Agenda packet, regular meeting — Los Altos City Council, June 23, 2026 (part 1 of 3)

CITY COUNCIL MEETING
AGENDA
June 23, 2026 - 7:00 PM
In Person
PARTICIPATION: Members of the public are invited to participate by attending the meeting at the Los Altos Council Chamber, located at Los Altos City Hall, 1 N. San Antonio Rd, Los Altos, CA, during the meeting.

Public comments are accepted in person at the physical meeting location or via email to [email protected] or through the Public Comment forum on the city website: Public Comments Form.

RULES FOR CONDUCT: According to Los Altos Municipal Code, Section 2.05.010 "Interruptions and rules for conduct": Understanding that the purpose of the city council meetings is to conduct the people's business for the benefit of all the people, in the event that any meeting of the city council is willfully interrupted by a person or group of persons so as to render the orderly conduct of the meeting impossible, the mayor, mayor pro tem, or any other member of the city council acting as the chair may order the removal of the person or persons responsible for the disruption and bar them from further attendance at the council meeting, or otherwise proceed pursuant to Government Code Section 54957.0 or any applicable penal statute or city ordinance.

REMOTE MEETING OBSERVATION: Members of the public may view the meeting via the link below, but will not be permitted to provide public comment via Zoom or telephone. Public comments will be accepted in person, and members of the public may submit written comments by following the instructions below. https://losaltosca-gov.zoom.us/j/99500114824?pwd=jMgxOG4mx6S6nub4hmkaTlxqBvpkji.1 Telephone: 1-669-444-9171 / Webinar ID: 995 0011 4824 / Passcode: 327692 SUBMIT WRITTEN COMMENTS: Before the meeting, comments on matters listed on the agenda may be emailed to [email protected]. Emailed public comments sent directly to the City Council, either as a group or individually, will not be included in the agenda packet but may be disclosable as part of a public records request. Emails sent to [email protected] will be included in the appropriate agenda packet and are also disclosable as part of a public records request.

Please note: Personal information, such as e-mail addresses, telephone numbers, home addresses, and other contact information, is not required to be included with your comments. If this information is included in your written comments, it will become part of the public record. Redactions and/or edits will not be made to public comments, and the comments will be posted as submitted. Please do not include any information in your communication that you do not want to be made public.

Correspondence submitted in hard copy/paper format must be received by 2:00 p.m. on the day of the meeting to ensure distribution prior to the meeting. Hard copy/paper format comments presented during the meeting will be distributed to the City Council the following day. Members of the public may present a copy of their comments or attachments to the City Clerk for distribution to the City Council.

The Mayor will open public comment and will announce the length of time provided for comments during each item.

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AGENDA

CALL MEETING TO ORDER

ESTABLISH QUORUM

PLEDGE OF ALLEGIANCE

REPORT ON CLOSED SESSION

CHANGES TO THE ORDER OF THE AGENDA

SPECIAL ITEMS
Issue Proclamation Recognizing July as Parks & Recreation Month

PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA
Members of the audience may bring to the Council's attention any item that is not on the agenda. The Mayor will announce the time speakers will be granted before comments begin. Please be advised that, by law, the City Council is unable to discuss or take action on issues presented during the Public Comment Period.

According to State Law (also known as “The Brown Act”) items must first be noted on the agenda before any discussion or action.

CONSENT CALENDAR
These items will be considered by one motion. Prior to consideration of the Consent Calendar, a Councilmember may remove an item from the Consent Calendar. Any item removed from the Consent Calendar for discussion will be handled at the discretion of the Mayor.

1. Approval of Meeting Minutes - Draft Regular Meeting Minutes of June 9, 2026

2. Adoption of Resolution - Project Acceptance of Structural Reach Replacement Adopt resolution and accept completion of the Structural Reach Replacement, Project WW-01002; and authorize the Public Works Engineering Department Director to record a Notice of Completion as required by law.

3. Adoption of Resolution - Project Acceptance of Intersection Access Barrier Removal Adopt resolution and accept completion of the Intersection Access Barrier Removal, Project TS01058; and authorize the Public Works Engineering Department Director to record a Notice of Completion as required by law.

4. Adoption of Resolution - Project Acceptance of the Los Altos Community Center Emergency Operations Center
Adopt a resolution accepting completion of the Los Altos Community Center Emergency Operations Center Project CF-01021; authorize the Park & Recreation Director to record a Notice of Completion as required by law; and find that acceptance of the completed work is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301

5. Adoption of Ordinance - Amending Commissions and Commission Membership Adopt the ordinance that will amend the Commission membership to 5 members for Complete Streets, Environmental, Financial, and Planning through a natural attrition process, meaning that no current Commissioners will be removed from their membership as a result of this action; transition the Youth Commission to a Youth Council Academy that will no longer serve in an advisory capacity to the City Council and will not be subject to the Brown Act; and, transition the Senior

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Commission to a Senior Committee that will serve in an advisory capacity to City staff and will not be subject to the Brown Act

6. Acceptance of Treasurer's Report
Receive and file the City’s Treasurer’s Report for the quarter ending March 31, 2026

7. Approval of the Updated Purchasing Policy (June 2026) Approve the updated Purchasing Policy (June 2026), superseding the June 2025 Purchasing Policy.

8. Authorize the City Manager to Execute an Agreement for the Urban Forest Assessment Adopt a Resolution authorizing the City Manager to execute a professional services agreement with Dudek to conduct an updated public tree inventory, perform a land cover assessment, and develop both a city operational and maintenance guide and a residential guide in a total amount not to exceed $199,808

9. Adoption of Ordinance - Sidewalk Maintenance and Repair Adopt an ordinance adding a new Chapter 9.32 of the Municipal Code entitled "Maintenance and repair of sidewalks"

DISCUSSION ITEMS

10. Adoption of Resolution - SB707 Disruption Policy
Adopt a Resolution approving the Senate Bill 707 (SB707) Disruption Policy and Approve the use of Zoom Technologies for Remote Public Participation

11. Receive Report - Elections Code Section 9212
Staff recommends the City Council receive the Elections Code Section 9212 Report for the proposed Measure entitled “Los Altos Downtown Parking Plazas Ordinance.”

12. Determination of Action - Proposed Initiative Measure Select one of the following actions, pursuant to Elections Code Section 9215:
• Adopt the proposed "Los Altos Downtown Parking Plaza Ordinance" without alteration at the June 23, 2026 meeting (or within 10 days); or
• Submit the proposed "Los Altos Downtown Parking Plaza Ordinance" without alteration to the voters at the next general municipal and statewide election of November 3, 2026

13. Consideration of an Advisory Ballot Measure Regarding the Los Altos Downtown Parking Plaza Ordinance
Provide direction to staff on whether to draft a resolution placing an advisory measure or measures on the upcoming municipal ballot

INFORMATIONAL ITEMS / COUNCIL Q&A
There will be no discussion or action on Informational Items. The Council Q&A will be included in the packet the day of the meeting.

14. Tentative Council Calendar and Housing Element Implementation Schedule

15. 06-23-2026 Council QA

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COUNCIL/STAFF REPORTS AND DIRECTIONS ON FUTURE AGENDA ITEMS

ADJOURNMENT

SPECIAL NOTICES TO THE PUBLIC
According to the City Council Norms and Procedures: It will be customary to have a recess at approximately 9:00 p.m. Before the recess, the Mayor shall announce whether any items will be carried over to the next meeting. The established hour after which no new items will be started is 11:00 p.m. Remaining items, however, may be considered by consensus of the Council.

In compliance with the Americans with Disabilities Act, the City of Los Altos will make reasonable arrangements to ensure accessibility to this meeting. If you need special assistance to participate in this meeting, please get in touch with the City Clerk at least 72 hours before the meeting.

All public records relating to an open session item on this agenda, which are not exempt from disclosure according to the California Public Records Act, and that are distributed to a majority of the legislative body, will be available for public inspection at the same time that the public records are distributed or made available to the legislative body.

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From: [email protected]
To: Public Comment
Subject: Online Form Submittal: Public Comment Submission to City Council Date: Thursday, June 18, 2026 4:10:15 PM
Public Comment Submission to City Council
Submitting Written Comments on Agenda Items
Please note: Personal information, such as email addresses, telephone numbers, home addresses, and other contact information are not required to be included with your comments. If this information is included, they will become part of the public record. Redactions and/or edits will not be made to public comments, and the comments will be posted as they are submitted. Please do not include any information in your communication that you do not want to be made public.

Public comments submitted by 5:00 PM of the meeting date will be included in the agenda packet.

Public comments and any associated attachments are subject to the California Public Records Act.

Your Public Comment Please don't be too picky on home inspections if the problem is NOT life threatening and/or is NOT going to cause any harm.

Requiring little fixes only makes the building process slower and doesn't help with more housing.

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From: Maria Bautista
To: Public Comment - PC; Public Comment; City Council; General Plan Update Subject: Draft General Plan Vision Statement
Date: Sunday, June 21, 2026 9:19:19 PM
Attachments: Draft General Plan Vision Statement.pdf
Hello,
At the June 18 Planning Commission Meeting, I suggested the commission and the consultants check updates to the General Plan against the current/past plan(s) as is standard good practice when updating a city’s “constitution.” Attached are suggested edits that offer a through line from the language in the 2002 and 1987 General Plan Vision Statements that captures sentiments still stated by Los Altos residents, as proven in the consultant reports.

Again, residents continue to say that the historic, semi-rural nature of Los Altos with its natural green spaces and trees are defining aspects of our unique and authentic city.

Please consider edits that accurately reflect the evolution of our General Plan.

Thank you,
Maria Bautista

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Located in the heart of Silicon Valley, Los Altos is a quiet, semi-rural residential community with family-friendly neighborhoods, tree-lined streets, excellent schools, and an enviable authentic quality of life.

Its walkable historic downtown serves as a cherished hub of community activity, while its proximity to major employment centers and easy access to parks, regional trails and nature preserves continue to make it a desirable place to live and raise a family.

Looking to the future, Los Altos will embrace its role within Silicon Valley while remaining a quiet, peaceful and friendly family-friendly refuge with a strong sense of community.

In 2050, Los Altos will continue to be a model of multigenerational living, offering diverse and innovative housing options that serve residents at all stages of life, while remaining a welcoming home for a diverse population and a leader in environmental stewardship and historic preservation.

Its vibrant and quaint downtown village and unique neighborhood centers will be focal points of community life, easily accessible by foot, bicycle, or shared modes of transportation. Its expansive tree canopy and abundant, connected green spaces will continue to be protected and expanded to help moderate climate, add beauty ummertime heat, replenish the natural environment, and contribute to the physical and mental well being of residents.

A truly modern quintessential small town, Los Altos will thoughtfully integrate new technologies and leverage the knowledge, creativity and skills of its residents and businesses to address its challenges while celebrating the people and stories that have shaped the community.

Los Altos will be a community that invites constructive dialogue and broad participation in civic life and that strategically remains independent while cooperating with its neighbors as it invests in public infrastructure, community facilities, and programs and services for the benefit of current and future generations.

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From: Jim Fawcette
To: City Council; Public Comment
Cc: Administrator
Subject: Subject: Lack of Traffic Enforcement and Dangerous Driving Hazards in Los Altos Date: Monday, June 22, 2026 9:58:44 AM
Attachments: 360DriverJune12StateSt_ 1.png
360DriverJune12StateSt_2.png
360DriverJune12StateSt_3.png
360DriverJune12StateSt_4.png
360DriverJune12StateSt_5.png
To: [email protected], [email protected] CC: [email protected]
Re: Risky Traffic Violations Ignored
Hello. Since my dashcam caught an interesting traffic event, it seemed like a good excuse to share my concern over traffic behavior in downtown Los Altos. Illegal driving has become routine and it appears the local traffic police have de facto or overtly decided not to enforce these laws. Most are low-speed traffic infractions but the sheer volume risks accidents and injuries. The longer we go without enforcement the more extreme and common these violations become.

Here's a video of one simple example at State Street and Second, an event you can observe there several times a week. A car runs the stop sign, performs a 360-degree turn through the four-way stop—literally around a legally crossing truck blocking the driver's view of pedestrians or other vehicles—then the driver hits his brakes to avoid a pedestrian before going over the curb cut to complete his turn (latter part is off screen). To view the two second (2:28s) video on Dropbox click here. I'll include screen images at the end of this email.

This wasn't selected because it is extreme. Just the opposite. You can see worse behavior weekly at the same intersection. These include:
* SUVs that attempt the 360 deg turn at State-and-Second but are so clumsy they end up bumping over the curb cuts and scattering pedestrians like pigeons.
* Four Los Altos police officers exit Peet's coffee and get into a parked police vehicle that performs a three-point turn across a double-yellow line rather than driving perhaps 70 feet to the corner to turn. Granted, that's much better than many SUV drivers who need 5 or 6 "points" for their 3- point turn.
* Drivers that park on the wrong side of the street and then exit by driving down the wrong side.
* eBikes that jump randomly between the sidewalk, bike lanes, and

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driving in line with autos. A couple of weeks ago 2 kids rode down the wrong side of State Street for a couple of blocks, the girl on the back waving her arms in the air with a big grin, neither passenger wearing a helmet. Fortunately, no one hit them head-on.
* Tesla that parked on Main Street by backing into a diagonal slot on the opposite side of the street which, of course, meant it had to exit by driving at oncoming traffic. I didn't know Tesla's auto-park had gotten that accurate. I don't trust mine.
* Pedestrian that jumped out behind my car as i backed into a parking spot while dealing with two cars moving around me, not cutting me an inch of slack. Strange how I was more scared than he was.

I understand how these habits developed during Covid when the streets seemed as empty as scenes from a vampire apocalypse movie. And I'm hardly an absolutist regarding rolling stops and double yellow lines. But now there's traffic. Perhaps it is time to actually enforce simple traffic regulations? Just a suggestion.

Other than four-way stop violations, crossing double yellow lines, illegal parking, driving on the wrong side of the raod, and failing to yield to pedestrians... what's not to like? :)
If you got this far, thank you for reading and your consideration. / jim
Five images from the short video:
1 of 5 The white compact runs the stop sign, heading straight for the curb cut.

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2 of 5 The driver then turns sharply left to go around a moving truck that legally entered the intersection.
3 of 5: The car passes behind the truck and turns again entering the perpendicular crosswalk, but the driver likely could not see around the truck and then slams on the brakes to avoid a pedestrian entering the adjoining crosswalk.

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4 of 5 Car waits, sitting along the length of one crosswalk, blocking both lanes of traffic on Second Street as the pedestrian continues. 5 of 5 And, finally, the car drives over the pedestrian cutout (not within sight to the viewer's left) before re-entering State Street.

