RECEIVED
To: Laguna Beach City Council Members
Re: Consent Item 15 City Purchasing Policy
OCT 1 4 2025
Date: October 14, 2025
City Clerk's Office
Dear Councilmembers: City of Laguna Beach, CA
I am writing in support of the proposed updated purchasing policy. I am particularly pleased that the City is strengthening its competitive procurement process, which not only promotes fairness and transparency, but also supports City stewardship of taxpayer resources by helping to ensure the City receives the best value for the money spent. Because procurement is at the heart of how funds leave an organization, historically it has often been one of the more prevalent sources of financial fraud, and is a key part of any organization's internal control structure. This revised policy is a positive step toward strengthening the City's internal controls surrounding the purchasing function and I commend both the Director of Finance and the City Manager for bringing it forward.
That said, I believe a slight addition would strengthen the document. Exceptions are the inevitable part of any rule and the proposed policy rightly points out situations in Section
2.30.050 where exceptions to the competitive bidding rule might come up. While the policy gives broad discretion to the City Manager and City Council (in 2.30.050A. and B.5) and to the City Attorney (in 2.30.050F) in using judgement to determine the appropriateness of an exception, it does not provide much guidance on the factors that might go into making that determination.
In Section 2.30.050, the document also provides the City Manager with the same discretion, but also requires that that contract file include sufficient documentation that justifies bid impracticality and determines that the selection process does not otherwise violate any Federal or State law. I would suggest that 2.30.050A, 2.30.050B.5 and 2.30.050F also contain a requirement to include justification for a selection process exception, similar to that outlined in
2.30.050G, in the file. And in all four cases, to the extent the contract requires Council approval, I would suggest the justification be included as part of the Agenda package materials made available for Council review.
Again, my thanks as a resident and my appreciation as a finance person to The Director of Finance and the City Manager for a job well done.
Regards,
Mary Locatelli