an amount that does not exceed 80% of the monthly amount of the least expensive HMO (for the retiree and covered dependents identified at time of retirement). That amount shall not be fixed and will increase with changes in the rates that are available through the City provided plans.

Payment of these amounts is subject to the conditions shown below.

1. The employee has 10 years or more of continuous service with the City.

2. Obtain their medical insurance through the City. However, a retiree who chooses to purchase medical insurance from an independent source may receive direct payments from the City in the amounts specified above. In order to receive such payments, the retiree shall provide the City with an annual signed statement certifying that he/she has medical insurance coverage to cover the cost of catastrophic illness or injury for the retiree and dependents. Said medical insurance payments shall be made on a quarterly basis.

3. This benefit will be paid until the employee's death or eligibility for Medicare benefits, whichever comes first.

4. In the case of an employee, otherwise eligible for City contribution towards their retiree health insurance, retiring or having retired within forty-five (45)

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days of a change in the City’s contribution formula provided for herein, the City Manager is hereby given the authority to prospectively adjust the retiree’s health insurance contribution up to the level that went into effect within forty-five days of retirement.

5. The City shall not provide any retiree medical insurance contributions for employees hired after September 18, 2017.

D.

Dental Plan. The City shall contribute to a group dental plan for the employee and eligible dependents in the form of an allocation of up to $33 per month. Such amount shall be applied toward premiums of a City group dental insurance policy.

Article 11. TUITION REIMBURSEMENT

The City shall reimburse employees for the cost of tuition and books up to $1,700 per fiscal year when completing job related professional improvement course offered through the California University system or an accredited private college institution, provided that:

A. The employee has obtained prior approval of either his/her department head or the Personnel Officer.

B. The employee receives a minimum grade of "B" and submits proof thereof.

C. The course is not generally a requirement to fulfill the minimum educational qualifications of his/her position.

Article 12. LONG TERM DISABILITY AND LIFE INSURANCE

A. Long Term Disability Insurance. The City shall provide a long term disability (LTD) plan meeting the following criteria, as defined in the contract with the insurance company:

Waiting period 90 days
Benefit period to age 60
% of insured earnings 66 2/3%
Maximum benefit $7,000 per month
Minimum benefit $100 per month

1. When an employee who is on an extended absence that is eligible under the City’s long term disability plan has passed the 90-day waiting period but has not exhausted their sick leave balance, the City will reimburse the employee for those sick leave hours used from the 90th day until their balance has been exhausted or the employee has returned to work subject to the following conditions:
a. Employee has a minimum of ten (10) years of service with the City; and
b. Employee’s overall rating for the last three evaluations has been satisfactory or above; and
c. Employee has been stricken with a catastrophic, life threatening injury or illness; and
d. City will reimburse these hours at a rate of one half to one (½:1). e. Employee’s balance will be reimbursed upon employee’s retirement or their return to work.

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B. Life Insurance.

1. The City will also provide a term life insurance policy with a fifty thousand dollar ($50,000) benefit and a five thousand dollar ($5,000) accidental death and dismemberment benefit.

Article 13. WORKERS' COMPENSATION

A. The City will provide workers’ compensation insurance. The State's workers' compensation laws and this Resolution shall govern all aspects of duty related injuries, illnesses, and accidents.

B.

Industrial Injuries and Accidents.

1. Employees shall report any duty related injury or illness which requires medical treatment to the appropriate department supervisor as soon as physically possible.

2. Employees shall report any duty related injury or illness which does not require medical treatment to the appropriate department supervisor by the end of the workday on which the injury or illness occurred.

C.

Accident Reporting. Employees shall report any accident that results in any injury or property damage to the appropriate department supervisor as soon as physically possible.

D. Medical Treatment. Any employee suffering from any duty related injury or illness which requires medical treatment shall immediately seek such treatment from a City designated physician or medical facility.

E. Leave of Absence for Industrial Disability Qualification. An employee suffering a duty related injury or illness that disables that employee from the performance of regular job duties may request a leave of absence for industrial disability. Such request may be submitted in the form or a workers' compensation claim. Any dispute regarding such claim shall be resolved through the State Workers' Compensation Appeals Board process.

F. Compensation. For any employee on leave of absence under the workers' compensation sections of the California Labor Code, accumulated paid leave may be prorated to supplement such temporary disability compensation payments, provided that the total amount shall not exceed the regular gross salary of the employee.

Article 14. AUTOMOBILE

At the discretion of the City Manager, employees in the middle management, professional, confidential service of the City may be provided with the use of a City owned automobile and fuel for business related purposes or a monthly automobile allowance in an amount determined by the City Manager not to exceed $300 per month. In no case shall a monthly automobile allowance exceed the equivalent cost of a City owned automobile, fuel, insurance, and maintenance. Personal use of a City owned automobile or receipt of automobile allowance in excess of actual business use may be considered taxable by the Federal or State government and shall be solely the responsibility of the employee. However, any such taxable

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portion or allocation shall not be treated as salary by the City for the purpose of payroll or other employment taxes and shall not be PERSable.

Article 15. DRUG & ALCOHOL TESTING

All employees in the middle management, professional, confidential service who operate a motor vehicle during the performance of their duties will be subject to drug and alcohol testing in accordance with Administrative Regulations issued by the City Manager.

Article 16. LEAVE OF ABSENCE

A. Any employee who has successfully completed the original probationary period may request a leave of absence for a period of time not to exceed one (1) year.

B. Employee use of leave of absence for a purpose other than that requested shall be considered as an employee's automatic resignation from City service.

C. The City shall have sole discretion in approving or disapproving any employee request for leave of absence or in granting any pay or benefits. Any leave of absence exceeding thirty (30) days must be approved by the City Council.

Article 17. JURY DUTY

A. Employees called for jury duty shall notify the City of the call. If, in the opinion of the City, the absence of the employee would result in undue disruption of work programs, the City may refuse to grant the employee a paid leave of absence to serve on jury duty.

B. Where serious disruption would not occur, the City may permit the employee to serve for a period not to exceed ten (10) business days. The time spent off the job by the employee while actually serving on jury duty under the supervision of the court shall be compensated for on a straight time basis, limited to the employee's normal workday schedule. All per diem reimbursement paid the employee by the court shall be signed over to the City. Failure to provide court verification of jury duty attendance or reimbursement of the court per diem to the City shall be cause for the City not to compensate the employee for jury duty. Any compensation paid to the employee while on jury duty may be deducted from future earnings if the employee fails to provide court verification or reimbursement of the court per diem.

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Article 18. MERGER OF FUNCTIONS

In an effort to reduce operational costs, the City may find it necessary to merge services inter-departmentally. (e.g., park operations being merged within the public works department). In those cases the City Manager shall have the authority to provide manager responsible for overseeing added operations additional compensation not to exceed 10%. Adjustments will only be considered if all the following apply
▪ After two consecutive budget cycles merged operations still remain under affected position’s control
▪ Merger resulted in reduction of at least one management level position ▪ Adjustment must be less than annual savings achieved

Article 19. EXCEPTIONAL PERFORMANCE AWARD

In order to recognize exceptional achievements and contributions, employees covered by this Resolution may be granted an Exceptional Performance Award of up to ten percent (10%) of base salary. Determination of whether an employee meets the standard will be made by the City Manager during an employee's annual evaluation. Details on eligibility, amounts and standards are outlined in the City’s Administrative Regulation No. 304.

Any compensation received as a result of an exceptional performance award will not be calculated as part of an employee’s final salary if the employee is terminated or accepts employment with another agency while they are receiving the award.