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Again, this isn't close to the worst you can see there every week. #
--
~~~~~~~~~~~~~~~~~~~~~~~~~~
Jim Fawcette |
Google Voice number (669) 256-0744
https://twitter.com/TheFawcette

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From: Anne Paulson
To: Public Comment
Subject: June 23 2026, Item 11 public comment
Date: Monday, June 22, 2026 1:04:10 PM
Dear Mayor Meadows and Councilmembers,
I write to draw your attention to a provision of the proposed ballot measure not called out in the 9212 report. The ballot measure will attract lawsuits; indeed, YIMBY Law already has said they will sue the instant it passes. By Section 10 of the ballot measure, not only does the city have to defend against these lawsuits, but when the city loses, the city must appeal or pay for the proponents to appeal. That means we, the taxpayers of Los Altos, will have to pay to lose not just at the trial court, but again at the appellate court and yet again if the State Supreme Court decides to take up the case.

As YIMBY Law has explained, the ballot measure violates Housing Element law, the Housing Accountability Act, and the Permit Streamlining Act. Voters need to be made aware that a vote for the ballot measure is a vote to waste many hundreds of thousands of dollars to lose lawsuits and appeals. And it could be even more money—recall that when the city wanted to appeal the 40 Main Street decision, the judge required the city to put up a seven million dollar bond, which would have been forfeited if the city lost. We should not go in this direction!
Los Altos should use our money to make our city better, not on losing court battles.

Sincerely,
Anne Paulson

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From: [email protected]
To: Public Comment
Subject: [External Sender]public comments June 23, 2026 council meeting agenda item 13 Date: Tuesday, June 23, 2026 12:41:40 PM
Dear City Council:

The council’s action to put advisory questions on the ballot is “ill-advised” and frankly just plan deceptive.

We need our parking plazas for parking, for small town ambiance, and for easy of entry and egress they provide. Our trees provide a cooling canopy for the entire downtown and the bring significant economic benefit to the city.

But we also need our parking plazas to serve as a land bank for our new housing mandates, now and in the future.

The City’s ill-advised and irresponsible plan to take three of the parking plazas and use that valuable downtown land for a performing arts center (which belongs at the Civic Center), a one plus acre park (which should be significantly smaller and closer to the center of town), and for a parking garage (which is seriously undersized given the loss of parking in the other lots and the housing slated for plazas 7 and 8) is just plain wrong.

The alternative is the Downtown Parking Plazas voter initiative which preserves the three parking plazas, now for parking, and in the future, if necessary, for housing. The city plan to lose three housing opportunity sites is a far greater risk of jeopardizing our housing plan than the voter initiative, which loses no plazas to development.

It is irresponsible for this council and city staff to state otherwise. Los Altos voters aren’t stupid-they can count and they don’t like being taken for fools. And the law is clear: the city in its advisory measure cannot link unrelated policy issues. The proposed questions are not seeking voters’ preference; instead, they present a series of negative assumptions about what might happen if the initiative passes. They falsely link approval of the initiative with the need for increased density in single-family neighborhoods, taller buildings, reduced parking, housing element decertification, Builder’s Remedy risks, litigation, and widespread rezoning.

By placing such questions on the ballot, the City is using its position of authority to define and mischaracterize the initiative. Voters could reasonably conclude that a vote for the initiative is also a vote for taller buildings, more density, and rezoning of single-family neighborhoods.

That is not what the initiative intends, what it says, and is not what voters are being asked to decide.

The City should avoid language that could be perceived as coercive, speculative or argumentative, or worse at attempt to use public resource to take sides. I hope the City will abide by both the law and spirit of the law with regard the initiative.

Virus-free.www.avg.com

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From: ForLosAltos
To: Public Comment
Subject: Public Comment: City Council Meeting June 23, 2026- Item #11 9212 Study Date: Tuesday, June 23, 2026 1:34:56 PM
Please acknowledge receipt of this Public Comment.

Dear Council Members:

We appreciate City Council’s consideration of the two options for the Downtown Parking Plazas Ordinance and your respect for the rights associated with citizen voter initiatives. Given that the 9212 Report provided no clear objection and the ordinance is akin to the standing Municipal Codes that protect parks, open space and the Civic Center, we hope you will consider avoiding any additional costs to Los Altos taxpayers by supporting the ordinance.

The taxpayer-funded 9212 Report relies on speculation and only muddies the waters. Vague warnings about "decreased compliance" and "compromised plans" manufacture a sense of risk where none exists. Most egregious, the report contains 16 pages of partisan "YIMBY Law" letters as official exhibits, giving a non-legal, non-authoritative, private activist group a significant platform inside of an official City-sponsored analysis.

To be clear, the Downtown Parking Plazas initiative is not an anti-housing measure:

Preserves Designated Housing Sites: The initiative explicitly allows Parking Plazas 7 and 8 to remain available for future affordable housing development, without voter approval, in line with the City’s compliant Housing Element. The language echoes Program 1.H of the Housing Element.

Supports Housing Targets: Los Altos is fully compliant with state mandates and is actively exceeding its regional housing needs allocations (RHNA) target as a Prohousing Designated City, striving for 25-25% more housing than is required.

Protecting the remaining downtown parking plazas does not threaten Los Altos housing compliance, remove or lose downtown parking, damage economic opportunity, or create a shortfall. The 9212 Report provides no actionable evidence to the contrary.

We urge the City Council to recognize that the 9212 Report alleviates concerns, allowing this process to move forward without issue. Rather than relying on speculative findings or threats by special interest groups, Los Altos City Council can trust residents to vote on the merits of the ordinance.

Please respect the thousands of Los Altos residents who support the initiative, accept the thoughtful approach to this ordinance, and vote to either adopt the Los Altos Downtown Parking Plaza Ordinance or place it on the ballot with confidence.

Sincerely,

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ForLosAltos

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From: ForLosAltos
To: Public Comment
Subject: Public Comment: City Council Meeting June 23, 2026- Item #12 Downtown Parking Plaza Initiative Date: Tuesday, June 23, 2026 1:35:59 PM
Please acknowledge receipt of this Public Comment.

Dear Council Members:

To be clear, the Downtown Parking Plazas initiative is not an anti-housing measure:

Sincerely,
ForLosAltos

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From: Cindy Andrews
To: Public Comment
Subject: Agenda Item #12
Date: Tuesday, June 23, 2026 1:50:03 PM
Dear Mayor Meadows and Councilmembers,
I was in the audience last week when one of our city leaders gave us a lesson on “toxic nostalgia”.He implied that many Los Altans (and the ballot initiative) were exhibiting this. Nothing could be further from the truth.

The initiative is entirely aboutour elected city council understanding the wishes of our residents. It is about our community and property values, and the sense of why we chose to live in Los Altos.

The initiative provides that barometer as to what is the direction the majority of residents would like to move, and not the direction staff and council unilaterally think we should move. At a meeting some months ago, it was stated that if the initiative were to succeed, it would undermine 9 years of planning. What was that about?
In regards to thoughtful change, the ballot is entirely about transparent community involvement garnering meaningful input from actual residents, and not from paid consultants. We need to respect and embrace our roots and plan together as we negotiate a thoughtful future for our hometown.

I do not understand why you might be so threatened by the possibility that the vision you have for the city may not align with what the majority of Los Altans want. We’re the people you were elected to represent.

To add advisory information to the initiative could be seen as an attempt to manipulate, confuse and obfuscate the desires of our Los Altos residents about our hometown.

It might appear that the council is attempting to convince the voters to vote one way. Could this be a future question for election officials to analyze? Let’s do the right thing: let the vote go forward unencumbered.

Respectfully,
Cindy Langley Andrews
1630 Holt Avenue

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Los Altos

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From: ForLosAltos
To: Public Comment
Subject: Public Comment Los Alto City Council June 23, 2026: Item #13 Advisory Ballot Measure Date: Tuesday, June 23, 2026 1:51:56 PM
Dear Councilmembers,
We urge City Council to reject and not place any of the proposed Advisory Ballot Measures on the same ballot as the Downtown Parking Plaza Initiative.

Even though the City has the legal authority to place an Advisory Ballot Measure before voters, the questions proposed here appear neither fair, neutral, nor respectful of the voters’ right to decide the initiative on its own merits.

The proposed questions are not seeking voters preference, but instead, they present a series of negative assertions about what might happen if the initiative passes. They falsely link the approval of the initiative with increased density in single-family neighborhoods, increased building heights, Housing Element decertification, Builder’s Remedy risks and litigation.

By placing these questions on the ballot, the City is using its position of authority to shade the initiative. Voters could reasonably conclude that a vote for the initiative is also a vote for more density and rezoning of single-family neighborhoods. The initiative does not “do” anything. The specious actions of the proposed Advisory Ballot Measure are not related to what the initiative says, and not what voters are being asked to decide.

California’s initiative process exists so that voters can make policy decisions. When a citizen-sponsored initiative qualifies for the ballot, the City’s role is to provide objective information, not to place an official government-sponsored narrative alongside it.

If the Council believes there are potential housing or planning implications associated with the initiative, those issues can be discussed openly in staff reports, public hearings, and ballot arguments. But the ballot itself should not be used to advance a one-sided and lopsided interpretation of the measure.

Voters deserve an honest and fair election. The proposed advisory questions are not neutral.

They are argumentative, speculative, and likely to confuse voters about what they are actually being asked to decide.

We respectfully ask City Council to reject the proposed Advisory Ballot Measures and

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allow voters to consider the initiative on its own merits.

Sincerely,
ForLosAltos

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From: Cindy Andrews
To: Public Comment
Subject: Agenda Item #13
Date: Tuesday, June 23, 2026 1:58:49 PM
Please correct the direction of the public comment I sent to you a few minutes ago. I had meant to direct it to Item #13, the Advisory Ballot Measure.

Many thanks!
Cindy Andrews

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From: [email protected]
To: Public Comment
Subject: public comments city council meeting june 23, 2026 item 12th Date: Tuesday, June 23, 2026 1:59:52 PM
The report you received has unsubstantiated comments provided by YIMBY and others on the effects of the proposed ballot initiative. None are substantiated and all are in fact speculative.

The reality is council action to encumber 3 parking plazas with a park, a performing arts center and a parking garage have a greater negative impact on the availability of opportunity sites for future housing than the initiative. The initiative does not preclude housing on the other 8 parking sites. The city council plans, if and when implemented, preclude housing on those three sites.

If the city is still concerned about identifying other suitable sites for housing, there are three underutilized parking lots and a vacant lot, all of which are currently owned by the Packard Foundation and are more suitable for development than considering increased density or height in the downtown-or rezoning residential neighborhoods. The latter are unnecessary, draconian and give the appearance that the city council is trying to scare and coerce voters not to vote in favor of the ballot initiative
Virus-free.www.avg.com

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From: Sue Goldberg
To: Public Comment
Subject: Advisory Ballot Measure
Date: Tuesday, June 23, 2026 2:12:27 PM
To: Los Altos City Council
I am writing to voice my concern about the possibility of placing an Advisory Ballot Measure on the ballot with misleading wording connecting the Los Altos Downtown Parking Plaza ordinance with changes to zoning, developments, housing density, etc. This has no place on the ballot as proposed.

The parking plaza ordinance should be adopted. I don’t see any relevance of Housing Element, zoning, etc.

This Ordinance came about as many of us don’t want a park placed on our needed and used downtown parking. We want a say in what happens with our downtown. It does not hinge on other housing concerns.

Just as a park did not hinge on housing concerns. Leave that off the ballot please. -Susan Goldberg
677 Oakwood Ct.

Los Altos, CA

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CITY OF LOS ALTOS

CITY COUNCIL MEETING MINUTES
TUESDAY, JUNE 9, 2026
7:00 p.m.
1 N. San Antonio Rd. ~ Los Altos, CA
Sally Meadows,, Mayor
Larry Lang, Vice Mayor
Pete Dailey, Councilmember
Jonathan D. Weinberg, Councilmember
CALL MEETING TO ORDER – Sally Meadows, Mayor, called the meeting to order at 7:00 p.m.

ESTABLISH QUORUM – All Councilmembers were present.

PLEDGE OF ALLEGIANCE – Jonathan D. Weinberg, Councilmember, led the Pledge of Allegiance.

REPORT ON CLOSED SESSION
There was no Closed Session meeting on June 9, 2026.

CHANGES TO THE ORDER OF THE AGENDA
Motion by Meadows and Second by Weinberg to continue Item 7 (SB707) of the agenda to the meeting of June 23, 2026. Motion carried unanimously by roll call vote.

PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA
The following members of the public spoke during Public Comment:
• Monica Faria
• Ishika Anand
• Julia Rapoza

CONSENT CALENDAR
Motion by Lang and Second by Meadows to approve Items 1 – 6 of the Consent Calendar.

Motion carried unanimously by roll call vote.

1. Approval of Meeting Minutes – Draft Regular Meeting of May 26, 2026

2. Adoption of Resolution - Calling for District Election Adopt a Resolution calling for a General Municipal Election to be held on November 3, 2026 for two City Council seats, one in District 2 and one in District 4, and requesting the services of the County Registrar of Voters to conduct the election and consolidate it with the General Election

3. Adoption of Ordinance – Amend Chapter 2.24 Disposal of Unclaimed Property Waive second reading and adopt the ordinance to amend Los Altos Municipal Code Chapter 2.24 Disposal of Unclaimed Property to update sections governing the holding, disposal and auction notice requirements for unclaimed property, in order to reflect current legal requirements and City practices

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City of Los Altos
City Council Regular Meeting Minutes
June 9, 2026

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4. Receive Report - Los Altos Vacancies
Pursuant to Government Code section 3502.3, receive a report for informational purposes only, in compliance with Assembly Bill (AB) 2561, regarding the City’s workforce vacancies, recruitment efforts, and retention strategies

5. Adoption of Resolution - Administration Building B Project Acceptance Adopt a resolution accepting completion of the Los Altos Youth Center conversion to Admin Building B (CF-01044); authorize the Park & Recreation Director to record a Notice of Completion as required by law; and find the project categorically exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301 as the project is consisting of interior or exterior alterations involving such things as interior partitions, plumbing and electrical conveyances, with none of the exceptions in CEQA Guidelines Section 15300.2 applicable

6. Adopt a Resolution Authorizing Additional Signatories for the Department of Resources Recycling and Recovery (CalRecycle) Grant Programs Authorize the City Manager, Assistant City Manager, City Engineer, Public Works Engineering Department Director, or their designee, to execute in the name of the City of Los Altos all CalRecycle grant documents, including but not limited to, applications, agreements, amendments and requests for payment, necessary to secure grant funds, and implement the approved grant project

7. Adoption of Resolution - SB707 Disruption Policy
Adopt a Resolution approving the Senate Bill 707 (SB707) Disruption Policy and Approve the use of Zoom Technologies for Remote Public Participation This item was continued to the meeting of June 23, 2026.

PUBLIC HEARING

8. Adoption of Resolution - Report of Sewer Service Charges Adopt a Resolution approving the Report of Sewer Service Charges for the Fiscal Year 2026/27 and directing the Filing of Charges for Collection by the County Tax Collector Jane Hou, Senior Civil Engineer, presented the report.

Sally Meadows, Mayor, opened the Public Hearing.

There were no speakers during the Public Hearing.

Sally Meadows, Mayor, closed the Public Hearing.

Motion by Weinberg and Second by Lang to Adopt a Resolution approving the Report of Sewer Service Charges for the Fiscal Year 2026/27 and directing the Filing of Charges for Collection by the County Tax Collector. Motion carried unanimously by roll call vote.

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City of Los Altos
City Council Regular Meeting Minutes
June 9, 2026

Page 3 of 6 ends

9. Proposed FY2026/27 Operating Budget and FY2027-FY2031 Five-Year Capital & Major Maintenance Program
Staff recommends the City Council adopt the following items:
• City of Los Altos Resolution - Establishing the FY2026/27 Appropriations Limit • City of Los Altos Resolution - Adopting the FY2026/27 Fee Schedule • City of Los Altos Resolution - Approving the FY2026/27 Salary Schedule • City of Los Altos Resolution - Reaffirming the FY2026/27 Utility Users Tax rate • City of Los Altos Resolution - Reaffirming the FY2026/27 Transient Occupancy Tax rate
• City of Los Altos Resolution - Authorizing the Park Impact Fee • City of Los Altos Resolution - Adopting the FY2026/27 Operating Budget • City of Los Altos Resolution - Adopting the FY2027-FY2031 Five-Year Capital Improvement and Major Maintenance Program (CIMMP)
• City of Los Altos Resolution - Receiving and filing the FY2023/24 Development Impact Fee Annual Report
• City of Los Altos Resolution - Receiving and filing the FY2024/25 Development Impact Fee Annual Report
• City of Los Altos Resolution - Adopting Five-Year Findings for the Park Impact Fee Fund
• City of Los Altos Resolution - Adopting Five-Year Findings for the Traffic Impact Fee Fund
• City of Los Altos Resolution - Authorizing FY2025/26 year-end interfund transfers and reserve reallocations
• City of Los Altos Purchasing Policy
Jessie Kim, Finance Director, presented the report.

Sally Meadows, Mayor, opened the Public Hearing.

There were no speakers during the Public Hearing.

Sally Meadows, Mayor, closed the Public Hearing.

Motion by Weinberg and Second by Lang to adopt a resolution establishing the FY2026/27 Appropriations Limit. Motion carried unanimously by roll call vote.

Motion by Weinberg and Second by Lang to adopt a resolution setting certain fees and charges to be collected in FY2026/27 (Item 9 in the packet). Motion carried unanimously by roll call vote.

Motion by Weinberg and Second by Lang to adopt a resolution adopting Fiscal Year 2026/27 Pay Schedules and confirming compliance with California Public Employees’ Retirement System (CALPERS) requirements for compensation earnable and publicly available pay schedules. Motion carried unanimously by roll call vote.

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City of Los Altos
City Council Regular Meeting Minutes
June 9, 2026

Page 4 of 6 ends