Article 20. BILINGUAL PAY

The City will provide a monthly stipend for each position covered by this resolution that demonstrates his/her ability to fluently speak and understand Spanish or another language. The amount of the stipend will be dependent on the amount of usage and value to the agency as deemed by the department head with the City Manager’s approval. In no event will the monthly compensation exceed $200.

To be eligible, an individual must successfully complete a multi-faceted proficiency exam to verify the individual’s abilities. With the exception of Spanish, the City reserves the right based on operational needs to determine which languages will be eligible for bilingual pay as well as certify the numbers of employees it deems necessary.

In the event a member who is receiving a stipend for the above proficiency pay is off work for a period of longer than 30 consecutive days, the above proficiency pay shall be suspended until 10 days after their return.

Article 21. ADJUSTMENTS FOR NEW APPOINTMENTS

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The City Manager shall be authorized to negotiate individual adjustments pursuant to the terms of this Resolution to enable the employment transition of newly appointed employees, e.g., provision of service credit for sick leave credit, for vacation accruals and limited transfer of sick leave and vacation hours from a previous employer.

Article 22. INFORMATION SYSTEMS ON-CALL PAY

In consideration that certain public safety operations are 24 hours a day, 7 days a week and require constant technological support from information systems staff after regular business hours, the City will provide on-call payment to employees in the classifications of Information Systems Technician and Information Systems Specialist. One employee from information systems will be available 365 days per year to address technology issues after regular business hours and shall be eligible to receive compensation for on call duty. Those who are assigned to be on-call shall receive fifteen percent (15%) of their base pay per day when assigned to be on-call.

The Department Head shall determine on-call eligibility for Information Systems Technicians and Information Systems Specialists based on knowledge and abilities.

It is the duty of the on-call employee to respond to call-outs within a reasonable period of time by either phone or in person, depending on the nature of any particular call-out problem.

Article 23. ACTING APPOINTMENTS

The City may designate an employee to an acting capacity in a job classification different than that currently held by the employee. The employee shall receive a minimum of five percent (5%) above the employee’s current base monthly salary added to the employee’s wages after ten (10) consecutive working days of service in such acting capacity.

1. Service in an acting capacity shall not continue beyond six (6) months except upon mutual agreement of all parties.

2. An employee having served in an acting capacity and subsequently having been appointed to the position shall establish a new anniversary date as the first day of permanent appointment to the position.

3. The 5% Acting Appointment Pay shall be non PERSable.

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Section 3. The Mayor shall sign and the City Clerk shall certify to the passage and adoption of this Resolution and thereupon the same shall take effect and be in force.

NOW THEREFORE, BE IT RESOLVED by the City Council of the City of La Verne as follows:

PASSED, APPROVED AND ADOPTED this 8th day of September 2026.

__________________________________
ATTEST: Tim Hepburn, Mayor

_____________________________________
Debra Fritz, CMC
Deputy City Clerk

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CERTIFICATION

I hereby certify that the foregoing Resolution No. 26-XX was duly and regularly adopted by the City Council of the City of La Verne at a meeting thereof held on the 8th day of September 2026, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

________________________________
Debra Fritz, CMC
Deputy City Clerk

Agenda Packet - September 8, 2026
RESOLUTION NO. 26-XX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA VERNE,

CALIFORNIA, ESTABLISHING BENEFITS FOR MIDDLE MANAGEMENT,

PROFESSIONAL AND CONFIDENTIAL EMPLOYEES AND REPEALING
RESOLUTION NO. 2526-5251

WHEREAS, the classifications in the middle management, professional and confidential service are not represented by a recognized employee organization for reasons of confidentiality of the classification and/or the professional or management nature of the classification; and

WHEREAS, the classification of Police Captain is now represented by the Police Middle Management Association; and

WHEREAS, the classifications of Fire Marshal, Deputy Fire Chief, and Fire Battalion Chief are now represented by the Fire Middle Management Association; and

WHEREAS, employees in the middle management, professional and confidential service are exempt under the provisions of the Fair Labor Standards Act; and

WHEREAS, the City Council intends to compensate these employees in a fair and equitable manner;

NOW, THEREFORE, BE IT RESOLVED as follows:

Section 1. Resolution No. 2526-52 51 is hereby repealed in its entirety.

Section 2. The benefits for the affected classifications as shown below are as follows, effective July September 206, 2026.

Accountant
Accounting Manager
Administrative Aide
Administrative Analyst
Assistant to the City Clerk
Assistant City Clerk
Assistant Planner
Associate Planner
Code Compliance Officer
Communications Supervisor
Community Risk Reduction Specialist
Deputy City Clerk
Deputy Fire Marshal
Deputy Director of Public Works
Executive Assistant to the City Manager

- -- -
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Fleet Analyst
Fleet Manager
Information Systems Specialist
Information Systems Technician
Maintenance Manager
Maintenance Supervisor
Management Analyst
Parks Manager
Parks & Recreation Coordinator
Parks & Recreation Manager
Parks & Recreation Supervisor
Payroll Specialist
Police Community Engagement Supervisor
Police Records Supervisor
Police Services Coordinator
Police Support Services Manager
Planning Manager
Public Works Manager
Senior Accountant
Senior Management Analyst
Senior Planner
Utility Supervisor
Utilities Manager
Water Supervisor

BENEFITS.

Article 1. SALARIES

A five (5) step salary schedule with five percent (5%) difference between steps is hereby established for the classifications listed in this Resolution.

Effective the first full pay period of September 2026, employees covered by this Resolution shall receive a salary increase of 2%.

Article 2. SICK LEAVE

A. Accrual Rate. Employees shall accrue sick leave at the rate of eight (8) hours per month. Sick leave shall accrue on a monthly basis beginning with the first month of employment. Sick leave accrual shall be prorated when an employee begins or terminates his/her employment in the middle of a month.

B. Accumulation. Sick leave may be accumulated indefinitely as long as the employee works for the City.

C. Deduction. Sick leave granted by the City and used by the employee shall be deducted from the employee's accrued sick leave balance.

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D. Accrual During Leave. Employees granted a leave of absence with pay or other approved leave with pay shall accrue sick leave as otherwise regularly provided in this Resolution.

E. No Accrual After Separation. Sick leave shall not be accrued by any employee absent from duty after separation from City service, or during a City authorized leave of absence without pay, or any other absence from duty not authorized by the City.

F. Physician's Certificate. Evidence, in the form of a physician's certificate or otherwise, may be required to determine the adequacy of reasons for an employee's absence during the time for which sick leave is requested.

G. Family Emergencies. Sick leave may be granted for emergencies involving members of the immediate family (for this purpose, members of the immediate family shall be defined as: spouse, registered domestic partner, parent, sibling, , children, grandparents, grandchildren, mother-in-law, father-in-law, or individual that employee has been granted power of attorney over their affairs) not exceeding five (5) days.

H. Accessibility. An employee who is granted sick leave for personal illness/disability or family illness/disability shall be required to be available at his/her residence or that of an immediate family member for telephone or personal contact from the City during the employee's assigned shift.

Exceptions to this requirement shall be authorized for seeking medical treatment.

I. Payment Upon Separation. At termination of employment for other than disciplinary reasons, after fifteen (15) years of service, an employee shall be paid for accumulated sick leave on the books up to one (1) month's salary at the then current rate; or the employee, upon retirement with fifteen (15) years of service, may convert up to six hundred forty (640) hours of sick leave to three hundred twenty (320) hours of vacation. Said sick leave conversion shall be on the ratio of two (2) hours of sick leave to one (1) hour of vacation to a maximum conversion of three hundred twenty (320) hours of vacation. This shall be in addition to the employee's normal vacation accrual as specified in Section 8 (Vacations) in this Resolution. Sick leave applied towards medical retirement benefits provided in Article 10(C) shall not be paid off under this section. If the separation is the result of a City offered incentive, sick leave conversion will not be permitted.

Article 3. MANAGEMENT LEAVE

In recognition of the fact that Middle Management, Professional and Confidential employees are not entitled to receive overtime compensation despite devoting hours beyond the normal work week, employees may be allowed to take management leave at the discretion of their department head. These days cannot be accrued across fiscal years and no payoff shall occur at separation. In addition to discretionary Management Leave, employees covered by this Resolution shall have an additional Management Leave bank available to them in accordance with Administrative Regulation No. 324.

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The only exceptions to the blanket prohibition of eligibility for overtime compensation are employees who are assigned to perform duties on behalf of a third-party entity with full cost reimbursement to the City. In such reimbursable third-party assignments, an employee will be compensated in accordance with Administrative Regulation No. 320.

Article 4. BEREAVEMENT LEAVE

In the event of the death of an immediate family member, employees covered by this resolution are entitled to use up to five (5) days for bereavement leave. At the approval of the department head and with concurrence from the City Manager, individuals may use accrued sick leave or management leave or any combination of these leaves to account for this time. For purposes of this section, immediate family shall be defined as spouse, registered domestic partner, child, parent, sibling, children, grandparents, grandchildren, mother-in-law, and father-in-law.

Article 5. PROBATIONARY PERIOD

A. All original appointments shall be tentative and subject to a probationary period of one (1) year.

B. All promotional appointments shall be tentative and subject to a one (1) year probationary period.

C. The probationary period may be extended by the City as a result of an employee's unfavorable performance evaluation not to exceed three (3) months.

D. During the probationary period, a newly hired employee may be discharged by the City without right of appeal if the City deems the employee unfit or unsatisfactory for permanent appointment.

E. During the probationary period, a promoted employee may be demoted back to the previous job held without right of appeal if the City deems the employee unfit or unsatisfactory for permanent appointment to the promoted position.

F. The Probationary period shall be regarded as part of the testing process and shall be utilized for securing the most effective adjustment of a new employee to a position and for rejecting an employee whose performance does not meet the standards of work.

Article 6. UNIFORM ALLOWANCE

Each employee in the following classifications who works the full calendar year shall receive six hundred dollars ($600) per year for uniform purchase and maintenance, payable once a year on the first pay period ending in December:
• Deputy Fire Marshal
• Community Risk Reduction Specialist
• Code Compliance Officer
• Communications Supervisor
• Police Community Engagement Supervisor
• Police Records Supervisor

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• Police Services Coordinator
Those affected employees who retire prior to the uniform allowance being paid shall receive a prorated share of their uniform allowance.

Article 7. HOLIDAYS

A. The following schedule for holidays shall be observed and employees shall receive the following days off with pay:

1. New Year's Day

2. Martin Luther King Day

3. Presidents Day

4. Memorial Day

5. Independence Day

6. Labor Day

7. Veterans Day

8. Thanksgiving

9. Christmas Day

10. Floating Holiday (2)
B.

Weekends. In the event that a holiday falls on a Sunday, the Monday following will be observed as the holiday, or if it falls on a Friday or Saturday, the Thursday preceding will be observed as the holiday.

C. Hours of Pay. Employees assigned to a thirty-six (36) hour workweek shall be paid for nine (9) hours per holiday. Employees assigned to a forty (40) hour workweek shall receive eight (8) or ten (10) hours of holiday pay per holiday depending on their work schedule.

D. Holiday Scheduling. When the Christmas holiday schedule would cause City Hall to be closed for two (2) consecutive days, the City may seek volunteers to trade holiday time off so that City Hall would remain open an additional day with a staffing of volunteers only who would take a replacement holiday off.

E. Floating Holiday The two (2) floating holidays must be used in full-day increments and must be used during the benefit period July 1 through June

30. Floating holidays cannot be carried over from year to year and there is no ability for cash-out.

Article 8. VACATIONS

A. Accruals. All employees shall accrue paid vacation leave as provided below.

Vacation times shall accrue on a monthly basis and shall be prorated when an employee begins or terminates his/her employment in the middle of a month.

36-Hour Workweek
Consecutive Years
of Service Weeks Per Year Hours Per Year 0-5 2.8 100.8
Beginning of 6th 3.6 129.6
Beginning of 8th 4.0 144.0
Beginning of 10th 4.6 165.6
Beginning of 12th 4.8 172.8
Beginning of 14th 5.0 180.0

40-Hour Workweek

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Consecutive Years
of Service Weeks Per Year Hours Per Year 0-5 2.8 112
Beginning of 6th 3.6 144
Beginning of 8th 4.0 160
Beginning of 10th 4.6 184
Beginning of 12th 4.8 192
Beginning of 14th 5.0 200

B. Vacation Cap. For employees hired prior to October 19, 2020, any vacation hours accrued over 400 hours will be valued at their then current hourly rate on a monthly basis and that amount will be placed into the 401(a) plan.

New employees hired on or after October 19, 2020, will have their vacation hours capped at 400 hours and will not be able to accrue past that amount.

Individuals promoted into the Middle Management Group will be cashed out for any accrued vacation leave above the cap at their existing hourly rate.

C.

Scheduling. Scheduling of employee vacation leave shall be at the discretion of the City with due regard for the wishes of the employee and the work requirements of the City.

D. After Separation/During Leave. Vacation leave shall not be granted to any employee after separation from City service, or during a City authorized leave of absence without pay or any other absence not authorized by the City.

E. During Probation. Vacation leave shall not be granted to an employee during the first six (6) months of an employee's original probationary period.

However, on the successful completion of that time, the employee will be credited with vacation leave that would otherwise have been accrued.

F. Deduction. Vacation leave granted by the City and used by an employee shall be deducted from the employee's accrued vacation leave.

G. Accrual During Leave With Pay. Employees granted a leave of absence with pay or other approved leave with pay shall accrue vacation leave.

H. Accrual During Leave Without Pay. Vacation leave shall not accrue to any employee absent from duty after separation from City service, or during a City authorized leave of absence without pay or any other absence from duty not authorized by the City.

I. During Holiday. In the event that a holiday recognized in this Resolution occurs during an employee's scheduled vacation leave, then such holiday shall not be considered as vacation leave.

J. Payment Upon Separation. A permanent employee separated from City service shall receive compensation for his/her total accrued vacation leave at the employee's then current salary rate.

K. Catastrophic Cash Out. An employee who experiences unexpected financial obligations due to catastrophic conditions such as family medical expenses, death in the family, etc. may request authorization from the City Manager to "cash out" accumulated vacation hours provided, however, that the employee shall retain an accumulated vacation balance of at least 72 hours or 80 hours

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(2 weeks depending on hours worked per week). Approval of such a request is subject to the sole discretion of the City Manager.

L. Annual Cash Out. Employees may "cash out" up to one (1) week of accumulated vacation on an annual basis provided that subsequent to the cash out, the employee shall retain a minimum vacation accrual balance of 72 hours (80 hours for 40-hour employees). Said vacation cash out shall be approved on the condition that it is paid to the employee in conjunction with an approved vacation leave of at least one week in duration.