Motion by Weinberg and Second by Lang to adopt a resolution reaffirming the FY2026/27 Utility Users Tax Rate. Motion carried unanimously by roll call vote.

Motion by Weinberg and Second by Lang to adopt a resolution reaffirming the FY2026/27 Transient Occupancy Tax Rate. Motion carried unanimously by roll call vote.

Motion by Weinberg and Second by Lang to adopt a resolution adopting five-year findings for the Park Impact Fee Fund for Parks & Recreation facility improvement projects. Motion carried unanimously by roll call vote.

Motion by Weinberg and Second by Lang to adopt a resolution adopting the FY2026/27 Operating Budget. Motion carried unanimously by roll call vote.

Motion by Weinberg and Second by Lang to adopt a resolution reaffirming the FY2027-FY31 Five-Year Capital Improvement and Major Maintenance Program (CIMMP). Motion carried unanimously by roll call vote.

Motion by Weinberg and Second by Lang to adopt a resolution receiving and filing the Annual Report on the Park Impact Fee and Traffic Impact Fee for the Fiscal Year ended June 30, 2024, pursuant to Government Code Section 66006(b). Motion carried unanimously by roll call vote.

Motion by Weinberg and Second by Lang to adopt a resolution receiving and filing the Annual Report on the Park Impact Fee, Traffic Impact Fee, Public Safety Impact Fee and General Government Fee for the Fiscal Year ended June 30, 2025, pursuant to Government Code Section 66006(b). Motion carried unanimously by roll call vote.

Motion by Weinberg and Second by Lang to adopt a resolution adopting the Five-Year Findings for the Park Impact Fee Fund, pursuant to Government Code Section 66001(d), for the Fiscal Year ended June 30, 2025. Motion carried unanimously by roll call vote.

Motion by Weinberg and Second by Lang to adopt a resolution adopting the Five-Year Traffic Impact Fee Fund, pursuant to Government Code Section 66001(d), for the Fiscal Year ended June 30, 2025. Motion carried unanimously by roll call vote.

Motion by Weinberg and Second by Lang to adopt a resolution authorizing the FY2025/26 yearend interfund transfers, fund balance assignments, and reserve reallocations. Motion carried unanimously by roll call vote.

The City Council continued the City of Los Altos Purchasing Policy adoption to the meeting of June 23, 2026.

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City of Los Altos
City Council Regular Meeting Minutes
June 9, 2026

Page 5 of 6 ends

DISCUSSION ITEMS

10. Acceptance of Certificate - Initiative Petition
Accept the City Clerk's Certificate of Sufficiency of Initiative Petition, and take action on one of the following:
- Adopt the initiative without alteration; or
- Place the initiative on the next general election; or - Order a report pursuant to Election Code Section 9212, which would be due no later than June 25, 2026
Melissa Thurman, City Clerk, presented the report.

The following members of the public spoke regarding the item:
• Nancy Martin
• Alice Mansell
• Adel Elshimi
Motion by Lang and Second by Meadows to reaffirm the City Council direction on April 28, 2026, to order a report pursuant to Election Code Section 9212, which would be due no later than June 25, 2026. Motion carried unanimously by roll call vote.

11. Introduction of Ordinance - Amending Commissions and Commission Membership Introduce Ordinance that will amend the Commission membership to 5 members for Complete Streets, Environmental, Financial, and Planning through a natural attrition process, meaning that no current Commissioners will be removed from their membership as a result of this action; transition the Youth Commission to a Youth Council Academy that will no longer serve in an advisory capacity to the City Council and will not be subject to the Brown Act; and, transition the Senior Commission to a Senior Committee that will serve in an advisory capacity to City staff and will not be subject to the Brown Act
Anthony Carnesecca, Assistant to the City Manager, presented the report.

The following member of the public spoke regarding the item:
• Alice Mansell
Motion by Meadows and Second by Dailey to introduce Ordinance that will amend the Commission membership to 5 members for Complete Streets, Environmental, Financial, and Planning through a natural attrition process, meaning that no current Commissioners will be removed from their membership as a result of this action; transition the Youth Commission to a Youth Council Academy that will no longer serve in an advisory capacity to the City Council and will not be subject to the Brown Act; and, transition the Senior Commission to a Senior Committee that will serve in an advisory capacity to City staff and will not be subject to the Brown Act. Motion carried unanimously by roll call vote.

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City of Los Altos
City Council Regular Meeting Minutes
June 9, 2026

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12. Introduction of Ordinance - Sidewalk Maintenance and Repair Introduce and waive further reading of an ordinance adding a new Chapter 9.32 of the Municipal Code entitled "Maintenance and repair of sidewalks" Jon Maginot, Assistant City Manager, presented the report.

There were no speakers regarding the item.

Motion by Weinberg and Second by Dailey to introduce and waive further reading of an ordinance adding a new Chapter 9.32 of the Municipal Code entitled "Maintenance and repair of sidewalks". Motion carried unanimously by roll call vote.

COUNCIL/STAFF REPORTS AND DIRECTIONS ON FUTURE AGENDA ITEMS • Sally Meadows, Mayor – Requested a future agenda item:
o Discussion on the Library Commission mixed composition (Supported by Lang and Weinberg)
ADJOURNMENT – The regular meeting adjourned at 8:30 p.m., in memory of Former Mayor Marge Bruno.

The meeting minutes were prepared by Melissa Thurman, City Clerk, for approval at the regular meeting on June 23, 2026.
_________________________________ __________________________________ Sally Meadows Melissa Thurman, MMC
Mayor City Clerk
The June 9, 2026, City Council meeting recording may be viewed via the following external website: https://www.youtube.com/@CityofLosAltosCA
The City of Los Altos does not own or operate YouTube. The video referenced in these minutes was live at the time the minutes were published.

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City Council Staff Report
Meeting Date: June 23, 2026
Prepared By: Harun Musaefendic
Approved By: Gabe Engeland
Subject: Adoption of Resolution - Project Acceptance of Structural Reach Replacement

COUNCIL PRIORITY AREA
Environmental Sustainability
General Government

RECOMMENDATION
Adopt resolution and accept completion of the Structural Reach Replacement, Project WW01002; and authorize the Public Works Engineering Department Director to record a Notice of Completion as required by law.

ENVIRONMENTAL IMPACT
The acceptance of the work is categorically exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301(b), involving the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public sewerage involving negligible or no expansion of existing or former use, and none of the circumstances stated in CEQA Guidelines Section 15300.2 applies.

FISCAL IMPACT
The table below summarizes the final costs of the Structural Reach Replacement, Project WW01002. Total savings of $81,897.14 will be forwarded to the next Structural Reach Replacement project.

Project Item Project Budget Final Cost
Design $194,231 $172,267.20
Construction $658,760 $658,760.00
Inspection and testing services $84,824 $44,846.00
Printing/Environmental Doc/Misc. $3,000 $2,019.91

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Construction contingency (15%) $98,814 $79,838.75
Estimated Total Cost $1,039,629 $957,731.86
WW-01002 Available Funds Total $ 2,502,967

PREVIOUS COUNCIL CONSIDERATION
June 11, 2024

BACKGROUND
On February 2, 2022, the City Manager executed an agreement with Belleci and Associates for the design and construction support services for the Structural Reach Replacement, Project WW-01002 in the not-to-exceed amount of $194,231. On June 11, 2024, C2R Engineering, Inc. was awarded the Total Bid for the Project WW-01002 in the amount not-to-exceed $658,760 and up to 15% construction contingency funds in the amount not-to-exceed $98,814 for potential unforeseen conditions during construction.

ANALYSIS
The project consisted of replacement of eight sewer segments that ranged in size from 6 to 8 inches in diameter. The pipes are owned by the City of Los Altos, but they are located within the unincorporated area of Santa Clara County. The lines were replaced with 8” HPDE pipe, trenchless methods were used where feasible. Traffic control and appropriate signage were used and placed carefully to minimize the impact on the community during the construction.

DISCUSSION
C2R Engineering, Inc. completed the construction for the Structural Reach Replacement Project, WW-01002, per plans and specifications. Six change orders were issued during construction due to unforeseen conditions, contingency funds were used to cover these costs. Total project costs were less than the total projected budget. Project savings of $81,897.14 will be forwarded to the next Structural Reach Replacement project.

ATTACHMENTS

1. Attachment 1 - Resolution

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ATTACHMENT 1 - RESOLUTION
RESOLUTION NO. 2026-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS

ACCEPTING THE COMPLETION OF AND DIRECTING THE PUBLIC WORKS

ENGINEERING DEPARTMENT DIRECTOR TO FILE A NOTICE OF COMPLETION OF THE STRUCTURAL REACH REPLACEMENT PROJECT (Project WW-01002) WHEREAS, the City of Los Altos and C2R Engineering, Inc. originally entered into a contract agreement on October 2, 2024; and
WHEREAS, the work performed by C2R Engineering, Inc. is satisfactory to this City Council; and
WHEREAS, the work under contract has been fully completed in accordance with the plans and specifications therein referred to.

NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Los Altos does hereby finds and authorizes the following:

1. The acceptance of completion of above-described work.

2. The Public Works Engineering Department Director is directed to execute and file for record with the County Recorder of the County of Santa Clara a notice of completion thereof, as required by law.

3. That the acceptance of the work is exempt from review pursuant to California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301(b), involving the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public sewerage involving negligible or no expansion of existing or former use, and none of the circumstances stated in CEQA Guidelines Section 15300.2 applies.

I HEREBY CERTIFY that the foregoing is a true and correct copy of a resolution passed and adopted by the City Council of the City of Los Altos at a meeting thereof on the 23rd day of June 2026, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

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ATTACHMENT 1 - RESOLUTION
__________________________
Sally Meadows
Mayor
ATTEST:
_________________________
Melissa Thurman, MMC
City Clerk

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City Council Staff Report
Meeting Date: June 23, 2026
Prepared By: Harun Musaefendic
Approved By: Gabe Engeland
Subject: Adoption of Resolution - Project Acceptance of Intersection Access Barrier Removal

COUNCIL PRIORITY AREA
Circulation Safety and Efficiency
General Government

RECOMMENDATION
Adopt resolution and accept completion of the Intersection Access Barrier Removal, Project TS01058; and authorize the Public Works Engineering Department Director to record a Notice of Completion as required by law.

ENVIRONMENTAL IMPACT
The acceptance of the work is categorically exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301.c, since the project scope included removal and replacement of existing concrete curb and gutter, asphalt paving, striping and replacement and installation of new vertical signage.

FISCAL IMPACT
The table below summarizes the final costs of the Intersection Access Barrier Removal, Project TS-01058. Total savings of $9,761.71 will be forwarded to the Capital Improvement and Major Maintenance Program (CIMMP) Budget.

Project Item Project Budget Final Cost
Design (in-house) $0 $0
Construction $97,923 $97,923.00
Inspection and testing services $9,792 $9,792.00

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Printing/Environmental Doc/Misc. $4,896 $1,352.29
Construction contingency (15%) $14,688 $8,471.00
Estimated Total Cost $127,300 $117,538.29

PREVIOUS COUNCIL CONSIDERATION
March 11, 2025

BACKGROUND
On March 11, 2025, SAE Consulting Engineering, Inc. was awarded the construction contract for the Project TS-01058 in the amount not-to-exceed $97,923 and up to 15% construction contingency funds in the amount not-to-exceed $14,688 for potential unforeseen conditions during construction.

ANALYSIS
The project consisted of the installation of four (4) ADA-compliant curb ramps, signing and striping, curb and gutter installation, rolled curb installation, and removal and replacement of asphalt and sidewalk. Traffic control and appropriate signage were used and placed carefully to minimize the impact on the community during the construction.

DISCUSSION
SAE Consulting Engineering, Inc. completed the construction for the Intersection Access Barrier Removal, TS-01058, in accordance with the plans and specifications. Two change orders were issued during construction due to unforeseen conditions; contingency funds were used to cover these costs. Final project costs were below the approved budget. Project savings of $9,761.71 will be forwarded to the Capital Improvement and Major Maintenance Program (CIMMP) Budget.

ATTACHMENTS

1. Attachment 1 - Resolution

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Attachment 1 – Resolution
RESOLUTION NO. 2026-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS

ACCEPTING THE COMPLETION OF AND DIRECTING THE PUBLIC WORKS

ENGINEERING DEPARTMENT DIRECTOR TO FILE A NOTICE OF COMPLETION

OF THE INTERSECTION ACCESS BARRIER REMOVAL PROJECT, (PROJECT TS-01058)
WHEREAS, the City of Los Altos and SAE Consulting Engineering, Inc. originally entered into a contract agreement on May 1, 2025; and
WHEREAS, the work performed by SAE Consulting Engineering, Inc. is satisfactory to this City Council; and
WHEREAS, the work under contract has been fully completed in accordance with the plans and specifications therein referred to.

NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Los Altos does hereby finds and authorizes the following:

1. The acceptance of completion of above-described work.

3. That the acceptance of the work is exempt from review pursuant to California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301.c, since the project scope included removal and replacement of existing concrete curb and gutter, asphalt paving, striping and replacement and installation of new vertical signage.

AYES:

NOES:

ABSTAIN:

ABSENT:

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Attachment 1 – Resolution
__________________________
Sally Meadows
Mayor
ATTEST:
_________________________
Melissa Thurman, MMC
City Clerk

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City Council Staff Report
Meeting Date: June 23, 2026
Prepared By: Yongdan Chunyu
Approved By: Gabe Engeland
Subject: Adoption of Resolution - Project Acceptance of the Los Altos Community Center Emergency Operations Center

COUNCIL PRIORITY AREA
Public Safety
General Government

RECOMMENDATION
Adopt a resolution accepting completion of the Los Altos Community Center Emergency Operations Center Project CF-01021; authorize the Park & Recreation Director to record a Notice of Completion as required by law; and find that acceptance of the completed work is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301

ENVIRONMENTAL IMPACT
Acceptance of the completed work is categorically exempt from CEQA under CEQA Guidelines Section 15301, which applies to minor alterations of existing public facilities involving items such as interior partitions, mechanical, electrical, plumbing, and utility improvements. None of the exceptions listed in CEQA Guidelines Section 15300.2 apply.

FISCAL IMPACT
On March 26, 2024, the City Council awarded a construction contract to Argo Construction, Inc. of Pacifica, California, for the Los Altos Community Center Emergency Operations Center Project CF-01021, with a base bid amount not-to-exceed $2,700,000 and a 15% contingency not-to-exceed $405,000, for a total construction authorization not-to-exceed $3,105,000.

Funding for the project was provided by the General Fund, In-Lieu Park Fund and State of California grant funds. All work has been completed within the approved budget. Project savings will be returned to the General Fund.

Los Altos Community Center Emergency Operations Center Project Project Item Project Budget Final Cost
Design $ 895,000.00 $ 475,416.00
Construction $ 3,105,000.00 $ 2,783,163.26
Project Total Cost $ 4,000,000.00 $ 3,258,579.26
Total Project Savings $ 741,420.74

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PREVIOUS COUNCIL CONSIDERATION
On January 9, 2018, the City Council adopted Resolution No. 2018-01 accepting all of Volume 1 and the City of Los Altos portion of Volume 2 of the Santa Clara County Operational Area Hazard Mitigation Plan. The plan recognized that the City’s Emergency Operations Center needed to be replaced.

On May 25, 2022, the City Council awarded a design contract to Noll & Tam Architects in the amount of $89,243 to provide design services for incorporating a code-compliant Emergency Operations Center into the recently completed Los Altos Community Center. The design contract was subsequently amended several times as the project scope and design needs evolved.

Amendment No. 1 was awarded on December 8, 2022, in the amount of $8,427; Amendment No. 2 was awarded on January 31, 2023, in the amount of $250,690; and Amendment No. 3 was awarded on July 11, 2023, in the amount of $75,583.

On March 26, 2024, the City Council adopted Resolution No. 2024-17 authorizing the City Manager to execute a construction contract with Argo Construction, Inc. for the Los Altos Community Center Emergency Operations Center Project CF-01021. The approved construction authorization included a base bid of $2,700,000 and a 15% contingency of $405,000, for a total not-to-exceed amount of $3,105,000.

On May 27, 2025, the City Council adopted Resolution No. 2025-39 amending the FY 2024/25 Operating and Capital Budget to re-establish $2,510,000 in budget authority for the Emergency Operations Center Project. The resolution stated that no new appropriation or additional funding source was required and that the action only provided authority to expend existing funds.

On July 8, 2025, the City Council adopted Resolution No. 2025-62 authorizing Amendment No. 4 to the design contract with Noll & Tam Architects in an amount not-to-exceed $27,650 for expanded construction administration services. The resolution also noted that adequate funding was available in the City Council-approved project construction contingency budget.

BACKGROUND
The primary function of the Emergency Operations Center (EOC) facility is to serve as the operations center for City emergency operations personnel during a citywide emergency or disaster. The Los Altos Community Center Emergency Operations Center Project was developed to retrofit portions of the existing Los Altos Community Center to support this critical public safety function.

The City’s 2018 Hazard Mitigation Plan identified the need to replace the City’s Emergency Operations Center. Between 2018 and 2022, the City initially studied construction of a new stand-alone EOC facility adjacent to the Police Station. However, due to escalating construction cost estimates, the project was revised in 2022 to retrofit the recently completed Community Center to accommodate EOC functionality. The Community Center was selected because it required fewer architectural modifications and met structural code requirements for an Essential Services building.

The project renovated the existing Community Center to support activation as an Emergency

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Operations Center. The overall scope included meeting room modifications, electrical and telecommunication system upgrades, roof-mounted radio and television antennae and equipment, an exterior emergency backup generator system, site enclosure improvements, and associated underground utility connections.

ANALYSIS
Argo Construction, Inc. has completed the Los Altos Community Center Emergency Operations Center Project in accordance with the approved plans and specifications. The completed work includes site grading and pathway improvements; installation of a new generator and diesel fuel tank; construction of a new generator enclosure with architectural and acoustical screening; wall, ceiling, floor, and door modifications at the Community Center; electrical, mechanical, lighting, audio/visual, telecommunication, and radio upgrades; and new associated underground utility connections.

These improvements support EOC activation by providing backup power infrastructure, communications-related upgrades, and related site and building improvements necessary for the Community Center to serve as an operations center for City emergency operations personnel during a citywide emergency or disaster.