M. Deferred Compensation Plan Cash Out. Pursuant to IRC Section 414(v), employees age 50 or older can defer additional “Age-50 Catch-Up” contributions to their 457(b) deferral limit. The amount for 2026 is $8,000 and is subject to an annual cost-of-living increase based on the Consumer Price Index (CPI). Employees who are or will reach the age of 50 during the calendar year may “cash out” the dollar equivalent of up to the annual Age 50 Catch-Up limit of vacation hours each year and have the funds deposited directly into the 457(b) plan. However, the employee’s total annual standard (non-catch-up) deferrals into the Plan must be equivalent to the maximum deferral limit for the calendar year ($24,500 for 2026, indexed ongoing based on CPI) in order to deposit the additional “cash out” amount. The employee shall retain an accumulated vacation balance minimum of at least two weeks (72 or 80 hours).

Article 9. RETIREMENT

All employees shall be covered for retirement purposes by the Public Employees' Retirement System (PERS) in accordance with the contractual agreement between the City and the PERS. The plan is administered by the PERS Board. The City and the Employees shall be subject to the rules and regulations governing retirement, premium cost, etc., as endorsed and accepted by the PERS Board, except as otherwise noted herein.

A. Employer Premium. Premium cost is fixed by the governing board of CalPERS and is divided between the City and the employee. The City shall pay the premium designated as employer charges except as otherwise provided herein.

B. Employee Premium for “New Members,” as Defined by PEPRA, Hired After January 1, 2013; MISCELLANEOUS MEMBERS PERS 2% @ 62 under PEPRA.
“New Members” shall be subject to all of the conditions set forth in the Public Employees’ Pension Reform Act of 2012 (PEPRA), which include, but are not limited to the following;

1. Employee contribution rate for “new members” as defined by PEPRA is at least 50% of the normal cost rate for that defined benefit plan, rounded to the nearest quarter percent or the current contribution rate of similarly situated employees, whichever is greater.

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2. Compensation cap for “new members” as defined by PEPRA (120% of Contribution and Benefit Base).

3. Calculation of benefits based on base pay for “new members” as defined by PEPRA.

4. Three (3) year average final compensation for “new members” as defined by PEPRA.

5. Benefits will be determined in accordance with all of the applicable requirements of PEPRA.

C.

Employee Contributions for “New Members” as Defined by PEPRA, Hired After January 1, 2013; Public Safety PERS 2.7% @ 57 under PEPRA. “New Members” shall be subject to all of the conditions set forth in the Public Employees’ Pension Reform Act of 2012 (PEPRA), which include, but are not limited to the following:

1. Employee Contribution Rate for “new members” as defined by PEPRA is at least 50% of the normal cost rate for that defined benefit plan, rounded to the nearest quarter percent or the current contribution rate of similarly situated employees, whichever is greater.

2. Compensation cap for “new members” as defined by PEPRA (120% of Contribution and Benefit Base).

3. Calculation of benefits based on base pay for “new members” as defined by PEPRA.

4. Three (3) year average final compensation for “new members” as defined by PEPRA.

5. Benefits will be determined in accordance with all of the applicable requirements of PEPRA.

D.

Employee Premium for “Classic Members” as Defined by CALPERS; MISCELLANEOUS MEMBERS PERS 2.5% @ 55 FORMULA.

1. Employer Premium. Classic Member employees will contribute one percent (1.0%) toward the employer’s PERS contribution.

2. Employee Premium. Employees will be responsible for paying the full eight percent (8%) of their member contribution to PERS.

E. Employee Premiums for “Classic Members” as Defined by CALPERS: SWORN MEMBERS PERS 3% @ 50 FORMULA.

1. Employer Premium. Premium cost is fixed by the governing board of CalPERS and is divided between the City and employee. The City shall pay the premium designated as employer charges.
i. Sworn Classic Member employees contribute one percent (1.0%) of the employer’s PERS contribution.

2. Employee Premium. Employees will be responsible for paying the full nine percent (9%) of their member contribution to PERS.

Article 10. MEDICAL AND DENTAL PLANS

A. Medical Plan – Prior to November 2, 2020: The City will pay 100% of the cost of the medical insurance premium for employees hired prior to November

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2, 2020, and their eligible dependents, not to exceed the cost of the HMOs offered by the City. Employees opting into the City offered PPO will be responsible for the difference between the traditional HMO rate for which they qualify and the PPO rate. For example, an employee who qualifies for EE only would be responsible for the cost between HealthNet HMO employee only and the HealthNet PPO employee only.

B.

Medical Plan – Hired after November 2, 2020: For employees hired after November 2, 2020, the City will pay the following medical insurance contribution amounts only, and employees shall be responsible to cover any medical insurance premium amounts over what the City provides. Effective July 2026 the City’s contribution shall be:

EE only: $750/month
EE plus spouse: $1,400450/month
EE plus child: $1,150/month
EE plus family: $2,000/month.

C. Medical Plan – Retired Employees: The City shall provide monthly medical insurance contributions to retired employees up to the following amounts:
-- Employees who retired before September 1, 1990, shall be eligible to receive up to $125 per month.
-- Employees who retired between September 1, 1990 and January 1, 1998, shall be eligible to receive up to $155 per month.
-- Employees who retire after January 1, 1998, shall be eligible to receive up to $225 per month.

The amount of City-paid contributions towards medical insurance for those who retired prior to 12-31-99 shall be permanently fixed and will not be increased in conjunction with changes in monthly premium rates. -- Those who retire after 1-1-00 will be provided with monthly medical insurance contributions in the amount of eighty-five percent (85%) of the monthly premium of the least expensive HMO plan (for the retiree and covered dependents). The amount of City-paid contributions towards medical insurance premiums for those retired after 1-1-00 shall not be permanently fixed and will increase in conjunction with changes in monthly premium rates Payment of these amounts is subject to the conditions shown below. -- Those who retire after July 1, 2004 will be provided with medical insurance contributions in an amount that does not exceed 80% of the monthly amount of the least expensive HMO (for the retiree and covered dependents identified at time of retirement). That amount shall not be fixed and will increase with changes in the rates that are available through the City provided plans.

Payment of these amounts is subject to the conditions shown below.

1. The employee has 10 years or more of continuous service with the City.

2. Obtain their medical insurance through the City. However, a retiree who chooses to purchase medical insurance from an independent source may receive direct payments from the City in the amounts specified above. In order to receive such payments, the retiree shall provide the City with an annual signed statement certifying that he/she has medical insurance coverage to cover the cost of catastrophic illness or injury for the retiree

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and dependents. Said medical insurance payments shall be made on a quarterly basis.

3. This benefit will be paid until the employee's death or eligibility for Medicare benefits, whichever comes first.

4. In the case of an employee, otherwise eligible for City contribution towards their retiree health insurance, retiring or having retired within forty-five (45) days of a change in the City’s contribution formula provided for herein, the City Manager is hereby given the authority to prospectively adjust the retiree’s health insurance contribution up to the level that went into effect within forty-five days of retirement.

5. The City shall not provide any retiree medical insurance contributions for employees hired after September 18, 2017.

D.

Dental Plan. The City shall contribute to a group dental plan for the employee and eligible dependents in the form of an allocation of up to $33 per month. Such amount shall be applied toward premiums of a City group dental insurance policy.