DISCUSSION
City staff, the design consultant, and project team have reviewed the completed work and determined that the contract requirements have been satisfactorily completed. Final project closeout items, including punch list items and required documentation, have been addressed to the City’s satisfaction. The project is now complete and ready for Council acceptance.

ATTACHMENTS

1. Attachment 1 - Resolution

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Attachment 1 - Resolution
RESOLUTION NO. 2026-__

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS

ACCEPTING COMPLETION OF AND DIRECTING THE PARK & RECREATION

DIRECTOR TO FILE A NOTICE OF COMPLETION FOR THE LOS ALTOS COMMUNITY CENTER EMERGENCY OPERATIONS CENTER PROJECT (CF01021) WHEREAS, the City of Los Altos and Argo Construction, Inc. entered into a construction contract on March 26, 2024, for the Los Altos Community Center Emergency Operations Center Project (CF-01021); and
WHEREAS, the work performed by Argo Construction, Inc. has been completed to the satisfaction of the City Council and in accordance with the contract, plans, and specifications.

NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Los Altos does hereby find and authorize the following:

1. Accept completion of the Los Altos Community Center Emergency Operations Center Project (CF-01021).

2. Direct the Park & Recreation Director to execute and file for record with the County Recorder of the County of Santa Clara a Notice of Completion, as required by law.

3. Confirm that acceptance of the work is exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301, and that none of the circumstances listed in CEQA Guidelines Section 15300.2 apply.

AYES:

NOES:

ABSTAIN:

ABSENT:
__________________________

SALLY MEADOWS
Mayor
ATTEST:

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Attachment 1 - Resolution
_________________________

MELISSA THURMAN, MMC
City Clerk

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City Council Staff Report
Meeting Date: June 23, 2026
Prepared By: Anthony Carnesecca
Approved By: Gabe Engeland
Subject: Adoption of Ordinance - Amending Commissions and Commission Membership

COUNCIL PRIORITY AREA
Circulation Safety and Efficiency
Environmental Sustainability
Housing
General Government

RECOMMENDATION
Adopt the ordinance that will amend the Commission membership to 5 members for Complete Streets, Environmental, Financial, and Planning through a natural attrition process, meaning that no current Commissioners will be removed from their membership as a result of this action; transition the Youth Commission to a Youth Council Academy that will no longer serve in an advisory capacity to the City Council and will not be subject to the Brown Act; and, transition the Senior Commission to a Senior Committee that will serve in an advisory capacity to City staff and will not be subject to the Brown Act

ENVIRONMENTAL IMPACT
The ordinance is exempt from environmental review pursuant to Section 15061(b)(3) of the State Guidelines implementing the California Environmental Quality Act of 1970.

FISCAL IMPACT
None.

PREVIOUS COUNCIL CONSIDERATION
February 21, 2023, March 28, 2023, April 25, 2023, May 23, 2023, June 13, 2023, February 10, 2026, & June 9, 2026

BACKGROUND
The City of Los Altos has guidelines for the Commissions regarding their scope of work, number of Commissioners, and frequency of Commission meetings within Los Altos Municipal Code Chapter 2.08.

The City Council last provided direction on proposed edits to these items on February 10, 2026.

At that meeting, City staff informed the City Council that all advisory bodies would be required to allow remote public comments by July 1, 2026.

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At their meeting on February 10, 2026, the City Council provided direction to do the following:
• Amend the Commission membership to 5 members for Complete Streets, Environmental, Financial, and Planning through a natural attrition process, meaning that no current Commissioners will be removed from their membership as a result of this action.
• Transition the Youth Commission to a Youth Council Academy that will no longer serve in an advisory capacity to the City Council and will not be subject to the Brown Act.Transition the Senior Commission to a Senior Committee that will serve in an advisory capacity to City staff and will not be subject to the Brown Act.

ANALYSIS

DISCUSSION
Since that meeting, City staff has received additional information that advisory bodies will not be required to allow remote public comments. This information was provided to the City Clerk through a training provided by the League of California Cities.

As a result, City staff has brought forward the ordinance with the redlined Municipal Code Chapter 2.08, but would like confirmation that the Council would like to pursue transitioning the Youth and Senior Commissions to non-advisory bodies as previously directed.

The distinct advantage of transitioning the Youth and Senior Commissions to non-advisory bodies is that they would no longer be required to follow Brown Act provisions so they could meet whenever would be convenient without posting meeting notices.

The City Council will still be able to appoint individuals to serve on the Youth Council Academy and Senior Committee by creating subcommittees of the City Council that will review applications and make recommendations for appointment to staff. The Council will be able to appoint a liaison to these committees that will not be a participatory member of the committees.

At their meeting on June 23, 2026, the City Council waived first reading of an ordinance that • Amends the Commission membership to 5 members for Complete Streets, Environmental, Financial, and Planning through a natural attrition process, meaning that no current Commissioners will be removed from their membership as a result of this action.
• Transitions the Youth Commission to a Youth Council Academy that will no longer serve in an advisory capacity to the City Council and will not be subject to the Brown Act. Transitions the Senior Commission to a Senior Committee that will serve in an advisory capacity to City staff and will not be subject to the Brown Act.

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ATTACHMENTS

1. Attachment 1 - Commissions Ordinance

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Ordinance No. 2026- Page 1
ORDINANCE NO. 2026-

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS AMENDING CHAPTER 2.08 ENTITLED “CITY COMMISSIONS GENERALLY” WHEREAS, the City of Los Altos has guidelines for their Commissions regarding their scope of work, number of Commissioners, and frequency of meetings within Los Altos Municipal Code Sections 2.08; and
WHEREAS, on February 10, 2026, the City Council directed staff to amend the Commission membership to 5 members for Complete Streets, Environmental, Financial, and Planning through a natural attrition process meaning that no current Commissioners will be removed from their membership because of this action; transition the Youth Commission to a Youth Academy that will no longer serve in an advisory capacity to the City Council and will not be subject to the Brown Act; and, transition the Senior Commission to a Senior Services Committee that will serve in an advisory capacity to City staff and will not be subject to the Brown Act; and WHEREAS, the purpose of these amendments is to accomplish these three directives from the City Council.

NOW THEREFORE, the City Council of the City of Los Altos does hereby ordain as follows:

SECTION 1. AMENDMENT OF CODE. Title 2 of the Municipal Code for the City (“Code”) shall amend Chapter 2.08, entitled “City Commissions Generally” to read as follows in Exhibit A.

SECTION 2. CONSTITUTIONALITY. If any section, subsection, sentence, clause or phrase of this code is for any reason held to be invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this code.

SECTION 3. PUBLICATION. This ordinance shall be published as provided in Government Code section 36933.

SECTION 4. CEQA - EXEMPTION. The City Council finds, pursuant to Title 14 of the California Code of Regulations, Section 15061(b)(3), that this ordinance is exempt from the requirements of the California Environmental Quality Act (CEQA) in that it is not a project which has the potential for causing a significant effect on the environment.

SECTION 5. EFFECTIVE DATE. This ordinance shall be effective upon the commencement of the thirty-first day following the adoption date.

The foregoing ordinance was duly and properly introduced at a regular meeting of the City Council of the City of Los Altos held on June 9, 2026, and was thereafter, at a regular meeting held on June 23, 2026, passed and adopted by the following vote:

AYES:

Attachment 1 - Ordinance

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Ordinance No. 2026- Page 2
NOES:

ABSENT:

ABSTAIN:
__________________________
Sally Meadows, Mayor
ATTEST:
_________________________
Melissa Thurman, MMC
City Clerk

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Ordinance No. 2026- Page 3
Exhibit A
Chapter 2.08 CITY COMMISSIONS GENERALLY

2.08.010 Creation of commissions.

There are hereby established the following commissions in the city, with the following regular voting members:

A. Complete streets commission: Seven Five members
B. Environmental commission: Seven Five members;
C. Financial commission: Seven Five members;
D. Historical commission: Five members;
E. Library commission: Five members;
F. Parks, arts, recreation and cultural commission: Seven members; G. Planning commission: Seven Five members;
H. Youth commission: Eleven (11) members; from school grades nine through twelve (12); and I. Senior Commission: Seven members, age fifty-five (55) or older. Exceptions may be made for individuals with special skills which may benefit seniors. (Ord. No. 2023-493, § 1, 6-13-2023)

2.08.020 Membership.

A. All voting members shall be appointed by the council, with the following exceptions:

1. Four members of the library commission shall be appointed by the council and one member of the library commission shall be appointed by the Town of Los Altos Hills City Council; and

2. Five members of the senior commission shall be appointed by the council and two members of the senior commission shall be appointed by the Town of Los Altos Hills City Council.

B. All voting commissioners shall be residents of the city, except that:

1. One voting member of the library commission need not be a resident;

2. One voting member of the historical commission need not be a resident provided the criteria of Section 2.12.010 are met; and

3. Two voting members of the senior commission need not be residents. (Ord. No. 2023-493, § 1, 6-13-2023)

2.08.030 Terms, appointments, and vacancies.

A. Commissioners , with the exception of senior and youth commissioners, shall serve for a term of four years and may be reappointed to one additional four-year term. Terms shall be staggered and expire on the last day of September. A commissioner shall be appointed by a majority vote of the council and may be removed prior to the expiration of his or her term by a majority vote of the council, and such removal may be with or without cause.

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Ordinance No. 2026- Page 4
B. Senior commissioners shall serve two-year terms with incumbents eligible to serve a total of four, two-year terms, in addition to an unexpired term. Terms shall be staggered and expire on the last day of September.

C. Youth commissioners shall be appointed from school grades nine through twelve (12) and shall serve twoyear terms with incumbents eligible to reapply for appointment for terms through and including their senior year. Terms shall be staggered and expire on June 30th. The city council's youth commission interview committee shall interview commission applicants and recommend appointments.

D. Except for senior and youth commissioners, aA commissioner appointed to fill an unexpired term may be eligible for reappointment to an additional two terms.

E. The two-term limit shall apply to consecutive terms only. After a lapse of two years, a former commissioner may reapply for an appointment to any commission desired as a new applicant. The two-year lapse between appointments shall apply only to service on one commission. Upon leaving one commission, an individual may apply for an appointment to any other commission at any time.

F. Appointments to each commission shall be made as terms expire or when unanticipated vacancies occur.

G. Vacancies on any commission shall be filled by a majority vote of the council, except that the Town of Los Altos Hills City Council may fill one vacancy on the library commission and two vacancies on the senior commission. An individual appointed to fill a vacancy prior to the expiration of the term for which his or her predecessor was appointed shall serve for such unexpired term. (Ord. No. 2023-493, § 1, 6-13-2023)

2.08.040 Compensation.

Commissioners shall serve without compensation. The council may approve reimbursement to commissioners of expenses incurred by them in their official capacity.

2.08.050 Organization.

Annually, each commission shall elect one of its members as chair and one as vice-chair, each to serve a oneyear term. Each commission shall provide the time, place, and manner for holding regular and special meetings. A majority of the authorized membership of a commission shall constitute a quorum of that commission. All meetings of the commission as a whole, or any standing subcommittees, shall be open to the public and noticed in accordance with state law.

2.08.060 Meetings.

Each commission shall establish a regular meeting day and time and shall hold meetings as listed. All commissions shall not hold regular meetings during the months of July and December.

A. Complete streets commission: Once monthly.

B. Environmental commission: Once monthly.

C. Financial commission: Twice quarterly.

D. Historical commission: Once quarterly.

E. Library commission: Every other month.

F. Parks, arts, recreation and cultural commission: Once monthly.

G. Planning commission: Twice monthly.

H. Senior commission: Once monthly.

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Ordinance No. 2026- Page 5
I. Youth commission: Once monthly.

Any regular meeting may be cancelled in accordance with state law. (Ord. No. 2023-493, § 1, 6-13-2023)

2.08.070 Powers and duties of the planning commission.

The planning commission shall have those powers and duties given it by the State Planning Act (Title 7 of Chapter 3 of the Government Code of the state, commencing with Section 65100), as amended from time to time, and such other powers as granted it by the other provisions of this Municipal Code, or as may be entrusted to it by the council from time to time, and shall submit an annual report to the council. (Ord. No. 2023-493, § 1, 6-13-2023)

2.08.080 Powers and duties of the library commission.

The library commission shall:

A. Serve as the principal liaison between the City Council of Los Altos and Los Altos Hills and the Santa Clara County Library District, and the various community entities that help to fund the library branches, including, but not limited to, the North County Library Authority, the Los Altos Library Endowment and the Friends of the Los Altos Library;
B. Review the Los Altos Library programs, services and facilities, and make recommendations to the council, the city manager and/or county and community librarians as appropriate, for additions or modifications thereof;
C. Conduct community outreach regarding the library facilities, programs and services, and report back to the council and/or the county and community librarians as appropriate; D. Perform such other tasks as may be expressly requested of it by the city council; E. Serve as a forum for community input and engagement; F. Submit an annual report to the council; and
G. Perform other tasks and duties as assigned by the council. (Ord. No. 2023-493, § 1, 6-13-2023)

2.08.090 Powers and duties of the parks, art, recreation and cultural commission.

The parks, art, recreation and cultural commission shall:

A. Submit an annual report to the city council providing an update on the direction and changes to parks and recreation facilities and infrastructure, and park, art, recreation and cultural programs and activities;
B. Review and advise on programs, activities and resources designed to provide for, regulate and direct the future growth and development of parks facilities and recreation programming; C. Manage the public outdoor sculpture loan program. The commission will conduct sculpture searches, evaluate and recommend sculptures, identify sculpture locations and work with staff on placement and maintenance of sculptures;

Page 53 of 379 ends

Ordinance No. 2026- Page 6
D. Annually review the inventory of art in public places and advise the city in matters pertaining to the maintenance, placement, alteration, sale, transfer, ownership and acceptance or refusal of donations of art in public places;
E. Serve as a forum for community input and engagement; and F. Perform other tasks and duties as assigned by the council. (Ord. No. 2023-493, § 1, 6-13-2023)

2.08.100 Powers and duties of the historical commission.

The historical commission shall have those powers and duties granted it by Section 2.12.030 of the Los Altos Municipal Code and/or as may be entrusted to it by the council from time to time and shall submit an annual report to the council.
(Ord. No. 2023-493, § 1, 6-13-2023)

2.08.110 Powers and duties of the youth commission.

The youth commission shall act in an advisory capacity to the city council on matters relating to youth interests, youth concerns, and the need for outreach services. (Ord. No. 2023-493, § 1, 6-13-2023)

2.08.120 Powers and duties of the environmental commission.

The commission shall:

A. Submit an annual report to council providing an update on the implementation of the Climate Action and Adaptation Plan (CAAP) as well as updates on any relevant environmental policy or programs; B. Review and provide recommendations for the implementation of the CAAP, including prioritization of CAAP action items. Make annual recommendations for changes or updates to the plan; C. Annually provide recommendations to the council that affect the natural and built environment to inform policy, budget, and CIP prioritization;
D. Serve as a forum for community input and engagement; and E. Perform other tasks and duties as assigned by the council. (Ord. No. 2023-493, § 1, 6-13-2023)

2.08.130 Powers and duties of the financial commission.

The commission shall have those powers and duties entrusted to it by the council including:

A. Annual review of the investment policy;
B. Annual review of independent financial audit;
C. Review of auditor selection process;
D. Review of financial projections and assumptions. This especially relates to review of revenue projections provided in the annual mid-year report which are used biennially as the basis for the service and financial plan;

Page 54 of 379 ends

Ordinance No. 2026- Page 7
E. Special projects as directed by the council, city manager or finance director; and F. Submission of an annual report to the council.

The financial commission provides resident input to the council and staff regarding financial policy issues, and promotes resident participation and understanding regarding the financial condition of the city. (Ord. No. 2023-493, § 1, 6-13-2023)

2.08.140 Powers and duties of the senior commission.

The joint Los Altos/Los Altos Hills senior commission shall act in an advisory capacity to the council in all matters relating to senior interests and concerns, shall make recommendations aimed at improving the life of seniors, and shall submit an annual report to the council.

2.08.150 Powers and duties of the complete streets commission.

The complete streets commissions shall:

A. Submit an annual report to council providing an update on the implementation of the Complete Streets Master Plan (CSMP) as well as an update on any relevant transportation policy or programs; B. Review and advise on the implementation of the projects outlined in the CSMP; C. Annually provide recommendations to the council on transportation-related priorities to inform policy, budget, and CIP prioritization;
D. Serve as a forum for community input and engagement; and E. Perform other tasks and duties as assigned by the council. (Ord. No. 2023-493, § 1, 6-13-2023)

2.08.160 Role of staff liaison.

The city manager, or his/her designee, shall appoint an individual to serve as liaison to each commission. The role of the staff liaison is to assist the commission in carrying out its responsibilities. Duties of the staff liaison shall include attending all meetings of the commission, preparing agendas in collaboration with the chair, ensuring agendas and reports are posted in compliance with state law and city protocols, researching and preparing reports for the commission, as is consistent with the work plan and/or council direction, preparing action minutes for approval by the commission, preparing reports from the commission to the council, serving as the liaison between the commission and other city staff, communicating directions from the city council to the commission, and staying apprised of new laws and city protocols related to their assigned commission or commissions generally. (Ord. No. 2023-493, § 1, 6-13-2023)