Article 11. TUITION REIMBURSEMENT

The City shall reimburse employees for the cost of tuition and books up to $1,700 per fiscal year when completing job related professional improvement course offered through the California University system or an accredited private college institution, provided that:

A. The employee has obtained prior approval of either his/her department head or the Personnel Officer.

B. The employee receives a minimum grade of "B" and submits proof thereof.

C. The course is not generally a requirement to fulfill the minimum educational qualifications of his/her position.

Article 12. LONG TERM DISABILITY AND LIFE INSURANCE

A. Long Term Disability Insurance. The City shall provide a long term disability (LTD) plan meeting the following criteria, as defined in the contract with the insurance company:

Waiting period 90 days
Benefit period to age 60
% of insured earnings 66 2/3%
Maximum benefit $7,000 per month
Minimum benefit $100 per month

1. When an employee who is on an extended absence that is eligible under the City’s long term disability plan has passed the 90-day waiting period but has not exhausted their sick leave balance, the City will reimburse the employee for those sick leave hours used from the 90th day until their balance has been exhausted or the employee has returned to work subject to the following conditions:
a. Employee has a minimum of ten (10) years of service with the City; and

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b. Employee’s overall rating for the last three evaluations has been satisfactory or above; and
c. Employee has been stricken with a catastrophic, life threatening injury or illness; and
d. City will reimburse these hours at a rate of one half to one (½:1). e. Employee’s balance will be reimbursed upon employee’s retirement or their return to work.

B.

Life Insurance.

1. The City will also provide a term life insurance policy with a fifty thousand dollar ($50,000) benefit and a five thousand dollar ($5,000) accidental death and dismemberment benefit.

Article 13. WORKERS' COMPENSATION

A. The City will provide workers’ compensation insurance. The State's workers' compensation laws and this Resolution shall govern all aspects of duty related injuries, illnesses, and accidents.

B.

Industrial Injuries and Accidents.

1. Employees shall report any duty related injury or illness which requires medical treatment to the appropriate department supervisor as soon as physically possible.

2. Employees shall report any duty related injury or illness which does not require medical treatment to the appropriate department supervisor by the end of the workday on which the injury or illness occurred.

C.

Accident Reporting. Employees shall report any accident that results in any injury or property damage to the appropriate department supervisor as soon as physically possible.

D. Medical Treatment. Any employee suffering from any duty related injury or illness which requires medical treatment shall immediately seek such treatment from a City designated physician or medical facility.

E. Leave of Absence for Industrial Disability Qualification. An employee suffering a duty related injury or illness that disables that employee from the performance of regular job duties may request a leave of absence for industrial disability. Such request may be submitted in the form or a workers' compensation claim. Any dispute regarding such claim shall be resolved through the State Workers' Compensation Appeals Board process.

F. Compensation. For any employee on leave of absence under the workers' compensation sections of the California Labor Code, accumulated paid leave may be prorated to supplement such temporary disability compensation payments, provided that the total amount shall not exceed the regular gross salary of the employee.

Article 14. AUTOMOBILE

At the discretion of the City Manager, employees in the middle management, professional, confidential service of the City may be provided with the use of a City owned automobile and fuel for business related purposes or a monthly automobile

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allowance in an amount determined by the City Manager not to exceed $300 per month. In no case shall a monthly automobile allowance exceed the equivalent cost of a City owned automobile, fuel, insurance, and maintenance. Personal use of a City owned automobile or receipt of automobile allowance in excess of actual business use may be considered taxable by the Federal or State government and shall be solely the responsibility of the employee. However, any such taxable portion or allocation shall not be treated as salary by the City for the purpose of payroll or other employment taxes and shall not be PERSable.

Article 15. DRUG & ALCOHOL TESTING

All employees in the middle management, professional, confidential service who operate a motor vehicle during the performance of their duties will be subject to drug and alcohol testing in accordance with Administrative Regulations issued by the City Manager.

Article 16. LEAVE OF ABSENCE

A. Any employee who has successfully completed the original probationary period may request a leave of absence for a period of time not to exceed one (1) year.

B. Employee use of leave of absence for a purpose other than that requested shall be considered as an employee's automatic resignation from City service.

C. The City shall have sole discretion in approving or disapproving any employee request for leave of absence or in granting any pay or benefits. Any leave of absence exceeding thirty (30) days must be approved by the City Council.

Article 17. JURY DUTY

A. Employees called for jury duty shall notify the City of the call. If, in the opinion of the City, the absence of the employee would result in undue disruption of work programs, the City may refuse to grant the employee a paid leave of absence to serve on jury duty.

B. Where serious disruption would not occur, the City may permit the employee to serve for a period not to exceed ten (10) business days. The time spent off the job by the employee while actually serving on jury duty under the supervision of the court shall be compensated for on a straight time basis, limited to the employee's normal workday schedule. All per diem reimbursement paid the employee by the court shall be signed over to the City. Failure to provide court verification of jury duty attendance or reimbursement of the court per diem to the City shall be cause for the City not to compensate the employee for jury duty. Any compensation paid to the employee while on jury duty may be deducted from future earnings if the employee fails to provide court verification or reimbursement of the court per diem.

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Article 18. MERGER OF FUNCTIONS

In an effort to reduce operational costs, the City may find it necessary to merge services inter-departmentally. (e.g., park operations being merged within the public works department). In those cases the City Manager shall have the authority to provide manager responsible for overseeing added operations additional compensation not to exceed 10%. Adjustments will only be considered if all the following apply
▪ After two consecutive budget cycles merged operations still remain under affected position’s control
▪ Merger resulted in reduction of at least one management level position ▪ Adjustment must be less than annual savings achieved

Article 19. EXCEPTIONAL PERFORMANCE AWARD

In order to recognize exceptional achievements and contributions, employees covered by this Resolution may be granted an Exceptional Performance Award of up to ten percent (10%) of base salary. Determination of whether an employee meets the standard will be made by the City Manager during an employee's annual evaluation. Details on eligibility, amounts and standards are outlined in the City’s Administrative Regulation No. 304.

Any compensation received as a result of an exceptional performance award will not be calculated as part of an employee’s final salary if the employee is terminated or accepts employment with another agency while they are receiving the award.

Article 20. BILINGUAL PAY

The City will provide a monthly stipend for each position covered by this resolution that demonstrates his/her ability to fluently speak and understand Spanish or another language. The amount of the stipend will be dependent on the amount of usage and value to the agency as deemed by the department head with the City Manager’s approval. In no event will the monthly compensation exceed $200.

To be eligible, an individual must successfully complete a multi-faceted proficiency exam to verify the individual’s abilities. With the exception of Spanish, the City reserves the right based on operational needs to determine which languages will be eligible for bilingual pay as well as certify the numbers of employees it deems necessary.

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In the event a member who is receiving a stipend for the above proficiency pay is off work for a period of longer than 30 consecutive days, the above proficiency pay shall be suspended until 10 days after their return.

Article 21. ADJUSTMENTS FOR NEW APPOINTMENTS

The City Manager shall be authorized to negotiate individual adjustments pursuant to the terms of this Resolution to enable the employment transition of newly appointed employees, e.g., provision of service credit for sick leave credit, for vacation accruals and limited transfer of sick leave and vacation hours from a previous employer.

Article 22. INFORMATION SYSTEMS ON-CALL PAY

In consideration that certain public safety operations are 24 hours a day, 7 days a week and require constant technological support from information systems staff after regular business hours, the City will provide on-call payment to employees in the classifications of Information Systems Technician and Information Systems Specialist. One employee from information systems will be available 365 days per year to address technology issues after regular business hours and shall be eligible to receive compensation for on call duty. Those who are assigned to be on-call shall receive fifteen percent (15%) of their base pay per day when assigned to be on-call.

The Department Head shall determine on-call eligibility for Information Systems Technicians and Information Systems Specialists based on knowledge and abilities.

It is the duty of the on-call employee to respond to call-outs within a reasonable period of time by either phone or in person, depending on the nature of any particular call-out problem.