2.08.170 Contract authority.

No commission shall have the power or authority to authorize the expenditure of city funds or to bind the city to any written or implied contract.
(Ord. No. 2023-493, § 1, 6-13-2023)

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Ordinance No. 2026- Page 8

2.08.180 Adherence to city policies.

Unless otherwise provided herein, commissioners shall be bound by all city policies, including the Commission Handbook.
(Ord. No. 2023-493, § 1, 6-13-2023)

Page 56 of 379 ends

City Council Staff Report
Meeting Date: June 23, 2026
Prepared By: Jessie Kim
Approved By: Gabe Engeland
Subject: Acceptance of Treasurer's Report

COUNCIL PRIORITY AREA
General Government

RECOMMENDATION
Receive and file the City’s Treasurer’s Report for the quarter ending March 31, 2026

ENVIRONMENTAL IMPACT
None

FISCAL IMPACT
None

PREVIOUS COUNCIL CONSIDERATION
March 24, 2026

BACKGROUND
The quarterly Treasurer's Report presents the quarter-end balances and activity of all City treasury and investment accounts, together with the check register documenting accountspayable disbursements for the quarter. Its purpose is to provide transparency into the custody and movement of public funds.

ANALYSIS
The City's total treasury portfolio grew by $4.3 million (4.2%) during the quarter, from $100.8 million to $105.1 million, primarily reflecting seasonal property tax and other revenue receipts in January. The portfolio earned $913,831 in interest and investment income across all accounts.

In January, the City transferred $6.0 million of idle checking balances to the Local Agency Investment Fund (LAIF) to earn interest while preserving full liquidity for operations. The City has sufficient cash flow and liquidity to meet its estimated expenditure requirements for the next six months.

DISCUSSION
The Treasurer's Report for the quarter ending March 31, 2026, is attached for review (Attachment 1). The report provides quarter-end balances for all City treasury accounts. The check registers for the period January 1 through March 31, 2026, documenting accounts-payable disbursements made during the quarter, are provided as Attachment 2.

Page 57 of 379 ends

As of March 31, 2026, the City maintained funds in the following treasury and investment accounts.

1. US Bank General Checking: This account is used to support the City's daily operational cash needs, including the deposit of revenues and the disbursement of payroll, vendor payments, and other obligations. It provides immediate liquidity for day-to-day operations. The account is linked to a Sweep Account, which automatically transfers idle cash balances above a specified threshold to an interest-bearing account to optimize investment earnings while ensuring adequate funds are available for operations.

2. Local Agency Investment Fund (LAIF): Managed by the California State Treasurer, LAIF serves as the City's primary liquidity reserve beyond the general checking account.

It is a fully liquid investment pool used to fund short-term operating expenses when checking balances are insufficient.

3. California Cooperative Liquid Assets Securities System (CalCLASS): CalCLASS is a Joint Powers Authority investment pool created specifically for California public agencies. It offers daily liquidity and invests in high-quality short-term instruments.

While similar to LAIF, CalCLASS provides portfolio diversification and competitive yields, helping the City balance safety, liquidity, and return. The City uses both CalCLASS and LAIF to reduce risk and improve flexibility in managing short-term cash.

4. Public Treasury Management and Advisory Financial Solutions (PTMA): PTMA is a professional investment advisory firm that manages the City's longer-term investment portfolio, shown as “Public Trust” in the table below. Investments with maturities of 1 to 12 months are held in a custody account at US Bank and managed by PTMA using a ladder strategy to support cash flow needs. Funds not expected to be needed for 12 months or more are invested by PTMA in a strategic portfolio.

The balances for each of the City's Treasury accounts as of March 31, 2026, are as follows:

In addition, the City's check register for the quarter has been organized by month for clarity. The disbursement totals for each month are as follows.

Page 58 of 379 ends

• January 2026: $8,016,706 - includes $4.2 million in progress payments to O'Grady Paving for the City's street resurfacing program.
• February 2026: $3,404,788
• March 2026: $2,115,202
Total disbursements for the quarter amounted to $13,536,696

ATTACHMENTS

1. Attachment 1 - Treasurers Report

2. Attachment 2 - Check Register

Page 59 of 379 ends

Total Portfolio Change this quarter Interest earned A/P Distributions $105.1M +4.3M (+4.2%) $ 913,831 $13.5M
Highlights
•
•
•
•
Where the money is held Portfolio balance by quarter
Liquidity
The portfolio earned $913,831 in interest and investment income across all accounts during the quarter.

The City disbursed $13.5 million; the largest payments were $4.2 million to O'Grady Paving for the street resurfacing program and $3.1 million in fire protection services payments to Santa Clara County Central Fire.

The City has sufficient cash flow and liquidity to meet its estimated expenditure requirements for the next six months.

City of Los Altos
Treasurer's Report - Quarter Ending March 31, 2026
Portfolio at a Glance
The City's total portfolio grew $4.3 million (4.2%) during the quarter, to $105.1 million, primarily reflecting seasonal property tax and other revenue receipts in January.

In January, $6.0 million of idle checking balances was transferred to LAIF to earn interest while remaining fully liquid for operations.

PTMA,

52.6%
LAIF,

27.2%
CalCLASS,

13.7%
Checking+Sweep, 6.5%
Total Portfolio
$105.1M $101.0
$100.8
$105.1
$98.0
$99.0
$100.0
$101.0
$102.0
$103.0
$104.0
$105.0
$106.0
Sep 30, 2025 Dec 31, 2025 Mar 31, 2026
Attachment 1 - Treasurer's Report

Page 60 of 379 ends

Treasury account activity – quarter ending March 31, 2026 Transactions
US Bank
Checking
LAIF CalCLASS PTMA Total
Beginning Balance
01/01/2026 $ 9,243,944 $ 22,342,167 $ 14,258,205 $ 54,977,126 $ 100,821,443 Deposits 31,868,919 - - - 31,868,919
Withdrawals (28,345,287) - - - (28,345,287)
Interest Earned 52,644 242,976 131,893 486,317 913,831
Accretion - - - (168,835) (168,835)
Fees - - - - -
Net Transfers (6,000,000) 6,000,000 - - -
Ending Balance
03/31/2026 $ 6,820,220 $ 28,585,143 $ 14,390,099 $ 55,294,609 $ 105,090,070 Account summary as of March 31, 2026
Balance % of portfolio Liquidity
Interest earned
(Qtr)
US Bank Checking + Sweep $ 6,820,220 6.5% Same day $ 52,644 LAIF 28,585,143 27.2% Next day 242,976
CalCLASS 14,390,099 13.7% Same day 131,893
PTMA: short-term ladder (1–12 mo.) 20,328,827 19.3% Laddered maturities PTMA: strategic portfolio (12+ mo.) 34,965,781 33.3% Long-term Total $ 105,090,070 100.0% $ 913,831
Ten largest disbursements – quarter ending March 31, 2026 Check# Amount
201597 O'Grady Paving Inc. 2,689,296.61
201694 O'Grady Paving Inc. 1,485,645.35
201738 City of Palo Alto – Rev Collections 952,851.30
202300 Santa Clara County Central Fire 791,778.00
201983 Santa Clara County Central Fire 791,648.00
201715 Santa Clara County Central Fire 776,631.00
202102 Santa Clara County Central Fire 765,866.00
201593 Comcast 282,065.63
201985 SCL-North 183,473.73
202183 Altec Inc. 144,053.00
486,317
Vendor Purpose
Vehicle purchase
Solar streetlight fixtures and adapters
Refund of payment received in error
Fire protection services contract
Fire protection services contract
Fire protection services contract
Fire protection services contract
FY25/26 Treatment plant service
Street resurfacing program
Street resurfacing program
Checking deposits and withdrawals include automated daily sweep activity between the operating and sweep accounts, as well as the gross amount of the $6.0 million January transfer to LAIF (also shown in Net Transfers). The check register (Attachment 2) reflects accounts-payable checks only; the difference is comprised of payroll, electronic payments, wire transfers, and sweep transfers.

Account

Page 61 of 379 ends

City of Los Altos — Check Register
January 2026
Check
number Check date Vendor number Vendor name Amount
201549 01/08/2026 10056 AIM ENGINEERING CONSULTANTS INC. 2,015.04 201550 01/08/2026 10058 AIR FILTER SUPPLY INC 113.16
201551 01/08/2026 10092 AACIS INVESTMENTS INC 84.38
201552 01/08/2026 10103 AMAZON CAPITAL SERVICES INC 272.37 201553 01/08/2026 10192 ATLANTIC SIGNAL LLC 1,870.81
201554 01/08/2026 13009 AVALARA, INC 608.93
201555 01/08/2026 10246 BAY AREA PL SERVICES 150.00
201556 01/08/2026 10267 BERLINER COHEN LLP 18,094.99
201557 01/08/2026 11372 Brad Lee Kilger 185.02
201558 01/08/2026 10381 CALIFORNIA WATER SERVICE 213.69 201559 01/08/2026 10388 CALTRANS 1,342.38
201560 01/08/2026 10429 CCPKUAD 551.00
201561 01/08/2026 10491 CHIEN-SHENG TSENG 3,407.61
201562 01/08/2026 10530 CITIBANK N.A. 424.54
201563 01/08/2026 12983 CITY MECHANICAL INC 25,000.00
201564 01/08/2026 10550 CLEANSWEEP SERVICES INC. 35,087.04 201565 01/08/2026 13007 CRISTANDO HOUSE, INC 240.00
201566 01/08/2026 99998 Tarini Kumar Mohapatra 107.48
201567 01/08/2026 10653 Darryl Pang 375.00
201568 01/08/2026 10663 DAVID J. POWERS & ASSOCIATES INC. 3,139.25 201569 01/08/2026 10733 Dosanjh Family Automotive Retailing Group Inc. 475.10 201570 01/08/2026 12986 DYETT & BHATIA, URBAN AND REGIONAL 27,101.98 201571 01/08/2026 99999 Bryan Van Horn 78.00
201572 01/08/2026 99999 Jason Kozy 260.00
201573 01/08/2026 99999 Katie Krauss 18.00
201574 01/08/2026 10999 GRAINGER 1,848.26
201575 01/08/2026 11040 HALO Recognition 2,126.07
201576 01/08/2026 11041 STRUCTECH ENGINEERING 12,575.97 201577 01/08/2026 11105 HINDERLITER DE LLAMAS & ASSOC 3,568.00 201578 01/08/2026 11154 IMPEC GROUP INC 2,674.00
201579 01/08/2026 11169 INTERACTIVE DATA LLC 87.70
201580 01/08/2026 12606 JOCELYN THEIN 364.00
201581 01/08/2026 11274 JOHNSON ROBERTS & ASSOCIATES INC 19.50 201582 01/08/2026 11276 JOHNSTONE SUPPLY 670.31
201583 01/08/2026 11585 JOINT COMMUNITY VOLUNTEER SERVICE AWARDS 7,505.76 201584 01/08/2026 11394 KMVT COMMUNITY TELEVISION 19,728.68 201585 01/08/2026 11454 LANGUAGE LINE SERVICES 57.34
201586 01/08/2026 11463 LATC MEDIA INC 120.00
201587 01/08/2026 11509 LEXISNEXIS RISK DATA MGT LLC 1,142.80 201588 01/08/2026 11516 LIEBERT CASSIDY WHITMORE 273.50 201589 01/08/2026 11534 LINDE GAS & EQUIPMENT INC. 25.20 Attachment 2 - Check Register

Page 62 of 379 ends

201590 01/08/2026 11582 LOS ALTOS HARDWARE INC 629.48
201591 01/08/2026 11658 MANUEL MINZER 7,988.40
201592 01/08/2026 11687 MARYAM MOSHIRY 2,739.00
201593 01/08/2026 99996 COMCAST 282,065.63
201594 01/08/2026 11812 MUNISERVICES LLC 3,500.60
201595 01/08/2026 11852 NAVIA BENEFIT SOLUTIONS 2,059.35 201596 01/08/2026 11855 NBS GOVERNMENT FINANCE GROUP 1,262.19 201597 01/08/2026 11928 O'GRADY PAVING INC. 2,689,296.61 201598 01/08/2026 11956 PACIFIC GAS AND ELECTRIC CO 15,919.52 201599 01/08/2026 11956 PACIFIC GAS AND ELECTRIC CO 228.10 201600 01/08/2026 11959 PACIFIC OFFICE AUTOMATION INC. 461.97 201601 01/08/2026 12021 PENINSULA UNIFORMS AND ARTISAN EMBROIDERY 19,862.75 201602 01/08/2026 12061 PLANETBIDS LLC 8,420.25
201603 01/08/2026 12089 PREFERRED ALLIANCE INC 217.95
201604 01/08/2026 12092 PRESTIGE PRINTING AND GRAPHICS 190.60 201605 01/08/2026 12104 Public Risk Innovation Solutions and Management 1,560.00 201606 01/08/2026 12105 PUBLIC TRUST ADVISORS LLC 2,919.54 201607 01/08/2026 12155 RAYMOND C. ROAN 2,762.40
201608 01/08/2026 99997 Alyssa Burgart 102.00
201609 01/08/2026 99997 Bay Area Build Science Collaborative 551.00 201610 01/08/2026 99997 Bonnie Lim 58.00
201611 01/08/2026 99997 Christine Herzog 20.80
201612 01/08/2026 99997 Hyeyeon Han 317.00
201613 01/08/2026 99997 Tania Deshpande 211.00
201614 01/08/2026 12194 RINGCENTRAL INC. 4,889.33
201615 01/08/2026 10607 SANTA CLARA COUNTY SHERIFF 1,872.00 201616 01/08/2026 10605 COUNTY OF SANTA CLARA 53,466.71 201617 01/08/2026 12321 PERMITIUM 250.00
201618 01/08/2026 12366 SHEZADI MERCHANT 2,307.00
201619 01/08/2026 12428 SODEXO INC. 53.62
201620 01/08/2026 12475 STAPLES ADVANTAGE 270.04
201621 01/08/2026 12495 STERICYCLE INC 114.87
201622 01/08/2026 12634 T-Mobile USA Inc. 100.00
201623 01/08/2026 12634 T-Mobile USA Inc. 791.02
201624 01/08/2026 13004 THE BACKFLOW GUY, INC. 125.00
201625 01/08/2026 12918 TIANYU ZHANG 460.00
201626 01/08/2026 12646 TOP DOG POLICE K9 TRAINING AND CONSULTING LLC 275.00 201627 01/08/2026 12964 TOWNSEND PUBLIC AFFAIRS, INC 5,000.00 201628 01/08/2026 12657 TRANS BAY ELEVATOR CORPORATION 1,380.00 201629 01/08/2026 12661 TRB AND ASSOCIATES INC 136,032.61 201630 01/08/2026 12666 TRI-CITY LOCK COMPANY 1,821.07
201631 01/08/2026 12672 TRISTAR RISK MANAGEMENT 5,185.33 201632 01/08/2026 12672 TRISTAR RISK MANAGEMENT 23,217.66 201633 01/08/2026 10473 TRISTEN CHEN 20.00
201634 01/08/2026 12711 UNITED RENTALS (NORTH AMERICA) INC 1,314.41 201635 01/08/2026 12747 VERIZON WIRELESS 409.58
201636 01/08/2026 12755 VESTIS 1,005.70

Page 63 of 379 ends

201637 01/08/2026 11336 WEBTOWN DRY CLEANERS 1,721.60
201638 01/15/2026 12985 ACTION ROAD SOLUTIONS, LLC 159.50 201639 01/15/2026 10103 AMAZON CAPITAL SERVICES INC 1,892.88 201640 01/15/2026 10190 AT&T MOBILITY 3,495.99
201641 01/15/2026 10250 BAY CITIES JOINT POWERS INSURANCE AUTHORITY 3,729.43 201642 01/15/2026 10274 BETTE FOLEY 377.53
201643 01/15/2026 10303 BMI IMAGING SYSTEMS 3,288.03
201644 01/15/2026 10322 BPS TACTICAL INC 777.96
201645 01/15/2026 10483 CHEVRON AND TEXACO BUSINESS CARD SERVICES 249.55 201646 01/15/2026 10530 CITIBANK N.A. 738.57
201647 01/15/2026 10531 CITIES ASSOCIATION OF SANTA CLARA COUNTY 8,500.00 201648 01/15/2026 10573 COMCAST 133.23
201649 01/15/2026 10573 COMCAST 128.48
201650 01/15/2026 10573 COMCAST 260.40
201651 01/15/2026 10573 COMCAST 117.46
201652 01/15/2026 10574 COMCAST BUSINESS 926.78
201653 01/15/2026 10582 CONCENTRA MEDICAL CENTERS 96.00 201654 01/15/2026 99998 BILL HAMILTON ROOFING, INC. 1,133.13 201655 01/15/2026 99998 BYLDAN CORPORATION 199.79
201656 01/15/2026 99998 Kun Huang 1,280.39
201657 01/15/2026 99998 Kyle Kapchuk 572.88
201658 01/15/2026 99998 Rommel Manalo 3,726.23
201659 01/15/2026 99998 Siyue Wu 6,890.68
201660 01/15/2026 99998 Suzzy McLean 1,023.00
201661 01/15/2026 99998 TOM LYNCH 434.78
201662 01/15/2026 10733 Dosanjh Family Automotive Retailing Group Inc. 780.05 201663 01/15/2026 10749 DUANE WENDEROTH 276.33
201664 01/15/2026 10758 E & J Valueplus 503.05
201665 01/15/2026 10776 EGAN JR. HIGH SCHOOL 1,120.50
201666 01/15/2026 99999 Aimee Major 2,670.86
201667 01/15/2026 99999 Brandon Tani 185.88
201668 01/15/2026 99999 Isaiah Walker 30.00
201669 01/15/2026 99999 Tracie Banuelos 150.00
201670 01/15/2026 10866 COPY FACTORY 168.60
201671 01/15/2026 10897 FRANCISCAN GLASS COMPANY INC 2,187.23 201672 01/15/2026 10943 GB Auto Service Inc/ Bruce's Tire & Auto 1,740.39 201673 01/15/2026 10962 GIULIANI & KULL INC 595.00
201674 01/15/2026 10977 GOOD CITY COMPANY 1,914.00
201675 01/15/2026 11009 GREATAMERICA FINANCIAL SERVICES CORP. 87.29 201676 01/15/2026 11041 STRUCTECH ENGINEERING 45,669.66 201677 01/15/2026 12954 INTERWEST CONSULTING GROUP INC. 52,020.00 201678 01/15/2026 11195 IT MANAGEMENT CORP 169.05
201679 01/15/2026 11360 KENNETH NJUGUNA MBURU 8,942.20
201680 01/15/2026 11401 Kokila Doshi 404.12
201681 01/15/2026 11420 Krishnan Alampallam Ramaiyer 83.26 201682 01/15/2026 11463 LATC MEDIA INC 2,412.00
201683 01/15/2026 11584 LOS ALTOS HISTORY MUSEUM 18,750.00

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201684 01/15/2026 11587 LOS ALTOS PEACE OFFICERS ASSOCIATION 3,657.36 201685 01/15/2026 11589 LOS ALTOS SCHOOL DISTRICT 313.62 201686 01/15/2026 11695 Matrix Consulting Group Ltd 2,500.00 201687 01/15/2026 11769 MISSION TRAIL WASTE SYSTEMS 41,829.60 201688 01/15/2026 11801 MOUNTAIN VIEW GARDEN CENTER 1,368.64 201689 01/15/2026 11831 NANCY TUCKER 322.75
201690 01/15/2026 11846 National Construction Rentals Inc. 1,553.55 201691 01/15/2026 11855 NBS GOVERNMENT FINANCE GROUP 2,003.49 201692 01/15/2026 11855 NBS GOVERNMENT FINANCE GROUP 15.78 201693 01/15/2026 11862 NETFILE INC. 9,075.00
201694 01/15/2026 11928 O'GRADY PAVING INC. 1,485,645.35 201695 01/15/2026 11941 O'REILLY AUTO ENTERPRISES LLC 337.58 201696 01/15/2026 11923 ODP BUSINESS SOLUTIONS LLC 376.22 201697 01/15/2026 11956 PACIFIC GAS AND ELECTRIC CO 107.11 201698 01/15/2026 11956 PACIFIC GAS AND ELECTRIC CO 134.03 201699 01/15/2026 11956 PACIFIC GAS AND ELECTRIC CO 11,407.24 201700 01/15/2026 11956 PACIFIC GAS AND ELECTRIC CO 2,013.50 201701 01/15/2026 11956 PACIFIC GAS AND ELECTRIC CO 28,018.18 201702 01/15/2026 11956 PACIFIC GAS AND ELECTRIC CO 190.85 201703 01/15/2026 11999 PAY PLUS SOLUTIONS 728.05
201704 01/15/2026 12123 R3 CONSULTING GROUP 2,710.00
201705 01/15/2026 99997 Cornelia Lovette 112.70
201706 01/15/2026 99997 Grace Presbyterian Church 551.00 201707 01/15/2026 99997 Hulizar Mishyna 551.00
201708 01/15/2026 99997 Khan Lab School 551.00
201709 01/15/2026 99997 Los Altos Chabad 551.00
201710 01/15/2026 99997 Mahesh Patel 122.59
201711 01/15/2026 99997 Sempervirens Fund 551.00
201712 01/15/2026 99997 Shivayogi Bhusnurmath 57.54
201713 01/15/2026 12194 RINGCENTRAL INC. 4,887.78
201714 01/15/2026 12269 SANITARY TRUCK DRIVERS & HELPERS 1,240.00 201715 01/15/2026 12274 SANTA CLARA COUNTY CENTRAL FIRE PROTECTION 776,631.00 201716 01/15/2026 12324 SECOND HARVEST OF SILICON VALLEY 551.00 201717 01/15/2026 12528 SUMMIT UNIFORMS LLC 441.88
201718 01/15/2026 12570 TANGENT COMPUTER INC 17.82
201719 01/15/2026 12671 TRI-SIGNAL INTEGRATION INC 746.75 201720 01/15/2026 12698 U.S. BANK 39,774.28
201721 01/15/2026 12756 VESTRA RESOURCES INC 5,024.75
201722 01/15/2026 12762 VIJAY KUMAR DHIR 258.15
201723 01/15/2026 12828 WESTLAKE HARDWARE INC 38.15
201724 01/22/2026 10183 ASSOCIATION OF BAY AREA GOVERMENTS 4,462.04 201725 01/22/2026 10022 ABLE SEPTIC TANK SERVICE 17,165.76 201726 01/22/2026 12962 ACE PARKING III LLC 8,197.82
201727 01/22/2026 10103 AMAZON CAPITAL SERVICES INC 1,103.08 201728 01/22/2026 10188 AT&T 11,508.53
201729 01/22/2026 10213 BAE Urban Economics Inc. 3,540.00 201730 01/22/2026 10267 BERLINER COHEN LLP 41,608.68

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201731 01/22/2026 10322 BPS TACTICAL INC 816.16
201732 01/22/2026 10381 CALIFORNIA WATER SERVICE 195.98 201733 01/22/2026 10381 CALIFORNIA WATER SERVICE 1,599.64 201734 01/22/2026 10381 CALIFORNIA WATER SERVICE 100.17 201735 01/22/2026 10381 CALIFORNIA WATER SERVICE 594.53 201736 01/22/2026 10530 CITIBANK N.A. 1,085.36
201737 01/22/2026 10537 CITY OF MOUNTAIN VIEW 663.69
201738 01/22/2026 10540 CITY OF PALO ALTO - REV COLLECTIONS 952,851.30 201739 01/22/2026 10582 CONCENTRA MEDICAL CENTERS 442.00 201740 01/22/2026 10602 COUNTY OF SANTA CLARA 2,608.96
201741 01/22/2026 99998 Maurits de Gans 3,726.23
201742 01/22/2026 99998 Richard Harmon 910.62
201743 01/22/2026 10677 DEL CONTE'S LANDSCAPING INC. 17,343.00 201744 01/22/2026 10748 DU-ALL SAFETY LLC 2,100.00
201745 01/22/2026 12986 DYETT & BHATIA, URBAN AND REGIONAL 41,995.40 201746 01/22/2026 99999 Dyno Kam 1,390.65
201747 01/22/2026 99999 Katie Krauss 35.00
201748 01/22/2026 99999 Vi Nguyen 16.76
201749 01/22/2026 10875 Flock Group Inc. 47,500.00
201750 01/22/2026 10937 GARDENLAND CENTER INC 2,703.31
201751 01/22/2026 10999 GRAINGER 2,334.97
201752 01/22/2026 12995 GRIFFIN STRUCTURES, INC. 10,100.00 201753 01/22/2026 11049 Hanson Bridgett LLP 63,531.24
201754 01/22/2026 11105 HINDERLITER DE LLAMAS & ASSOC 1,277.23 201755 01/22/2026 11179 INTERSTATE TRAFFIC CONTROL PRODUCTS INC. 328.12 201756 01/22/2026 11186 IRVINE & JACHENS INC 1,145.81
201757 01/22/2026 11472 Layer 1 Networks Inc. 2,225.00
201758 01/22/2026 11478 LEAGUE OF CALIFORNIA CITIES 15,242.00 201759 01/22/2026 11582 LOS ALTOS HARDWARE INC 638.19
201760 01/22/2026 11584 LOS ALTOS HISTORY MUSEUM 30,000.00 201761 01/22/2026 11719 MECA CONSULTING INC. 8,078.91
201762 01/22/2026 11737 METRO MOBILE COMMUNICATIONS 382.50 201763 01/22/2026 11766 Ming Ju Wu 214.75
201764 01/22/2026 11849 NATIONAL TOWING AND TRANSPORT 437.50 201765 01/22/2026 11941 O'REILLY AUTO ENTERPRISES LLC 47.99 201766 01/22/2026 11956 PACIFIC GAS AND ELECTRIC CO 1,970.30 201767 01/22/2026 11956 PACIFIC GAS AND ELECTRIC CO 261.65 201768 01/22/2026 12018 PENINSULA PUMP & EQUIPMENT INC 13,592.14 201769 01/22/2026 12096 PRIMO BRANDS 651.52
201770 01/22/2026 12996 RANDAZZO ENTERPRISES, INC 86,000.00 201771 01/22/2026 12161 RED WING BUSINESS ADVANTAGE ACCOUNT 247.43 201772 01/22/2026 12221 ROYAL BRASS INCORPORATED 358.38 201773 01/22/2026 12256 SAN JOSE WATER COMPANY 244.85
201774 01/22/2026 12289 Santa Clara Valley Transportation Authority 34,963.51 201775 01/22/2026 12428 SODEXO INC. 53.62
201776 01/22/2026 12442 SPARTAN TOOL LLC 2,629.38
201777 01/22/2026 12449 SPOKE HS INC 505.00

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201778 01/22/2026 12484 Statewide Traffic Safety and Signs Inc. 207.38 201779 01/22/2026 12634 T-Mobile USA Inc. 1,031.76
201780 01/22/2026 12657 TRANS BAY ELEVATOR CORPORATION 120.00 201781 01/22/2026 12672 TRISTAR RISK MANAGEMENT 5,185.33 201782 01/22/2026 12697 U.S. BANK 1,963.00
201783 01/22/2026 12697 U.S. BANK 1,484.00
201784 01/22/2026 12725 VALLEY OIL COMPANY 8,003.89
201785 01/22/2026 12806 WATRY DESIGN INC. 98,882.50
201786 01/22/2026 12809 WECO INDUSTRIES LLC 1,722.43