Article 23. ACTING APPOINTMENTS

The City may designate an employee to an acting capacity in a job classification different than that currently held by the employee. The employee shall receive a minimum of five percent (5%) above the employee’s current base monthly salary added to the employee’s wages after ten (10) consecutive working days of service in such acting capacity.

1. Service in an acting capacity shall not continue beyond six (6) months except upon mutual agreement of all parties.

2. An employee having served in an acting capacity and subsequently having been appointed to the position shall establish a new anniversary date as the first day of permanent appointment to the position.

3. The 5% Acting Appointment Pay shall be non PERSable.

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Section 3. Employees in the Police Captain classification shall now receive benefits as established in the Police Middle Management Memorandum of Understanding approved by Resolution No. 26-40

Section 4. The employees in Fire Middle Management Association are currently in negotiations with the City for the establishment of the initial MOU. Until the adoption of the Fire Middle Management Association MOU, employees in the classifications of Fire Marshal, Fire Battalion Chief, and Deputy Fire Chief shall continue to receive benefits as described in Resolution 25-52.

Section 53. The Mayor shall sign and the City Clerk shall certify to the passage and adoption of this Resolution and thereupon the same shall take effect and be in force.

NOW THEREFORE, BE IT RESOLVED by the City Council of the City of La Verne as follows:

PASSED, APPROVED AND ADOPTED this 20th 8th day of July September 2026.

__________________________________
ATTEST: Tim Hepburn, Mayor

_____________________________________
Debra Fritz, CMC
Deputy City Clerk

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CERTIFICATION

I hereby certify that the foregoing Resolution No. 26-XX was duly and regularly adopted by the City Council of the City of La Verne at a meeting thereof held on the 20th 8th day of July September 2026, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

________________________________
Debra Fritz, CMC
Deputy City Clerk

Agenda Packet - September 8, 2026

RESOLUTION NO. 26-XX

A RESOLUTION OF THE CITY COUNCIL, CITY OF LA VERNE, CALIFORNIA,

AMENDING THE SALARY SCHEDULE FOR FULL-TIME EMPLOYEES

WHEREAS, the City Council periodically amends the Full-Time Salary Chart to reflect approved compensation adjustments and classification changes authorized by the City; and

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of La Verne as follows:

Section 1. the City Council has determined it is necessary to amend the Full-Time Salary Chart to reflect approved compensation and position changes effective September 6, 2026.

Section 2. The Fiscal Year 2026-27 Budget is hereby amended to increase non general funds associated with personnel distributions in the amount of $25,338 and General Fund appropriations by $63,725 to provide funding for the salary and benefit changes associated with the La Verne Middle Management, Professional, and Confidential employees Group.

Section 3. The Fiscal Year 2026-27 Budget is hereby amended to increase Measure LV Fund appropriations by $63,725 for a transfer to the General Fund to reimburse eligible Tier 1 public safety personnel costs associated with the La Verne Middle Management, Professional, and Confidential employees, consistent with the City's approved Measure LV expenditure plan.

Section 4. The Mayor shall sign and the Deputy City Clerk shall certify to the passage and adoption of this Resolution and thereupon the same shall take effect and be in force.

PASSED, APPROVED, AND ADOPTED this 8th day of September, 2026.

______________________________________
Mayor Tim Hepburn

ATTEST:

_______________________________
Debra Fritz, CMC, Deputy City Clerk

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Resolution No. xx-xxx 2

CERTIFICATION

I hereby certify that the foregoing [Resolution No. 26-XX] was duly and regularly adopted by the City Council of the City of La Verne at a meeting thereof held on the 8th day of September, 2026, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

____________________________________
Debra Fritz, CMC, Deputy City Clerk

Agenda Packet - September 8, 2026

CITY OF LA VERNE

FULL TIME SALARY CHART
EFFECTIVE July 12, 2026
QUERY NAME . . . . . PRCHART
LIBRARY NAME . . . . RICHLIB

FILE LIBRARY MEMBER FORMAT
PR005AP LVRNDTA PR005AP PR005AF
PR006AP LVRNDTA PR006AP PR006AF
DATE . . . . . . . . 08/22/26
TIME . . . . . . . . 15:46:19
PAYROLL SALARY CHART FULL TIME 07-12-2026

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08/22/26 15:46:19 CITY OF LA VERNE PAGE 1

FULL TIME SALARY CHART
EFFECTIVE July 12, 2026

GRADE GRADE HOURS WORKED STEP HOURLY ANNUAL RATE

DESCRIPTION PER YEAR AMOUNT RANGE TYPE - UPPER
319 ACCOUNT CLERK I 1,872.000 1 .0000 40,409.00 A ACCOUNT CLERK I 1,872.000 2 .0000 42,429.00 A ACCOUNT CLERK I 1,872.000 3 .0000 44,551.00 A ACCOUNT CLERK I 1,872.000 4 .0000 46,778.00 A ACCOUNT CLERK I 1,872.000 5 .0000 49,117.00 A 321 ACCOUNT CLERK II 1,872.000 1 .0000 44,551.00 A ACCOUNT CLERK II 1,872.000 2 .0000 46,778.00 A ACCOUNT CLERK II 1,872.000 3 .0000 49,117.00 A ACCOUNT CLERK II 1,872.000 4 .0000 51,573.00 A ACCOUNT CLERK II 1,872.000 5 .0000 54,152.00 A 333 ACCOUNT CLERK III 1,872.000 1 .0000 49,117.00 A ACCOUNT CLERK III 1,872.000 2 .0000 51,573.00 A ACCOUNT CLERK III 1,872.000 3 .0000 54,152.00 A ACCOUNT CLERK III 1,872.000 4 .0000 56,859.00 A ACCOUNT CLERK III 1,872.000 5 .0000 59,702.00 A 129 ACCOUNTANT 1,872.000 1 .0000 66,240.00 A ACCOUNTANT 1,872.000 2 .0000 69,552.00 A ACCOUNTANT 1,872.000 3 .0000 73,029.00 A ACCOUNTANT 1,872.000 4 .0000 76,681.00 A ACCOUNTANT 1,872.000 5 .0000 80,515.00 A 164 ACCOUNTING MANAGER 1,872.000 1 .0000 84,785.00 A ACCOUNTING MANAGER 1,872.000 2 .0000 89,025.00 A ACCOUNTING MANAGER 1,872.000 3 .0000 93,476.00 A ACCOUNTING MANAGER 1,872.000 4 .0000 98,150.00 A ACCOUNTING MANAGER 1,872.000 5 .0000 103,057.00 A 183 ADMIN. BATTALION CHIEF 2,080.000 1 .0000 157,473.00 A ADMIN. BATTALION CHIEF 2,080.000 2 .0000 165,346.00 A ADMIN. BATTALION CHIEF 2,080.000 3 .0000 173,614.00 A ADMIN. BATTALION CHIEF 2,080.000 4 .0000 182,294.00 A ADMIN. BATTALION CHIEF 2,080.000 5 .0000 191,409.00 A 131 ADMINISTRATIVE ANALYST 1,872.000 1 .0000 55,466.00 A ADMINISTRATIVE ANALYST 1,872.000 2 .0000 58,239.00 A ADMINISTRATIVE ANALYST 1,872.000 3 .0000 61,151.00 A ADMINISTRATIVE ANALYST 1,872.000 4 .0000 64,209.00 A ADMINISTRATIVE ANALYST 1,872.000 5 .0000 67,419.00 A 301 ADMINISTRATIVE CLERK I 1,872.000 1 .0000 37,314.00 A ADMINISTRATIVE CLERK I 1,872.000 2 .0000 39,180.00 A ADMINISTRATIVE CLERK I 1,872.000 3 .0000 41,139.00 A prchart/richlib