201787 01/29/2026 10103 AMAZON CAPITAL SERVICES INC 249.40 201788 01/29/2026 10106 AMERICAN ASSOCIATION OF INDIVIDUAL INVESTORS 264.00 201789 01/29/2026 10190 AT&T MOBILITY 3,540.39
201790 01/29/2026 10242 BAY AREA AIR QUALITY MANAGEMENT DISTRICT 564.00 201791 01/29/2026 10252 BAY2BAY OFFICE SOLUTIONS INC 1,964.25 201792 01/29/2026 10257 Bear Electrical Solutions Inc. 29,797.80 201793 01/29/2026 10371 CALIFORNIA BUILDING STANDARDS COMMISSION 1,367.10 201794 01/29/2026 10381 CALIFORNIA WATER SERVICE 58,745.92 201795 01/29/2026 10381 CALIFORNIA WATER SERVICE 43,201.92 201796 01/29/2026 10384 CALLANDER ASSOCIATES LANDSCAPE ARCHITECTURE INC. 9,941.40 201797 01/29/2026 10431 CDW GOVERNMENT INC. 12,174.40
201798 01/29/2026 10530 CITIBANK N.A. 646.58
201799 01/29/2026 99998 Better Earth, Inc. 572.88
201800 01/29/2026 99998 CHRISTIAN ANDERSON 751.91
201801 01/29/2026 99998 WARNER CUSTOM HOMES INC 277.43
201802 01/29/2026 10677 DEL CONTE'S LANDSCAPING INC. 34,686.00 201803 01/29/2026 10692 DEPARTMENT OF CONSERVATION 3,854.71 201804 01/29/2026 10699 DEWBERRY ENGINEERS INC. 789.50
201805 01/29/2026 10718 DIVISION of the STATE ARCHITECT 1,103.10 201806 01/29/2026 10775 EEC ENVIRONMENTAL 400.00
201807 01/29/2026 12993 EL CAMINO GENERAL ENGINEERING INC 18,000.00 201808 01/29/2026 99999 Bryan Van Horn 1,387.65
201809 01/29/2026 99999 MICHELLE MALOOF 189.95
201810 01/29/2026 10989 GOVCONNECTION INC. 2,296.00
201811 01/29/2026 10999 GRAINGER 284.43
201812 01/29/2026 11006 GRANITE ROCK CO 5,662.77
201813 01/29/2026 11154 IMPEC GROUP INC 37,011.18
201814 01/29/2026 11179 INTERSTATE TRAFFIC CONTROL PRODUCTS INC. 902.34 201815 01/29/2026 11478 LEAGUE OF CALIFORNIA CITIES 500.00 201816 01/29/2026 11534 LINDE GAS & EQUIPMENT INC. 102.24 201817 01/29/2026 11580 LOS ALTOS CHAMBER OF COMMERCE 7,000.00 201818 01/29/2026 11582 LOS ALTOS HARDWARE INC 33.88
201819 01/29/2026 11647 MALLORY SAFETY AND SUPPLY LLC 1,558.96 201820 01/29/2026 11675 MARK ENTERPRISES TECHNOLOGIES LLC 30,346.33 201821 01/29/2026 11801 MOUNTAIN VIEW GARDEN CENTER 311.77 201822 01/29/2026 11860 NENA: THE 9-1-1 ASSOCIATION 750.00 201823 01/29/2026 11941 O'REILLY AUTO ENTERPRISES LLC 97.96 201824 01/29/2026 11964 Page & Turnbull Inc. 3,500.00

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201825 01/29/2026 12105 PUBLIC TRUST ADVISORS LLC 3,026.96 201826 01/29/2026 99997 Anita Rao 157.59
201827 01/29/2026 99997 Michelle Riego 551.00
201828 01/29/2026 12278 SANTA CLARA COUNTY DEPT OF ENVIRONMENTAL HEALTH 2,377.00 201829 01/29/2026 12287 SANTA CLARA COUNTY VECTOR CONTROL DISTRICT 525.38 201830 01/29/2026 12352 SHAUNA MCKIMMIE 253.00
201831 01/29/2026 12484 Statewide Traffic Safety and Signs Inc. 192.50 201832 01/29/2026 12505 STEVENS CREEK QUARRY INC. 353.87 201833 01/29/2026 13004 THE BACKFLOW GUY, INC. 265.00
201834 01/29/2026 12661 TRB AND ASSOCIATES INC 63,505.90 201835 01/29/2026 12755 VESTIS 62.00
201836 01/29/2026 11336 WEBTOWN DRY CLEANERS 891.35
Total – January 2026 8,016,705.63

Page 68 of 379 ends

City of Los Altos — Check Register
February 2026
Check
number Check date Vendor number Vendor name Amount
201837 02/05/2026 10063 ALAMEDA COUNTY SHERIFF'S OFFICE 350.00 201838 02/05/2026 10103 AMAZON CAPITAL SERVICES INC 839.88 201839 02/05/2026 10188 AT&T 3,437.58
201840 02/05/2026 10212 BADAWI & ASSOCIATES 4,631.60
201841 02/05/2026 10246 BAY AREA PL SERVICES 150.00
201842 02/05/2026 10257 Bear Electrical Solutions Inc. 26,760.00 201843 02/05/2026 10261 BELLECCI & ASSOCIATES 8,140.00
201844 02/05/2026 10267 BERLINER COHEN LLP 36,145.97
201845 02/05/2026 10530 CITIBANK N.A. 191.38
201846 02/05/2026 10534 CITY OF CUPERTINO 355.64
201847 02/05/2026 10573 COMCAST 220.04
201848 02/05/2026 10573 COMCAST 260.40
201849 02/05/2026 10573 COMCAST 133.49
201850 02/05/2026 99998 Rob Change 3,548.79
201851 02/05/2026 10698 DEVIL MOUNTAIN WHOLESALE NURSERY 1,385.89 201852 02/05/2026 10753 DUNN-EDWARDS CORPORATION 340.83 201853 02/05/2026 99999 Michael Taylor 26.00
201854 02/05/2026 13002 EUGENE PAN 1,150.00
201855 02/05/2026 10999 GRAINGER 320.18
201856 02/05/2026 11006 GRANITE ROCK CO 1,298.83
201857 02/05/2026 11009 GREATAMERICA FINANCIAL SERVICES CORP. 87.29 201858 02/05/2026 11061 HARRY HALVORSEN 1,150.00
201859 02/05/2026 13012 HD SUPPLY, INC 155.47
201860 02/05/2026 11071 HdL COREN & CONE 2,491.06
201861 02/05/2026 11105 HINDERLITER DE LLAMAS & ASSOC 2,557.20 201862 02/05/2026 11179 INTERSTATE TRAFFIC CONTROL PRODUCTS INC. 735.55 201863 02/05/2026 12954 INTERWEST CONSULTING GROUP INC. 12,960.00 201864 02/05/2026 11267 JOHN MILLER 70.80
201865 02/05/2026 13001 KELLY MOORE 1,150.00
201866 02/05/2026 11394 KMVT COMMUNITY TELEVISION 16,319.32 201867 02/05/2026 11422 KRKA INC 58.93
201868 02/05/2026 11463 LATC MEDIA INC 3,374.00
201869 02/05/2026 11582 LOS ALTOS HARDWARE INC 300.41
201870 02/05/2026 11587 LOS ALTOS PEACE OFFICERS ASSOCIATION 1,770.80 201871 02/05/2026 11671 Mariann Mangano 105.00
201872 02/05/2026 13000 MELANIE LARSON 1,150.00
201873 02/05/2026 11803 MOUNTAIN VIEW-LOS ALTOS UNION HIGH SCHOOL DISTRICT 23.00 201874 02/05/2026 11855 NBS GOVERNMENT FINANCE GROUP 3,916.88 201875 02/05/2026 11884 NICHOLAS COLLACINO 58.16
201876 02/05/2026 11909 NORCAL RENTAL GROUP LLC 2,004.75 201877 02/05/2026 11941 O'REILLY AUTO ENTERPRISES LLC 903.56

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201878 02/05/2026 11956 PACIFIC GAS AND ELECTRIC CO 1,438.60 201879 02/05/2026 11956 PACIFIC GAS AND ELECTRIC CO 148.49 201880 02/05/2026 11956 PACIFIC GAS AND ELECTRIC CO 98.48 201881 02/05/2026 11956 PACIFIC GAS AND ELECTRIC CO 558.66 201882 02/05/2026 12021 PENINSULA UNIFORMS AND ARTISAN EMBROIDERY 744.95 201883 02/05/2026 12051 PINE CONE LUMBER CO. INC. 67.63 201884 02/05/2026 12149 RANCHO 76 INC 59.95
201885 02/05/2026 99997 Cynthia Shieh 45.00
201886 02/05/2026 99997 Kong Li 124.40
201887 02/05/2026 99997 Marilyn Levy 26.72
201888 02/05/2026 99997 Shalini Gupta 25.00
201889 02/05/2026 99997 Valerie E. Duncker 2,693.50
201890 02/05/2026 12252 SAN FRANCISCO DAILY LLC 1,125.00 201891 02/05/2026 12256 SAN JOSE WATER COMPANY 277.50
201892 02/05/2026 13013 SANTA CLARA COUNTY 232.80
201893 02/05/2026 10607 SANTA CLARA COUNTY SHERIFF 4,836.61 201894 02/05/2026 12414 SLAKEY BROTHERS INC. 142.24
201895 02/05/2026 12467 Stacie Valencia 1,150.00
201896 02/05/2026 12475 STAPLES ADVANTAGE 102.60
201897 02/05/2026 12495 STERICYCLE INC 1,439.81
201898 02/05/2026 12527 SUMMIT AUTO BODY & PAINTING 3,683.07 201899 02/05/2026 12545 Susmita Mukherjee 354.96
201900 02/05/2026 12634 T-Mobile USA Inc. 50.00
201901 02/05/2026 12634 T-Mobile USA Inc. 1,611.90
201902 02/05/2026 12570 TANGENT COMPUTER INC 34,065.90
201903 02/05/2026 12612 THOMAS MARK KELSCH 1,150.00
201904 02/05/2026 12646 TOP DOG POLICE K9 TRAINING AND CONSULTING LLC 275.00 201905 02/05/2026 12964 TOWNSEND PUBLIC AFFAIRS, INC 5,000.00 201906 02/05/2026 12672 TRISTAR RISK MANAGEMENT 24,737.53 201907 02/05/2026 12694 TYLER TECHNOLOGIES INC 1,860.00 201908 02/05/2026 12697 U.S. BANK 2,288.00
201909 02/05/2026 12698 U.S. BANK 42,899.13
201910 02/05/2026 12705 ULINE 5,300.36
201911 02/05/2026 12712 UNITED STATES POSTAL SERVICE 8,500.00 201912 02/05/2026 12755 VESTIS 839.32
201913 02/05/2026 12909 ZARI GANDJEI 106.01
201914 02/12/2026 13015 21 CLETS,LLC 4,625.00
201915 02/12/2026 10041 ADOBE ANIMAL HOSPITAL 0.00
201916 02/12/2026 10063 ALAMEDA COUNTY SHERIFF'S OFFICE 500.00 201917 02/12/2026 10068 ALERT PLUMBING INC 4,200.00
201918 02/12/2026 10092 AACIS INVESTMENTS INC 157.83
201919 02/12/2026 10103 AMAZON CAPITAL SERVICES INC 1,327.81 201920 02/12/2026 10125 ANDERSON BRULE ARCHITECTS 21,270.00 201921 02/12/2026 10188 AT&T 7,248.43
201922 02/12/2026 10261 BELLECCI & ASSOCIATES 14,314.00 201923 02/12/2026 10274 BETTE FOLEY 80.71
201924 02/12/2026 10431 CDW GOVERNMENT INC. 566.50

Page 70 of 379 ends

201925 02/12/2026 12983 CITY MECHANICAL INC 27,416.00
201926 02/12/2026 10573 COMCAST 132.90
201927 02/12/2026 10573 COMCAST 228.48
201928 02/12/2026 10573 COMCAST 651.83
201929 02/12/2026 10574 COMCAST BUSINESS 926.78
201930 02/12/2026 99998 OFF GRID ENERGY SOLUTIONS LLC 572.88 201931 02/12/2026 99998 SW Builder Pro 4,013.11
201932 02/12/2026 10663 DAVID J. POWERS & ASSOCIATES INC. 7,144.25 201933 02/12/2026 10699 DEWBERRY ENGINEERS INC. 116.00
201934 02/12/2026 10701 Dex Background Investigations 2,612.05 201935 02/12/2026 10733 Dosanjh Family Automotive Retailing Group Inc. 282.37 201936 02/12/2026 10748 DU-ALL SAFETY LLC 9,080.00
201937 02/12/2026 10758 E & J Valueplus 167.59
201938 02/12/2026 99999 David Lopez 649.00
201939 02/12/2026 99999 Katie Krauss 25.99
201940 02/12/2026 99999 Kevin Vitorelo 26.00
201941 02/12/2026 99999 William Lai 309.18
201942 02/12/2026 10977 GOOD CITY COMPANY 740.00
201943 02/12/2026 10999 GRAINGER 35.36
201944 02/12/2026 11006 GRANITE ROCK CO 2,427.58
201945 02/12/2026 11007 GRASSROOTS ECOLOGY 26,132.25
201946 02/12/2026 13012 HD SUPPLY, INC 2,064.43
201947 02/12/2026 11154 IMPEC GROUP INC 36,411.18
201948 02/12/2026 11169 INTERACTIVE DATA LLC 85.00
201949 02/12/2026 11195 IT MANAGEMENT CORP 169.43
201950 02/12/2026 13014 KATHERINE LEE 1,150.00
201951 02/12/2026 11394 KMVT COMMUNITY TELEVISION 3,712.50 201952 02/12/2026 11454 LANGUAGE LINE SERVICES 82.72
201953 02/12/2026 11509 LEXISNEXIS RISK DATA MGT LLC 154.50 201954 02/12/2026 11582 LOS ALTOS HARDWARE INC 666.60
201955 02/12/2026 11587 LOS ALTOS PEACE OFFICERS ASSOCIATION 1,770.80 201956 02/12/2026 11589 LOS ALTOS SCHOOL DISTRICT 440.17 201957 02/12/2026 11737 METRO MOBILE COMMUNICATIONS 382.50 201958 02/12/2026 11747 Michael Lang 3,800.00
201959 02/12/2026 11775 MMANC 4,595.00
201960 02/12/2026 11810 MUNICIPAL MAINTENANCE EQUIPMENT INC 1,210.20 201961 02/12/2026 13010 NATHANIEL POLUSSA 1,150.00
201962 02/12/2026 11852 NAVIA BENEFIT SOLUTIONS 3,034.45 201963 02/12/2026 11855 NBS GOVERNMENT FINANCE GROUP 10,979.12 201964 02/12/2026 11941 O'REILLY AUTO ENTERPRISES LLC 12.23 201965 02/12/2026 11921 OAK ALARM COMPANY 6,459.50
201966 02/12/2026 11921 OAK ALARM COMPANY 290.00
201967 02/12/2026 11956 PACIFIC GAS AND ELECTRIC CO 248.51 201968 02/12/2026 11956 PACIFIC GAS AND ELECTRIC CO 18.72 201969 02/12/2026 11956 PACIFIC GAS AND ELECTRIC CO 16,344.61 201970 02/12/2026 11956 PACIFIC GAS AND ELECTRIC CO 26,671.21 201971 02/12/2026 11956 PACIFIC GAS AND ELECTRIC CO 182.61

Page 71 of 379 ends

201972 02/12/2026 11999 PAY PLUS SOLUTIONS 728.05
201973 02/12/2026 12096 PRIMO BRANDS 394.71
201974 02/12/2026 12104 Public Risk Innovation Solutions and Management 15,013.95 201975 02/12/2026 12123 R3 CONSULTING GROUP 5,070.00
201976 02/12/2026 99997 Cleber Silva 275.00
201977 02/12/2026 99997 Sherry Auerbach 551.00
201978 02/12/2026 99997 Valerie E. Duncker 427.00
201979 02/12/2026 12194 RINGCENTRAL INC. 4,877.11
201980 02/12/2026 12256 SAN JOSE WATER COMPANY 273.96
201981 02/12/2026 12269 SANITARY TRUCK DRIVERS & HELPERS 1,178.00 201982 02/12/2026 12273 SANTA CLARA COUNTY 267.00
201983 02/12/2026 12274 SANTA CLARA COUNTY CENTRAL FIRE PROTECTION 791,648.00 201984 02/12/2026 10607 SANTA CLARA COUNTY SHERIFF 312.00 201985 02/12/2026 12319 SCL-NORTH 183,473.73
201986 02/12/2026 12321 PERMITIUM 195.00
201987 02/12/2026 12338 SESAC RIGHTS MANAGEMENT INC 1,278.00 201988 02/12/2026 12353 SHAW HR CONSULTING 110.00
201989 02/12/2026 12433 Sonsray Machinery LLC 475.93
201990 02/12/2026 12505 STEVENS CREEK QUARRY INC. 244.79 201991 02/12/2026 12557 SYN-TECH SYSTEMS INC. 108.30
201992 02/12/2026 12725 VALLEY OIL COMPANY 10,666.42
201993 02/12/2026 12747 VERIZON WIRELESS 410.72
201994 02/12/2026 12809 WECO INDUSTRIES LLC 409.84
201995 02/19/2026 10183 ASSOCIATION OF BAY AREA GOVERMENTS 4,462.04 201996 02/19/2026 10083 ALLIED NETWORK SOLUTIONS INC 21,001.25 201997 02/19/2026 10103 AMAZON CAPITAL SERVICES INC 528.32 201998 02/19/2026 10190 AT&T MOBILITY 2,777.34
201999 02/19/2026 10202 AXON ENTERPRISE INC 113,876.40
202000 02/19/2026 10250 BAY CITIES JOINT POWERS INSURANCE AUTHORITY 4,742.67 202001 02/19/2026 10257 Bear Electrical Solutions Inc. 2,561.80 202002 02/19/2026 10303 BMI IMAGING SYSTEMS 17,245.53
202003 02/19/2026 10381 CALIFORNIA WATER SERVICE 1,045.33 202004 02/19/2026 10381 CALIFORNIA WATER SERVICE 86.05
202005 02/19/2026 10381 CALIFORNIA WATER SERVICE 35.51
202006 02/19/2026 10381 CALIFORNIA WATER SERVICE 65.54
202007 02/19/2026 10381 CALIFORNIA WATER SERVICE 119.65 202008 02/19/2026 10381 CALIFORNIA WATER SERVICE 213.32 202009 02/19/2026 10381 CALIFORNIA WATER SERVICE 37,364.08 202010 02/19/2026 10431 CDW GOVERNMENT INC. 11,322.04
202011 02/19/2026 13017 CHEFUS INC 2,256.00
202012 02/19/2026 10483 CHEVRON AND TEXACO BUSINESS CARD SERVICES 523.13 202013 02/19/2026 10537 CITY OF MOUNTAIN VIEW 38,092.02 202014 02/19/2026 10540 CITY OF PALO ALTO - REV COLLECTIONS 977.82 202015 02/19/2026 13024 COURTESY CLEANERS & DRAPE, INC 607.50 202016 02/19/2026 99998 Angan Das 19,717.52
202017 02/19/2026 99998 TRACY HSU 19,297.54
202018 02/19/2026 10701 Dex Background Investigations 2,487.13

Page 72 of 379 ends

202019 02/19/2026 12986 DYETT & BHATIA, URBAN AND REGIONAL 69,284.69 202020 02/19/2026 99999 Brian Jeffrey 1,380.62
202021 02/19/2026 99999 Brian Werner 260.00
202022 02/19/2026 99999 Elizabeth Checke 52.00
202023 02/19/2026 99999 Kevin Mosi 155.52
202024 02/19/2026 99999 William Lai 26.00
202025 02/19/2026 13018 GUSTAVO NAJERA SALAZAR 780.00
202026 02/19/2026 10999 GRAINGER 190.89
202027 02/19/2026 11006 GRANITE ROCK CO 1,674.54
202028 02/19/2026 11041 STRUCTECH ENGINEERING 53,864.67 202029 02/19/2026 11049 Hanson Bridgett LLP 64,560.50
202030 02/19/2026 11058 HARRIS AND ASSOCIATES 23,209.60 202031 02/19/2026 11155 IMPERIAL SPRINKLER SUPPLY 562.79 202032 02/19/2026 12938 LANGAN CA INC 1,100.00
202033 02/19/2026 11474 LC ACTION POLICE SUPPLY 1,273.49 202034 02/19/2026 11582 LOS ALTOS HARDWARE INC 195.80
202035 02/19/2026 11629 MADHU TANEJA 223.65
202036 02/19/2026 11923 ODP BUSINESS SOLUTIONS LLC 41.88 202037 02/19/2026 11956 PACIFIC GAS AND ELECTRIC CO 1,781.84 202038 02/19/2026 12089 PREFERRED ALLIANCE INC 225.60
202039 02/19/2026 12116 QUALITY ASSURANCE TRAVEL INC. 997.50 202040 02/19/2026 99997 Alan Wang 551.00
202041 02/19/2026 99997 Eric Gee 45.00
202042 02/19/2026 99997 Hayoung Seo 20.00
202043 02/19/2026 99997 Kim McCann 551.00
202044 02/19/2026 99997 Louis Beryl 551.00
202045 02/19/2026 99997 Rebecca Silberstein 551.00
202046 02/19/2026 99997 Roger Morimoto 551.00
202047 02/19/2026 99997 Shivayogi Bhusnurmath 163.20
202048 02/19/2026 13022 ROSS & SCHWARZ 12,262.50
202049 02/19/2026 12215 SAE CONSULTING ENGINEERING 92,421.23 202050 02/19/2026 12282 SANTA CLARA COUNTY POLICE CHIEFS' ASSOCIATION 2,239.47 202051 02/19/2026 10607 SANTA CLARA COUNTY SHERIFF 20.00 202052 02/19/2026 12432 Sonoko Rooney 176.05
202053 02/19/2026 12446 SPECTRIO LLC 2,916.00
202054 02/19/2026 12495 STERICYCLE INC 179.12
202055 02/19/2026 12526 SUMAN SIDANA 116.47
202056 02/19/2026 12528 SUMMIT UNIFORMS LLC 38.28
202057 02/19/2026 12755 VESTIS 31.00
202058 02/19/2026 12756 VESTRA RESOURCES INC 2,913.75
202059 02/26/2026 10028 ACCESS HARDWARE SUPPLY INC 95.25 202060 02/26/2026 12982 ALMETEK INDUSTRIES INC 2,060.97 202061 02/26/2026 10103 AMAZON CAPITAL SERVICES INC 380.85 202062 02/26/2026 10125 ANDERSON BRULE ARCHITECTS 21,270.00 202063 02/26/2026 10190 AT&T MOBILITY 1,178.06
202064 02/26/2026 10246 BAY AREA PL SERVICES 450.00
202065 02/26/2026 10530 CITIBANK N.A. 2,343.92

Page 73 of 379 ends

202066 02/26/2026 10537 CITY OF MOUNTAIN VIEW 53,567.53 202067 02/26/2026 10573 COMCAST 220.04
202068 02/26/2026 10573 COMCAST 117.90
202069 02/26/2026 10573 COMCAST 652.14
202070 02/26/2026 10573 COMCAST 243.80
202071 02/26/2026 10573 COMCAST 128.74
202072 02/26/2026 10663 DAVID J. POWERS & ASSOCIATES INC. 4,648.00 202073 02/26/2026 10677 DEL CONTE'S LANDSCAPING INC. 17,343.00 202074 02/26/2026 99999 John Nelson Barden 46.00
202075 02/26/2026 99999 Vi Nguyen 240.60
202076 02/26/2026 10899 FRANCOTYP-POSTALIA INC 173.51
202077 02/26/2026 10937 GARDENLAND CENTER INC 2,054.62
202078 02/26/2026 10989 GOVCONNECTION INC. 17,236.83
202079 02/26/2026 10999 GRAINGER 4.15
202080 02/26/2026 12995 GRIFFIN STRUCTURES, INC. 20,200.00 202081 02/26/2026 11276 JOHNSTONE SUPPLY 737.40
202082 02/26/2026 11397 KOFF & ASSOCIATES 1,485.00
202083 02/26/2026 11516 LIEBERT CASSIDY WHITMORE 4,020.50 202084 02/26/2026 11534 LINDE GAS & EQUIPMENT INC. 26.88 202085 02/26/2026 11580 LOS ALTOS CHAMBER OF COMMERCE 271.25 202086 02/26/2026 11582 LOS ALTOS HARDWARE INC 544.85
202087 02/26/2026 11769 MISSION TRAIL WASTE SYSTEMS 56,036.67 202088 02/26/2026 11810 MUNICIPAL MAINTENANCE EQUIPMENT INC 6,738.13 202089 02/26/2026 11956 PACIFIC GAS AND ELECTRIC CO 11,675.86 202090 02/26/2026 11956 PACIFIC GAS AND ELECTRIC CO 216.96 202091 02/26/2026 11956 PACIFIC GAS AND ELECTRIC CO 1,765.25 202092 02/26/2026 11956 PACIFIC GAS AND ELECTRIC CO 95.02 202093 02/26/2026 11956 PACIFIC GAS AND ELECTRIC CO 1,945.65 202094 02/26/2026 11956 PACIFIC GAS AND ELECTRIC CO 24,944.72 202095 02/26/2026 11956 PACIFIC GAS AND ELECTRIC CO 14,447.69 202096 02/26/2026 11956 PACIFIC GAS AND ELECTRIC CO 584.16 202097 02/26/2026 11964 Page & Turnbull Inc. 1,600.00
202098 02/26/2026 12105 PUBLIC TRUST ADVISORS LLC 3,035.40 202099 02/26/2026 12149 RANCHO 76 INC 501.87
202100 02/26/2026 99997 Los Altos Chabad 767.00
202101 02/26/2026 12166 REDWOOD TRADING POST 142.82
202102 02/26/2026 12274 SANTA CLARA COUNTY CENTRAL FIRE PROTECTION 765,866.00 202103 02/26/2026 13028 SINGLE FLUSH PLUMBING INC 8,244.00 202104 02/26/2026 12440 SOUTHERN COMPUTER WAREHOUSE INC 2,028.85 202105 02/26/2026 12634 T-Mobile USA Inc. 866.69
202106 02/26/2026 12601 The Lew Edwards Group 13,500.00 202107 02/26/2026 12672 TRISTAR RISK MANAGEMENT 5,185.33 202108 02/26/2026 12698 U.S. BANK 48,770.15
202109 02/26/2026 12747 VERIZON WIRELESS 414.39
202110 02/26/2026 12755 VESTIS 419.66
202111 02/26/2026 12806 WATRY DESIGN INC. 76,168.00
Total – February 2026 3,404,788.42

Page 74 of 379 ends

City of Los Altos — Check Register
March 2026
Check
number Check date Vendor number Vendor name Amount
202112 03/05/2026 10011 A GOOD SIGN & GRAPHICS CO. 31,458.00 202113 03/05/2026 10103 AMAZON CAPITAL SERVICES INC 1,073.65 202114 03/05/2026 10250 BAY CITIES JOINT POWERS INSURANCE AUTHORITY 3,028.58 202115 03/05/2026 10261 BELLECCI & ASSOCIATES 4,620.00
202116 03/05/2026 10267 BERLINER COHEN LLP 37,458.80
202117 03/05/2026 10530 CITIBANK N.A. 2,848.92
202118 03/05/2026 10537 CITY OF MOUNTAIN VIEW 800.99
202119 03/05/2026 10573 COMCAST 260.40
202120 03/05/2026 10574 COMCAST BUSINESS 926.78
202121 03/05/2026 10578 COMMUNITY SERVICES AGENCY 25,000.00 202122 03/05/2026 10619 CRIME SCENE CLEANERS INC 130.00 202123 03/05/2026 99998 Tarini Mohapatra 1,679.34
202124 03/05/2026 10663 DAVID J. POWERS & ASSOCIATES INC. 3,857.50 202125 03/05/2026 10701 Dex Background Investigations 2,987.13 202126 03/05/2026 12986 DYETT & BHATIA, URBAN AND REGIONAL 69,284.69 202127 03/05/2026 99999 Art Shablinski 86.00
202128 03/05/2026 99999 Brian Werner 520.03
202129 03/05/2026 99999 Brian Werner 429.50
202130 03/05/2026 99999 Katie Krauss 531.02
202131 03/05/2026 99999 Levi Lnenicka 86.69
202132 03/05/2026 10937 GARDENLAND CENTER INC 1,075.26
202133 03/05/2026 10962 GIULIANI & KULL INC 510.00
202134 03/05/2026 10978 GOOD VIBES ROOFING AND SIDING INC. 1,141.45 202135 03/05/2026 10999 GRAINGER 861.79
202136 03/05/2026 11009 GREATAMERICA FINANCIAL SERVICES CORP. 115.67 202137 03/05/2026 11041 STRUCTECH ENGINEERING 33,644.25 202138 03/05/2026 11195 IT MANAGEMENT CORP 169.43
202139 03/05/2026 11274 JOHNSON ROBERTS & ASSOCIATES INC 175.50 202140 03/05/2026 11394 KMVT COMMUNITY TELEVISION 16,319.32 202141 03/05/2026 11463 LATC MEDIA INC 1,016.00
202142 03/05/2026 11509 LEXISNEXIS RISK DATA MGT LLC 156.00 202143 03/05/2026 11582 LOS ALTOS HARDWARE INC 242.42
202144 03/05/2026 11737 METRO MOBILE COMMUNICATIONS 382.50 202145 03/05/2026 12144 MICHAEL RAMON 241.70
202146 03/05/2026 11755 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT 551.00 202147 03/05/2026 11831 NANCY TUCKER 273.30
202148 03/05/2026 11852 NAVIA BENEFIT SOLUTIONS 2,067.95 202149 03/05/2026 11941 O'REILLY AUTO ENTERPRISES LLC 480.42 202150 03/05/2026 11923 ODP BUSINESS SOLUTIONS LLC 448.22 202151 03/05/2026 11956 PACIFIC GAS AND ELECTRIC CO 94.32 202152 03/05/2026 11956 PACIFIC GAS AND ELECTRIC CO 5,986.62

Page 75 of 379 ends

202153 03/05/2026 11956 PACIFIC GAS AND ELECTRIC CO 21.20 202154 03/05/2026 11959 PACIFIC OFFICE AUTOMATION INC. 440.09 202155 03/05/2026 11999 PAY PLUS SOLUTIONS 728.05
202156 03/05/2026 12050 PINA SHAH 250.70
202157 03/05/2026 99997 Bhanumathy Rajagopal 86.83
202158 03/05/2026 99997 Bina Guerrieri 109.01
202159 03/05/2026 99997 Srisreya Madhala 551.00
202160 03/05/2026 99997 Susie Werner 50.38
202161 03/05/2026 12194 RINGCENTRAL INC. 4,900.98
202162 03/05/2026 13022 ROSS & SCHWARZ 11,612.50
202163 03/05/2026 12232 SABLE COMPUTER INC 4,231.50
202164 03/05/2026 12238 Safety-Kleen Systems Inc. 3,888.80 202165 03/05/2026 12254 San Jose BMW 962.74
202166 03/05/2026 10607 SANTA CLARA COUNTY SHERIFF 500.00 202167 03/05/2026 12428 SODEXO INC. 53.62
202168 03/05/2026 12475 STAPLES ADVANTAGE 60.63
202169 03/05/2026 12495 STERICYCLE INC 643.83
202170 03/05/2026 12535 SUNNYVALE FORD INC 125.64
202171 03/05/2026 12570 TANGENT COMPUTER INC 1,205.28
202172 03/05/2026 12964 TOWNSEND PUBLIC AFFAIRS, INC 5,000.00 202173 03/05/2026 12651 TRAFFIC LOGIX CORPORATION 3,717.84 202174 03/05/2026 12661 TRB AND ASSOCIATES INC 31,138.63 202175 03/05/2026 12672 TRISTAR RISK MANAGEMENT 19,744.06 202176 03/05/2026 12694 TYLER TECHNOLOGIES INC 1,985.50 202177 03/05/2026 12697 U.S. BANK 2,107.00