Agenda Packet - September 8, 2026
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FULL TIME SALARY CHART
EFFECTIVE July 12, 2026

GRADE GRADE HOURS WORKED STEP HOURLY ANNUAL RATE

DESCRIPTION PER YEAR AMOUNT RANGE TYPE - UPPER
301 ADMINISTRATIVE CLERK I 1,872.000 4 .0000 43,195.00 A ADMINISTRATIVE CLERK I 1,872.000 5 .0000 45,355.00 A 309 ADMINISTRATIVE CLERK II 1,872.000 1 .0000 41,139.00 A ADMINISTRATIVE CLERK II 1,872.000 2 .0000 43,196.00 A ADMINISTRATIVE CLERK II 1,872.000 3 .0000 45,356.00 A ADMINISTRATIVE CLERK II 1,872.000 4 .0000 47,623.00 A ADMINISTRATIVE CLERK II 1,872.000 5 .0000 50,005.00 A 340 ADMINISTRATIVE SPECIALIST 1,872.000 1 .0000 52,048.00 A ADMINISTRATIVE SPECIALIST 1,872.000 2 .0000 54,651.00 A ADMINISTRATIVE SPECIALIST 1,872.000 3 .0000 57,383.00 A ADMINISTRATIVE SPECIALIST 1,872.000 4 .0000 60,252.00 A ADMINISTRATIVE SPECIALIST 1,872.000 5 .0000 63,265.00 A 520 AMBULANCE OPERATOR 2,080.000 1 .0000 35,152.00 A AMBULANCE OPERATOR 2,080.000 2 .0000 36,910.00 A AMBULANCE OPERATOR 2,080.000 3 .0000 38,755.00 A AMBULANCE OPERATOR 2,080.000 4 .0000 40,693.00 A AMBULANCE OPERATOR 2,080.000 5 .0000 42,727.00 A 124 ASSISTANT CITY CLERK 1,872.000 1 .0000 69,016.00 A ASSISTANT CITY CLERK 1,872.000 2 .0000 72,467.00 A ASSISTANT CITY CLERK 1,872.000 3 .0000 76,091.00 A ASSISTANT CITY CLERK 1,872.000 4 .0000 79,895.00 A ASSISTANT CITY CLERK 1,872.000 5 .0000 83,890.00 A 280 ASSISTANT CITY MANAGER 1,872.000 1 .0000 168,886.00 A ASSISTANT CITY MANAGER 1,872.000 2 .0000 177,330.00 A ASSISTANT CITY MANAGER 1,872.000 3 .0000 186,197.00 A ASSISTANT CITY MANAGER 1,872.000 4 .0000 195,507.00 A ASSISTANT CITY MANAGER 1,872.000 5 .0000 205,282.00 A 147 ASSISTANT PLANNER 1,872.000 1 .0000 65,686.00 A ASSISTANT PLANNER 1,872.000 2 .0000 68,970.00 A ASSISTANT PLANNER 1,872.000 3 .0000 72,419.00 A ASSISTANT PLANNER 1,872.000 4 .0000 76,040.00 A ASSISTANT PLANNER 1,872.000 5 .0000 79,842.00 A 148 ASSOCIATE PLANNER 1,872.000 1 .0000 72,418.00 A ASSOCIATE PLANNER 1,872.000 2 .0000 76,039.00 A ASSOCIATE PLANNER 1,872.000 3 .0000 79,841.00 A ASSOCIATE PLANNER 1,872.000 4 .0000 83,833.00 A ASSOCIATE PLANNER 1,872.000 5 .0000 88,025.00 A prchart/richlib

Agenda Packet - September 8, 2026
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FULL TIME SALARY CHART
EFFECTIVE July 12, 2026

GRADE GRADE HOURS WORKED STEP HOURLY ANNUAL RATE

DESCRIPTION PER YEAR AMOUNT RANGE TYPE - UPPER
297 ASST CITY MNGR/DIR PUB WK 1,872.000 1 .0000 179,094.00 A ASST CITY MNGR/DIR PUB WK 1,872.000 2 .0000 188,048.00 A ASST CITY MNGR/DIR PUB WK 1,872.000 3 .0000 197,451.00 A ASST CITY MNGR/DIR PUB WK 1,872.000 4 .0000 207,323.00 A ASST CITY MNGR/DIR PUB WK 1,872.000 5 .0000 217,690.00 A 272 ASST. TO THE CITY MGR. 1,872.000 1 .0000 121,726.00 A ASST. TO THE CITY MGR. 1,872.000 2 .0000 127,812.00 A ASST. TO THE CITY MGR. 1,872.000 3 .0000 134,202.00 A ASST. TO THE CITY MGR. 1,872.000 4 .0000 140,912.00 A ASST. TO THE CITY MGR. 1,872.000 5 .0000 147,958.00 A 306 AUTO PARTS TECHNICIAN 1,872.000 1 .0000 42,776.00 A AUTO PARTS TECHNICIAN 1,872.000 2 .0000 44,915.00 A AUTO PARTS TECHNICIAN 1,872.000 3 .0000 47,160.00 A AUTO PARTS TECHNICIAN 1,872.000 4 .0000 49,518.00 A AUTO PARTS TECHNICIAN 1,872.000 5 .0000 51,994.00 A 298 CITY MANAGER 1,872.000 1 .0000 275,679.00 A 149 CODE COMPLIANCE OFFICER 1,872.000 1 .0000 62,725.00 A CODE COMPLIANCE OFFICER 1,872.000 2 .0000 65,861.00 A CODE COMPLIANCE OFFICER 1,872.000 3 .0000 69,154.00 A CODE COMPLIANCE OFFICER 1,872.000 4 .0000 72,611.00 A CODE COMPLIANCE OFFICER 1,872.000 5 .0000 76,242.00 A 156 COMM. SERV. SUPERINTEND 1,872.000 1 .0000 84,159.00 A COMM. SERV. SUPERINTEND 1,872.000 2 .0000 88,367.00 A COMM. SERV. SUPERINTEND 1,872.000 3 .0000 92,785.00 A COMM. SERV. SUPERINTEND 1,872.000 4 .0000 97,425.00 A COMM. SERV. SUPERINTEND 1,872.000 5 .0000 102,296.00 A 425 COMMUNICATIONS OFFICER 2,080.000 1 .0000 62,189.00 A COMMUNICATIONS OFFICER 2,080.000 2 .0000 65,299.00 A COMMUNICATIONS OFFICER 2,080.000 3 .0000 68,564.00 A COMMUNICATIONS OFFICER 2,080.000 4 .0000 71,992.00 A COMMUNICATIONS OFFICER 2,080.000 5 .0000 75,592.00 A 138 COMMUNICATIONS SUPERVISOR 2,080.000 1 .0000 78,093.00 A COMMUNICATIONS SUPERVISOR 2,080.000 2 .0000 81,997.00 A COMMUNICATIONS SUPERVISOR 2,080.000 3 .0000 86,097.00 A COMMUNICATIONS SUPERVISOR 2,080.000 4 .0000 90,402.00 A COMMUNICATIONS SUPERVISOR 2,080.000 5 .0000 94,922.00 A 119 COMMUNITY RISK RED SPEC 1,872.000 1 .0000 91,723.00 A prchart/richlib