202178 03/05/2026 12705 ULINE 1,475.83
202179 03/05/2026 12755 VESTIS 450.66
202180 03/05/2026 12762 VIJAY KUMAR DHIR 232.49
202181 03/05/2026 12933 ZORO TOOLS INC 343.74
202182 03/12/2026 12962 ACE PARKING III LLC 21,315.93
202183 03/12/2026 10097 ALTEC INC 144,053.00
202184 03/12/2026 10103 AMAZON CAPITAL SERVICES INC 100.35 202185 03/12/2026 10188 AT&T 4,203.40
202186 03/12/2026 10303 BMI IMAGING SYSTEMS 11,349.96
202187 03/12/2026 10322 BPS TACTICAL INC 3,424.68
202188 03/12/2026 10381 CALIFORNIA WATER SERVICE 323.58 202189 03/12/2026 10381 CALIFORNIA WATER SERVICE 115.07 202190 03/12/2026 10381 CALIFORNIA WATER SERVICE 732.02 202191 03/12/2026 10381 CALIFORNIA WATER SERVICE 47.73
202192 03/12/2026 10381 CALIFORNIA WATER SERVICE 1,120.30 202193 03/12/2026 10408 CAPSTONE PRECISION GROUP LLC 3,678.00 202194 03/12/2026 10438 CENTURY GRAPHICS 1,340.97
202195 03/12/2026 10530 CITIBANK N.A. 172.73
202196 03/12/2026 10550 CLEANSWEEP SERVICES INC. 34,569.00 202197 03/12/2026 10582 CONCENTRA MEDICAL CENTERS 113.00 202198 03/12/2026 13024 COURTESY CLEANERS & DRAPE, INC 749.25 202199 03/12/2026 10653 Darryl Pang 375.00

Page 76 of 379 ends

202200 03/12/2026 10682 DELL MARKETING L.P. 2,681.65
202201 03/12/2026 10753 DUNN-EDWARDS CORPORATION 145.97 202202 03/12/2026 99999 Anthony Friebel 4,618.36
202203 03/12/2026 99999 BO-KYOUNG KIM 137.85
202204 03/12/2026 99999 Yongdan Chunyu 100.00
202205 03/12/2026 10878 FOLGER GRAPHICS INC 8,462.08
202206 03/12/2026 10899 FRANCOTYP-POSTALIA INC 94.78
202207 03/12/2026 10987 GOSERCO INC 49,300.00
202208 03/12/2026 10989 GOVCONNECTION INC. 8,995.17
202209 03/12/2026 10992 Governmentjobs.com Inc 33,875.18 202210 03/12/2026 10999 GRAINGER 23.68
202211 03/12/2026 11105 HINDERLITER DE LLAMAS & ASSOC 1,137.60 202212 03/12/2026 11154 IMPEC GROUP INC 37,271.18
202213 03/12/2026 11169 INTERACTIVE DATA LLC 110.50
202214 03/12/2026 11287 JOSEPH F CANNIZZARO 558.00
202215 03/12/2026 11293 JOYCE TSUNODA 126.46
202216 03/12/2026 11331 KATHLEEN BLANCHARD 117.90
202217 03/12/2026 11454 LANGUAGE LINE SERVICES 115.62
202218 03/12/2026 11463 LATC MEDIA INC 2,660.00
202219 03/12/2026 11469 LAW ENFORCEMENT PSYCHOLOGICAL SERVICES INC 450.00 202220 03/12/2026 11509 LEXISNEXIS RISK DATA MGT LLC 159.30 202221 03/12/2026 11509 LEXISNEXIS RISK DATA MGT LLC 1,977.60 202222 03/12/2026 11582 LOS ALTOS HARDWARE INC 390.69
202223 03/12/2026 11587 LOS ALTOS PEACE OFFICERS ASSOCIATION 3,541.60 202224 03/12/2026 11747 Michael Lang 100.00
202225 03/12/2026 13027 MIWALL CORPORATION 966.09
202226 03/12/2026 11776 MNJ TECHNOLOGIES DIRECT LLC 2,886.49 202227 03/12/2026 13032 WAYNE BOYER 902.66
202228 03/12/2026 11800 MOTOROLA SOLUTIONS INC. 11,202.93 202229 03/12/2026 11801 MOUNTAIN VIEW GARDEN CENTER 39.29 202230 03/12/2026 11846 National Construction Rentals Inc. 3,029.16 202231 03/12/2026 11903 NOLL & TAM ARCHITECTS 15,488.81 202232 03/12/2026 13019 OMEGA INDUSTRIAL SUPPLY, INC 4,048.84 202233 03/12/2026 11956 PACIFIC GAS AND ELECTRIC CO 163.47 202234 03/12/2026 12050 PINA SHAH 241.94
202235 03/12/2026 12089 PREFERRED ALLIANCE INC 225.60
202236 03/12/2026 12104 Public Risk Innovation Solutions and Management 7,711.26 202237 03/12/2026 12149 RANCHO 76 INC 250.93
202238 03/12/2026 99997 Andrea Gorman 551.00
202239 03/12/2026 99997 Kenley Chin 132.37
202240 03/12/2026 99997 Mahesh Patel 242.12
202241 03/12/2026 99997 Sunil Kurkure 295.22
202242 03/12/2026 13029 REXEL USA, INC 17.44
202243 03/12/2026 12269 SANITARY TRUCK DRIVERS & HELPERS 1,054.00 202244 03/12/2026 12284 Santa Clara County Roads & Airports 14,613.81 202245 03/12/2026 10607 SANTA CLARA COUNTY SHERIFF 260.00 202246 03/12/2026 12321 PERMITIUM 220.00

Page 77 of 379 ends

202247 03/12/2026 12545 Susmita Mukherjee 200.62
202248 03/12/2026 12634 T-Mobile USA Inc. 50.00
202249 03/12/2026 12570 TANGENT COMPUTER INC 2,946.24
202250 03/12/2026 12646 TOP DOG POLICE K9 TRAINING AND CONSULTING LLC 275.00 202251 03/12/2026 12694 TYLER TECHNOLOGIES INC 1,240.00 202252 03/12/2026 12739 Veena Jain 44.25
202253 03/12/2026 12756 VESTRA RESOURCES INC 507.75
202254 03/12/2026 12828 WESTLAKE HARDWARE INC 46.90
202255 03/19/2026 10183 ASSOCIATION OF BAY AREA GOVERMENTS 4,462.04 202256 03/19/2026 10069 ALEXIS IWASAKI 2,400.00
202257 03/19/2026 10103 AMAZON CAPITAL SERVICES INC 604.58 202258 03/19/2026 10114 AMS.NET INC 537.88
202259 03/19/2026 10125 ANDERSON BRULE ARCHITECTS 53,175.00 202260 03/19/2026 10128 ANDREAS G ZAMENES 500.00
202261 03/19/2026 10213 BAE Urban Economics Inc. 7,737.50 202262 03/19/2026 10274 BETTE FOLEY 130.55
202263 03/19/2026 10303 BMI IMAGING SYSTEMS 17,475.90
202264 03/19/2026 10379 CALIFORNIA PEACE OFFICERS' ASSOC. 1,543.50 202265 03/19/2026 13025 CHEF GILLY'S LLC 2,502.46
202266 03/19/2026 10483 CHEVRON AND TEXACO BUSINESS CARD SERVICES 34.09 202267 03/19/2026 10530 CITIBANK N.A. 33.08
202268 03/19/2026 10537 CITY OF MOUNTAIN VIEW 8,469.07
202269 03/19/2026 10573 COMCAST 220.04
202270 03/19/2026 10582 CONCENTRA MEDICAL CENTERS 253.00 202271 03/19/2026 10699 DEWBERRY ENGINEERS INC. 1,010.00 202272 03/19/2026 10748 DU-ALL SAFETY LLC 2,100.00
202273 03/19/2026 10770 EDGES ELECTRICAL GROUP LLC 303.93 202274 03/19/2026 99999 Levi Lnenicka 117.71
202275 03/19/2026 99999 Levi Lnenicka 224.91
202276 03/19/2026 99999 Tracie Banuelos 26.00
202277 03/19/2026 10807 ENTERPRISE FM TRUST 41.00
202278 03/19/2026 10892 Foster & Foster Actuaries Inc 2,750.00 202279 03/19/2026 13033 GABRIELA CASTRO 129.00
202280 03/19/2026 10999 GRAINGER 426.64
202281 03/19/2026 11049 Hanson Bridgett LLP 37,155.92
202282 03/19/2026 11155 IMPERIAL SPRINKLER SUPPLY 2,512.10 202283 03/19/2026 11179 INTERSTATE TRAFFIC CONTROL PRODUCTS INC. 2,588.91 202284 03/19/2026 11324 KASEYA US LLC 9.70
202285 03/19/2026 11469 LAW ENFORCEMENT PSYCHOLOGICAL SERVICES INC 475.00 202286 03/19/2026 11579 LOS ALTOS ATHLETIC BOOSTERS 551.00 202287 03/19/2026 11582 LOS ALTOS HARDWARE INC 1,541.16 202288 03/19/2026 11755 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT 551.00 202289 03/19/2026 11987 PATRICIA WYMAN 27.00
202290 03/19/2026 12015 PENINSULA DEMOCRATIC COALITION 551.00 202291 03/19/2026 12021 PENINSULA UNIFORMS AND ARTISAN EMBROIDERY 2,107.56 202292 03/19/2026 12050 PINA SHAH 286.17
202293 03/19/2026 12096 PRIMO BRANDS 31.35

Page 78 of 379 ends

202294 03/19/2026 12105 PUBLIC TRUST ADVISORS LLC 2,751.80 202295 03/19/2026 99997 Jaydeb Mukherjee 151.32
202296 03/19/2026 99997 Los Altos & Los Altos Hills Little League 551.00 202297 03/19/2026 99997 Pillay Ramakrishna 95.10
202298 03/19/2026 13029 REXEL USA, INC 307.20
202299 03/19/2026 12238 Safety-Kleen Systems Inc. 242.50 202300 03/19/2026 12274 SANTA CLARA COUNTY CENTRAL FIRE PROTECTION 791,778.00 202301 03/19/2026 12442 SPARTAN TOOL LLC 1,494.34
202302 03/19/2026 12535 SUNNYVALE FORD INC 185.00
202303 03/19/2026 12711 UNITED RENTALS (NORTH AMERICA) INC 933.03 202304 03/19/2026 12725 VALLEY OIL COMPANY 13,983.41
202305 03/19/2026 12747 VERIZON WIRELESS 410.77
202306 03/19/2026 12755 VESTIS 450.66
202307 03/19/2026 12762 VIJAY KUMAR DHIR 133.98
202308 03/19/2026 12782 Waldorf School 551.00
202309 03/19/2026 12806 WATRY DESIGN INC. 10,554.80
202310 03/26/2026 10020 ABC STEEL FENCE LLC 14,400.00
202311 03/26/2026 10041 ADOBE ANIMAL HOSPITAL 180.00
202312 03/26/2026 10064 ALAN ENRIQUE UGARTE 1,150.00
202313 03/26/2026 10069 ALEXIS IWASAKI 1,860.00
202314 03/26/2026 10097 ALTEC INC 12,469.81
202315 03/26/2026 10129 ANDREW CONNICK CALHOUN II 1,150.00 202316 03/26/2026 10163 ARGO CONSTRUCTION INC. 15,105.64 202317 03/26/2026 10188 AT&T 4,004.87
202318 03/26/2026 10190 AT&T MOBILITY 4,090.90
202319 03/26/2026 10347 BRYAN TROYER 1,516.34
202320 03/26/2026 10381 CALIFORNIA WATER SERVICE 43,028.64 202321 03/26/2026 10421 CARTER YOUNGBLOOD 1,150.00
202322 03/26/2026 10489 CHIA YIN MELODY WU 513.60
202323 03/26/2026 10515 Christopher K. Boucher 6,347.50 202324 03/26/2026 10573 COMCAST 652.14
202325 03/26/2026 10573 COMCAST 228.80
202326 03/26/2026 10582 CONCENTRA MEDICAL CENTERS 618.00 202327 03/26/2026 10677 DEL CONTE'S LANDSCAPING INC. 17,683.00 202328 03/26/2026 10733 Dosanjh Family Automotive Retailing Group Inc. 1,664.68 202329 03/26/2026 12984 DUKE'S ROOT CONTROL INC. 29,733.56 202330 03/26/2026 99999 Art Shablinski 205.42
202331 03/26/2026 99999 Heather Cressall 183.50
202332 03/26/2026 99999 James Hawkins 1,366.20
202333 03/26/2026 99999 Tracie Banuelos 172.50
202334 03/26/2026 13033 GABRIELA CASTRO 496.80
202335 03/26/2026 10999 GRAINGER 300.40
202336 03/26/2026 11009 GREATAMERICA FINANCIAL SERVICES CORP. 87.29 202337 03/26/2026 11061 HARRY HALVORSEN 1,150.00
202338 03/26/2026 13012 HD SUPPLY, INC 581.90
202339 03/26/2026 11105 HINDERLITER DE LLAMAS & ASSOC 1,419.48 202340 03/26/2026 11323 Karl L Konnerth 360.00

Page 79 of 379 ends

202341 03/26/2026 13014 KATHERINE LEE 1,150.00
202342 03/26/2026 11361 Kensuke Sumii 1,041.60
202343 03/26/2026 11394 KMVT COMMUNITY TELEVISION 3,826.25 202344 03/26/2026 11534 LINDE GAS & EQUIPMENT INC. 23.52 202345 03/26/2026 11582 LOS ALTOS HARDWARE INC 575.08
202346 03/26/2026 11586 LOS ALTOS MOUNTAIN VIEW COMMUNITY FOUNDATION 3,458.00 202347 03/26/2026 11587 LOS ALTOS PEACE OFFICERS ASSOCIATION 1,820.70 202348 03/26/2026 11603 LOZANO-GURLEY INC 30.00
202349 03/26/2026 11658 MANUEL MINZER 3,708.00
202350 03/26/2026 11687 MARYAM MOSHIRY 2,805.00
202351 03/26/2026 99996 Daphne Ross 1,654.50
202352 03/26/2026 11769 MISSION TRAIL WASTE SYSTEMS 44,299.22 202353 03/26/2026 13011 NATIONAL GLASS SYSTEMS, INC 15,801.31 202354 03/26/2026 11903 NOLL & TAM ARCHITECTS 9,986.83
202355 03/26/2026 11923 ODP BUSINESS SOLUTIONS LLC 212.40 202356 03/26/2026 11956 PACIFIC GAS AND ELECTRIC CO 4.35 202357 03/26/2026 11956 PACIFIC GAS AND ELECTRIC CO 1,768.17 202358 03/26/2026 12021 PENINSULA UNIFORMS AND ARTISAN EMBROIDERY 4,338.10 202359 03/26/2026 12037 PETTY CASH CUSTODIAN 193.05
202360 03/26/2026 12059 PITNEY BOWES GLOBAL FINANCIAL SERVICES LLC 4,761.47 202361 03/26/2026 12123 R3 CONSULTING GROUP 5,202.50
202362 03/26/2026 13036 RICKY CHU 1,150.00
202363 03/26/2026 12342 SHAIJA SALIM ALI 1,320.00
202364 03/26/2026 12366 SHEZADI MERCHANT 1,320.00
202365 03/26/2026 13028 SINGLE FLUSH PLUMBING INC 4,600.00 202366 03/26/2026 13040 SJ REBAR, INC 1,414.22
202367 03/26/2026 12495 STERICYCLE INC 659.00
202368 03/26/2026 13004 THE BACKFLOW GUY, INC. 979.00
202369 03/26/2026 12672 TRISTAR RISK MANAGEMENT 5,185.33 202370 03/26/2026 12725 VALLEY OIL COMPANY 6,441.10
202371 03/26/2026 12758 VICTOR STANLEY LLC 22,894.44
202372 03/26/2026 12828 WESTLAKE HARDWARE INC 51.26
202373 03/26/2026 13045 LOCAL AGENCY FORMATION COMMISSION 13,758.00 202374 03/26/2026 12479 STATE BOARD OF EQUALIZATION 300.00 Total – March 2026 2,115,202.03

Page 80 of 379 ends

City Council Staff Report
Meeting Date: June 23, 2026
Prepared By: Jessie Kim
Approved By: Gabe Engeland
Subject: Approval of the Updated Purchasing Policy (June 2026)

COUNCIL PRIORITY AREA
General Government

RECOMMENDATION
Approve the updated Purchasing Policy (June 2026), superseding the June 2025 Purchasing Policy.

ENVIRONMENTAL IMPACT
Approval of the updated Purchasing Policy is not a project subject to the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Sections 15378(b)(5) and 15061(b)(3), as it is an organizational and administrative activity of the City that will not result in a direct or reasonably foreseeable indirect physical change in the environment.

FISCAL IMPACT
There is no direct fiscal impact associated with approval of the updated Policy. The revisions clarify existing approval authority and internal controls and are expected to improve administrative efficiency and reduce processing delays.

PREVIOUS COUNCIL CONSIDERATION
June 10, 2025

BACKGROUND
The Purchasing Policy provides the internal control framework for City procurement, including bidding requirements, approval thresholds, and signature authority levels. It was last updated in June 2025. Over the past year, staff identified provisions that were internally inconsistent, ambiguous as to approval routing, or no longer aligned with operational practice, and conducted a comprehensive review with input from departmental reviewers. The proposed revisions were presented to the Financial Commission prior to bringing the updated Policy to the City Council.

ANALYSIS

DISCUSSION
The June 2026 update standardizes threshold language, ties approval requirements to dollar thresholds rather than to specific positions, clarifies the City Attorney’s legal review role, and resolves internal inconsistencies among the narrative, tables, glossary, and exhibits. It does not

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change the $10,000 bidding floor or the $125,000 City Council approval threshold. The principal revisions are as follows:
• Standardized threshold language. All dollar thresholds now follow a uniform convention (“$10,000 through $50,000,” “greater than $50,000 and less than $125,000,” “$125,000 and greater”), eliminating boundary ambiguities and conflicts among the narrative, tables, glossary, and exhibits.
• Approval routing by dollar threshold. Approval requirements are tied to dollar thresholds rather than to specific positions. The Contract Purchase Order (CPO) authorization previously assigned to the Assistant City Manager now follows the Policy’s approval thresholds, and the Assistant City Manager was removed from the formal bid approval chain for purchases greater than $50,000 and less than $125,000. • City Attorney role. The Policy states that the City Attorney’s role is limited to legal review and does not constitute financial approval authority; City Attorney review is obtained only when warranted by the nature and risk level of the contract. • Budget transfer authority. For consistency with the City Manager’s existing authority over transfers between Departments/Programs, the Policy provides that the City Manager may approve transfers between Capital Improvement Projects within a fund without increasing the total adopted appropriation. Increases to total appropriation and transfers between funds remain subject to City Council authorization. • Other administrative and editorial corrections. The update also restructures the professional services and bidding tables, updates the emergency purchase and Purchase Card (CalCard) provisions, corrects typographical errors, standardizes formatting and fonts, re-letters the exhibits, and rebuilds the table of contents. A complete listing of the changes is provided in Attachment 1, and a redline showing all tracked changes against the June 2025 Policy is provided in Attachment 2.

ATTACHMENTS

1. Attachment 1 - Summary of Changes

2. Attachment 2 - Redlined Purchasing Policy

3. Attachment 3 - Final Purchasing Policy

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Attachment 1 – Summary of Changes
PURCHASING POLICY – SUMMARY OF CHANGES
June 2025 Policy to June 2026 Policy
The June 2026 update is primarily a clarification and consistency update. It does not change the City’s fundamental procurement framework, the $10,000 bidding floor, or the $125,000 City Council approval threshold. The revisions standardize threshold language throughout the Policy, tie approval requirements to dollar thresholds rather than specific positions, clarify the City Attorney’s legal review role, and resolve internal conflicts among the narrative, tables, glossary, and exhibits. The changes are summarized below.

List of Changes
No. Section / Location Change and Summary
1 Overview & Responsibilities Clarified that the City Attorney’s role is limited to legal review and does not constitute financial approval authority. 2 Overview & Responsibilities
Clarified requisition workflow: purchases are initiated through a departmental Requisition (REQ) routed to Finance for review and approval; once approved, Finance generates the corresponding PO, BPO, PCA, or CPO.
3 Overview & Responsibilities
Limited mandatory Risk Manager review to Contracts and
Service Agreements that result in a Purchase Order
(insurance and liability compliance).
4 Ways to Make Purchases –
Methods Table
Standardized City Council approval language for CPOs,
PCAs, and Professional Service Contracts to “$125,000 and greater” (previously a mix of “over $125,000” and “at
$125,000 and over”).
5 Direct Vendor Purchases
Added guidance that departments should use a Purchase
Order whenever purchases are planned, repetitive, or
expected to exceed $10,000 cumulatively, to avoid vendor fragmentation.
6 Purchase Contract Agreements
(PCA)
Clarified that competitive bidding is based on signing
authority thresholds; City Manager approval applies to
contracts greater than $50,000 (in addition to Risk Manager and Finance Director).
7 Purchase Contract Agreements
(PCA)
Replaced Assistant City Manager authorization of CPOs
with threshold-based approvals: a CPO must follow the
approval thresholds established in the Policy and be
submitted to Finance.
8 Professional Service Contracts
(overview)
Revised the paragraph: competitive selection and pricing are required per applicable procurement thresholds and
encouraged for smaller purchases; the CPO must follow the approval thresholds; City Attorney involvement applies only if legal review is required based on the nature of the contract, as determined by the Risk Manager or Finance Director.
9 Bidding & Authorization
Limits
Standardized threshold language: “$10,000 through
$50,000,” “greater than $50,000 and less than $125,000,” and “$125,000 and greater,” resolving the conflict between

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Attachment 1 – Summary of Changes
No. Section / Location Change and Summary
the table ($10,000 to $50,000) and narrative ($10,000 to $49,999.99).
10 Bidding & Authorization
Limits
Removed the Assistant City Manager from the formal bid
approval chain (now DH & FD & CM for greater than
$50,000 and less than $125,000) and corrected the “AS”
typographical error in the $125,000-and-greater tier (now DH & FD & CM & CC).
11 Sole Source Procurements
Revised approval routing: documentation is submitted to the Finance Director and Risk Manager, with Assistant City
Manager review; City Manager approval is required for sole source purchases greater than $50,000 and City Council
approval at $125,000 and greater. The Risk Manager remains in the approval chain for all sole source procurements. 12 Emergency Purchases
Clarified that the $125,000 after-the-fact ratification threshold is measured against the total emergency purchase or contract amount, including subsequent amendments and change orders.
13 Emergency Purchases
Clarified that a temporary emergency credit card limit
increase is a payment processing tool and does not itself constitute purchase or approval authority; approval and ratification requirements continue to apply.
14 Budget Authority Levels
Revised City Manager transfer authority to permit transfers between Capital Improvement Projects, in addition to
between Departments/Programs, without increasing the total adopted appropriation. Under the June 2025 Policy, any
increase to a single Capital Improvement Project’s
appropriation required City Council authorization. Increases in total appropriation and transfers between funds continue to require City Council authorization. Capitalized “Per Financial Policy” and “Departments/Programs.”
15 Level of Signing Authority
(chart)
Revised City Manager signing authority to “Less than
$125,000” to align with the City Council approval threshold. 16 Fixed Asset Identification &
Tracking
Clarified that the Finance Department or independent
auditors may conduct periodic spot audits to verify asset inventory records and expenditures; departments should be prepared to support these reviews.
17 Professional Services
Clarified RFP requirements: a formal RFP is required for contracts of $50,000 and greater; competitive proposals are encouraged but not required for contracts of $25,000 to less than $50,000.
18 Professional Services
Clarified contract approval framework: approvals are based on applicable dollar thresholds (typically Department
Director, Finance Director, and Risk Manager), with City Attorney review only if required by the nature and risk level

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Attachment 1 – Summary of Changes
No. Section / Location Change and Summary
of the contract. City Council approval applies only at
$125,000 and greater, distinct from the City Manager’s
individual signing authority below $125,000.
19 Professional Services – NonLegal Table
Restructured into four tiers ($10,000 to less than $25,000; $25,000 to less than $50,000; $50,000 to less than $125,000; $125,000 and greater); added the Risk Manager at the two upper tiers; City Attorney listed only “if legal review is required”; corrected the prior $549,999.99 typographical error.
20 Legal Fees
Paraphrased the Municipal Code provision regarding the
City Attorney’s authority to retain or employ other attorneys, assistants, or special counsel (City Attorney confirmation of the paraphrase recommended).
21 Payment Terms & Frequency
Clarified that while standard payment terms are Net 30 days from the invoice date, actual processing follows a weekly payment cycle.
22 Glossary – Informal Bid /
Formal Bid
Aligned definitions with Policy thresholds: Informal Bid is $10,000 through $50,000 (previously under $75,000);
Formal Bid is greater than $50,000, with the
published/advertised sealed bid process applying at $125,000 and greater (previously $75,000).
23 Glossary – Contract Purchase
Order (CPO)
Replaced Assistant City Manager authorization with the