Agenda Packet - September 8, 2026
08/22/26 15:46:19 CITY OF LA VERNE PAGE 4

FULL TIME SALARY CHART
EFFECTIVE July 12, 2026

GRADE GRADE HOURS WORKED STEP HOURLY ANNUAL RATE

DESCRIPTION PER YEAR AMOUNT RANGE TYPE - UPPER
119 COMMUNITY RISK RED SPEC 1,872.000 2 .0000 96,309.00 A COMMUNITY RISK RED SPEC 1,872.000 3 .0000 101,125.00 A COMMUNITY RISK RED SPEC 1,872.000 4 .0000 106,181.00 A COMMUNITY RISK RED SPEC 1,872.000 5 .0000 111,490.00 A 317 CUSTOMER SERVICE ASSISTNT 1,872.000 1 .0000 37,314.00 A CUSTOMER SERVICE ASSISTNT 1,872.000 2 .0000 39,180.00 A CUSTOMER SERVICE ASSISTNT 1,872.000 3 .0000 41,139.00 A CUSTOMER SERVICE ASSISTNT 1,872.000 4 .0000 43,195.00 A CUSTOMER SERVICE ASSISTNT 1,872.000 5 .0000 45,355.00 A 331 CUSTOMER SERVICE LEAD 1,872.000 1 .0000 55,115.00 A CUSTOMER SERVICE LEAD 1,872.000 2 .0000 57,870.00 A CUSTOMER SERVICE LEAD 1,872.000 3 .0000 60,764.00 A CUSTOMER SERVICE LEAD 1,872.000 4 .0000 63,802.00 A CUSTOMER SERVICE LEAD 1,872.000 5 .0000 66,992.00 A 318 CUSTOMER SERVICE REP. I 1,872.000 1 .0000 45,343.00 A CUSTOMER SERVICE REP. I 1,872.000 2 .0000 47,610.00 A CUSTOMER SERVICE REP. I 1,872.000 3 .0000 49,990.00 A CUSTOMER SERVICE REP. I 1,872.000 4 .0000 52,490.00 A CUSTOMER SERVICE REP. I 1,872.000 5 .0000 55,114.00 A 330 CUSTOMER SERVICE REP. II 1,872.000 1 .0000 49,991.00 A CUSTOMER SERVICE REP. II 1,872.000 2 .0000 52,490.00 A CUSTOMER SERVICE REP. II 1,872.000 3 .0000 55,115.00 A CUSTOMER SERVICE REP. II 1,872.000 4 .0000 57,871.00 A CUSTOMER SERVICE REP. II 1,872.000 5 .0000 60,764.00 A 118 DEPUTY CITY CLERK 1,872.000 1 .0000 60,478.00 A DEPUTY CITY CLERK 1,872.000 2 .0000 63,502.00 A DEPUTY CITY CLERK 1,872.000 3 .0000 66,677.00 A DEPUTY CITY CLERK 1,872.000 4 .0000 70,011.00 A DEPUTY CITY CLERK 1,872.000 5 .0000 73,511.00 A 173 DEPUTY DIR OF PUBLIC WRKS 1,872.000 1 .0000 129,149.00 A DEPUTY DIR OF PUBLIC WRKS 1,872.000 2 .0000 135,607.00 A DEPUTY DIR OF PUBLIC WRKS 1,872.000 3 .0000 142,387.00 A DEPUTY DIR OF PUBLIC WRKS 1,872.000 4 .0000 149,507.00 A DEPUTY DIR OF PUBLIC WRKS 1,872.000 5 .0000 156,982.00 A 125 DEPUTY FIRE CHIEF 2,080.000 1 .0000 188,770.00 A DEPUTY FIRE CHIEF 2,080.000 2 .0000 198,209.00 A DEPUTY FIRE CHIEF 2,080.000 3 .0000 208,119.00 A DEPUTY FIRE CHIEF 2,080.000 4 .0000 218,525.00 A prchart/richlib

Agenda Packet - September 8, 2026
08/22/26 15:46:19 CITY OF LA VERNE PAGE 5

FULL TIME SALARY CHART
EFFECTIVE July 12, 2026

GRADE GRADE HOURS WORKED STEP HOURLY ANNUAL RATE

DESCRIPTION PER YEAR AMOUNT RANGE TYPE - UPPER
125 DEPUTY FIRE CHIEF 2,080.000 5 .0000 229,452.00 A 123 DEPUTY FIRE MARSHAL 1,872.000 1 .0000 76,175.00 A DEPUTY FIRE MARSHAL 1,872.000 2 .0000 79,984.00 A DEPUTY FIRE MARSHAL 1,872.000 3 .0000 83,983.00 A DEPUTY FIRE MARSHAL 1,872.000 4 .0000 88,182.00 A DEPUTY FIRE MARSHAL 1,872.000 5 .0000 92,592.00 A 275 DIR OF COMMUNITY DEV. 1,872.000 1 .0000 154,988.00 A DIR OF COMMUNITY DEV. 1,872.000 2 .0000 162,737.00 A DIR OF COMMUNITY DEV. 1,872.000 3 .0000 170,874.00 A DIR OF COMMUNITY DEV. 1,872.000 4 .0000 179,418.00 A DIR OF COMMUNITY DEV. 1,872.000 5 .0000 188,389.00 A 271 DIR OF PARKS & RECREATION 1,872.000 1 .0000 145,499.00 A DIR OF PARKS & RECREATION 1,872.000 2 .0000 152,774.00 A DIR OF PARKS & RECREATION 1,872.000 3 .0000 160,412.00 A DIR OF PARKS & RECREATION 1,872.000 4 .0000 168,433.00 A DIR OF PARKS & RECREATION 1,872.000 5 .0000 176,855.00 A 286 DIR OF PUB WKS/CITY ENGNR 1,872.000 1 .0000 189,221.57 A DIR OF PUB WKS/CITY ENGNR 1,872.000 2 .0000 198,682.65 A DIR OF PUB WKS/CITY ENGNR 1,872.000 3 .0000 208,616.78 A DIR OF PUB WKS/CITY ENGNR 1,872.000 4 .0000 219,047.62 A DIR OF PUB WKS/CITY ENGNR 1,872.000 5 .0000 230,000.00 A 285 DIR. OF PUBLIC WORKS 1,872.000 1 .0000 176,223.00 A DIR. OF PUBLIC WORKS 1,872.000 2 .0000 185,034.00 A DIR. OF PUBLIC WORKS 1,872.000 3 .0000 194,286.00 A DIR. OF PUBLIC WORKS 1,872.000 4 .0000 204,000.00 A DIR. OF PUBLIC WORKS 1,872.000 5 .0000 214,200.00 A 276 DIRECTOR OF FINANCE 1,872.000 1 .0000 154,250.00 A DIRECTOR OF FINANCE 1,872.000 2 .0000 161,962.00 A DIRECTOR OF FINANCE 1,872.000 3 .0000 170,060.00 A DIRECTOR OF FINANCE 1,872.000 4 .0000 178,563.00 A DIRECTOR OF FINANCE 1,872.000 5 .0000 187,492.00 A 345 EQUIPMENT MECHANIC I 1,872.000 1 .0000 52,485.00 A EQUIPMENT MECHANIC I 1,872.000 2 .0000 55,109.00 A EQUIPMENT MECHANIC I 1,872.000 3 .0000 57,865.00 A EQUIPMENT MECHANIC I 1,872.000 4 .0000 60,758.00 A EQUIPMENT MECHANIC I 1,872.000 5 .0000 63,796.00 A 347 EQUIPMENT MECHANIC II 1,872.000 1 .0000 57,865.00 A prchart/richlib