requirement that a CPO follow the approval thresholds
established in the Policy.
24 Exhibit – Bid & Authorization
Chart
(Materials/Goods/Maintenance)
Rebuilt the chart with the standardized thresholds and
corrected approvals: $10,000 through $50,000 (DH or DE & FD); greater than $50,000 and less than $125,000 (DH, FD, CM – formal sealed bid, no public advertisement); $125,000 and greater (DH, FD, CM, CC – published/advertised sealed bid). Removed standing City Attorney approval; City
Attorney review only if needed based on the nature of the contract.
25 Exhibit – Bid & Authorization
Chart (Professional Services)
Updated approvals to align with the restructured Professional Services tables; removed standing City Manager/City
Attorney approval at the lowest tier; cross-referenced the four-tier breakdown in the Professional Services section. 26 Exhibit – Emergency Purchase
Form
Aligned the City Council notification threshold to
emergency costs greater than $125,000 (previously $75,000). 27 Exhibit – Purchase Card
(CalCard) Policy
Added a Spending Limits section with a total monthly limit not to exceed $10,000 and a documented limit-change
process; expanded Prohibited Purchases (entertainment,
unauthorized travel, fines, purchase splitting); added a Revocation of Privileges section (including lock/suspension after two consecutive missed reconciliation deadlines and

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Attachment 1 – Summary of Changes
No. Section / Location Change and Summary
excessive lost receipts); updated reconciliation procedures (U.S. Bank online access, lost-receipt memorandum);
restructured the Purchase Card Employee Agreement into
two sections.
28 Document-wide
Standardized font to Times New Roman; corrected
typographical and grammatical errors (e.g., “specialized consultants who,” “goods and material bids,” “availability of parts”); removed trailing blank page.
29 Table of Contents Rebuilt the table of contents to reflect updated pagination and headings.
30 Exhibits Re-lettered exhibits sequentially (A through F). 31 Environmental Procurement
(Sections 1–3)
Replaced “Jurisdiction” with “City” where applicable and corrected list numbering; no change to SB 1383
requirements.

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City of Los Altos
Purchasing Policy
JUNE 20252026
Attachment 2 - Redlined Purchasing Policy

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TABLE OF CONTENTS
Contents
ETHICAL GUIDELINES .....................................................................................................5 OVERVIEW & RESPONSIBILITIES..................................................................................5 A VARIETY OF WAYS TO MAKE PURCHASES.................................................................7 A more detailed discussion of these purchasing methods follows: ........................................................ 9 ENVIRONMENTAL PROCUREMENT PRACTICES................................................................ 12 SECTION 1. PURPOSE ...................................................................................................................................... 12 SECTION 2. POLICY ....................................................................................................................................... 13 Requirements for City Departments or Procurement Practices.............................................................. 13 Requirements for Vendors............................................................................................................................ 14 Compost and SB 1383 Eligible Mulch procurement................................................................................. 14 SECTION 3. RECORDKEEPING ..................................................................................................................... 16 BIDDING & AUTHORIZATION LIMITS................................................................................18 BIDDING EXCEPTIONS ..................................................................................................21 Sole Source Procurements.......................................................................................................................... 21 Emergency purchases.................................................................................................................................. 21 BUDGET AUTHORITY LEVELS.....................................................................................23 SIGNATURE AUTHORITY & APPROVALS....................................................................25 LEVEL OF SIGNING AUTHORITY .....................................................................................26 Change Orders.............................................................................................................................................. 26 Information Technology Purchases.............................................................................................................. 26 Shared Cost Purchases & Payroll Payments ............................................................................................. 27 Warehouse Orders, Shared Building Supplies & Fuel............................................................................... 27 Equipment PurchasesIdentified in the Budget Process........................................................................... 27 Fixed Asset Identification & Tracking........................................................................................................ 27 Professional Services................................................................................................................................... 28 Legal Fees ...................................................................................................................................................... 31 ADDITIONAL GUIDANCE FISCAL YEAR-END CUT OFF......................................................32 SUPPLIER CONTACT AND DECORUM..............................................................................33 Prohibited Practices...................................................................................................................................... 36 PUBLIC WORKS PROJECTS.............................................................................................36 GLOSSARY...................................................................................................................37

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EXHIBIT A.....................................................................................................................43 PURCHASING BID AND AUTHORIZATION CHART..................................................................................... 43 EXHIBIT B.....................................................................................................................46 PURCHASING BID AND AUTHORIZATION CHART..................................................................................... 46 EXHIBIT C .....................................................................................................................48 EMERGENCY PURCHASE FORM – EXAMPLE .............................................................................................. 48 Describe Emergency: .................................................................................................................................. 48 EXHIBIT D....................................................................................................................49 MINIMUM INSURANCE REQUIREMENTS ....................................................................................................... 49 Minimum Scope of Insurance asrelated to the provision ofservice to the City ................................... 49 EXHIBIT E.....................................................................................................................52 PURCHASE CARD POLICY OVERVIEW......................................................................................................... 52 RESPONSIBILITY........................................................................................................................................... 54 REQUESTING CALCARD ................................................................................................................................. 56 CALCARD BASICS ......................................................................................................................................... 56 SPENDING LIMITS .......................................................................................................................................... 60 PROHIBITED PURCHASES ................................................................................................................................ 60 PURCHASE DOCUMENTATION................................................................................................................... 60 REVOCATION OF PRIVILEGES........................................................................................................................ 62 EMERGENCY PURCHASES........................................................................................................................... 62 RECONCILING STATEMENTS ..................................................................................................................... 62 DISPUTED CHARGES .................................................................................................................................... 63 RETURNING ITEMS ....................................................................................................................................... 63 LOST OR STOLEN CALCARD........................................................................................................................... 65 DECLINED PURCHASE ................................................................................................................................. 65 REVIEW & AUDITS .......................................................................................................................................... 65 INVOICES & RECEIPTS................................................................................................................................... 65 EXHIBIT F .....................................................................................................................67 PURCHASE CARD EMPLOYEE AGREEMENT .............................................................................................. 67 ETHICAL GUIDELINES .....................................................................................................3 OVERVIEW & RESPONSIBILITIES..................................................................................3 A VARIETY OF WAYS TO MAKE PURCHASES.................................................................5 A more detailed discussion of these purchasing methods follows: ........................................................ 6 ENVIRONMENTAL PROCUREMENT PRACTICES SECTION 1. PURPOSE .................................8 SECTION 2. POLICY........................................................................................................10

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Requirements for City Departments or Procurement Practices.............................................................. 10 Requirements for Vendors............................................................................................................................ 11 Compost and SB 1383 Eligible Mulch procurement................................................................................. 11 SECTION 3. RECORDKEEPING.........................................................................................12 BIDDING & AUTHORIZATION LIMITS................................................................................13 BIDDING EXCEPTIONS ..................................................................................................15 Sole Source Procurements.......................................................................................................................... 15 Emergency purchases.................................................................................................................................. 15 BUDGET AUTHORITY LEVELS.....................................................................................17 SIGNATURE AUTHORITY & APPROVALS....................................................................19 LEVEL OF SIGNING AUTHORITY .....................................................................................20 Change Orders.............................................................................................................................................. 20 Information Technology Purchases.............................................................................................................. 20 Shared Cost Purchases & Payroll Payments ............................................................................................. 21 Warehouse Orders, Shared Building Supplies & Fuel............................................................................... 21 Equipment PurchasesIdentified in the Budget Process........................................................................... 21 FIXED ASSET IDENTIFICATION & TRACKING.....................................................................21 PROFESSIONAL SERVICES..............................................................................................22 Legal Fees ...................................................................................................................................................... 24 ADDITIONAL GUIDANCE FISCAL YEAR-END CUT OFF......................................................25 SUPPLIER CONTACT AND DECORUM..............................................................................26 Prohibited Practices...................................................................................................................................... 29 PUBLIC WORKS PROJECTS.............................................................................................29 GLOSSARY...................................................................................................................30 EXHIBIT A.....................................................................................................................35 PURCHASING BID AND AUTHORIZATION CHART..................................................................................... 35 EXHIBIT B.....................................................................................................................37 PURCHASING BID AND AUTHORIZATION CHART..................................................................................... 37 EXHIBIT C .....................................................................................................................38 EMERGENCY PURCHASE FORM – EXAMPLE .............................................................................................. 38 Describe Emergency: .................................................................................................................................. 38 EXHIBIT D....................................................................................................................39 MINIMUM INSURANCE REQUIREMENTS ....................................................................................................... 39 Minimum Scope of Insurance asrelated to the provision ofservice to the City ................................... 39 EXHIBIT E.....................................................................................................................42

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PURCHASE CARD POLICY OVERVIEW......................................................................................................... 42 RESPONSIBILITY ..........................................................................................................42 REQUESTING CALCARD ................................................................................................................................. 44 CALCARD BASICS .........................................................................................................44 SPENDING LIMITS .......................................................................................................................................... 46 PROHIBITED PURCHASES .............................................................................................................................. 46 PURCHASE DOCUMENTATION ......................................................................................46 REVOCATION OF PRIVILEGES........................................................................................................................ 48 EMERGENCY PURCHASES .............................................................................................48 RECONCILING STATEMENTS ........................................................................................48 DISPUTED CHARGES.....................................................................................................49 RETURNING ITEMS .......................................................................................................49 LOST OR STOLEN CALCARD........................................................................................................................... 50 DECLINED PURCHASE ..................................................................................................50 REVIEW & AUDITS ......................................................................................................50 INVOICES & RECEIPTS ...................................................................................................50 EXHIBIT F .....................................................................................................................51 PURCHASE CARD EMPLOYEE AGREEMENT .............................................................................................. 51 ETHICAL GUIDELINES .....................................................................................................2 OVERVIEW & RESPONSIBILITIES..................................................................................2 A VARIETY OF WAYS TO MAKE PURCHASES.................................................................4 ENVIRONMENTAL PROCUREMENT PRACTICES SECTION 1. PURPOSE .................................7 BIDDING & AUTHORIZATION LIMITS................................................................................11 BIDDING EXCEPTIONS ..................................................................................................13 BUDGET AUTHORITY LEVELS.....................................................................................14 SIGNATURE AUTHORITY & APPROVALS....................................................................15 LEVEL OF SIGNING AUTHORITY .....................................................................................16 FIXED ASSET IDENTIFICATION & TRACKING.....................................................................17 PROFESSIONAL SERVICES..............................................................................................18 ADDITIONAL GUIDANCE ..............................................................................................20 GLOSSARY...................................................................................................................24 EXHIBIT ........................................................................................................................29 Formatted: Left

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ETHICAL GUIDELINES
• Compliance with legal prohibitions on conflicts of interest, including the Political Reform Act and Government Code §1090, is required.
• Purchasing from or contracting with a business entity wholly or partially owned or operated by a City employee, or employee’s spouse, is prohibited unless approved in advance by the City Manager. Any employee with such an ownership interest must have no official (City) role in the contracting process. • Purchasing from or contracting with a business entity wholly or partially owned or operated by a family member of a City employee must be approved in advance by a Department Head in writing. To avoid any purchasing conflicts and contract administration issues, any City employee with a familial relationship to a City contractor must disclose the relationship to the Department Head. Such employees must have no official (City) role in the contracting process. A familial relationship is defined as grandparent, grandchild, parent, child, son-in-law, daughter-in-law, parent- in-law, or sibling relationship.
• A City employee may not participate in the contracting processif they have a financial interest in any person(s), firm, or business entity involved with providing goods or services to the City.
• Departments must make every attempt to ensure open and competitive purchases. • Splitting purchases for the purpose of evading the procedures outlined in this document is strictly prohibited.
• The receipt of any monetary or non-monetary gifts, gratuities, promotional items, rebates, or kickbacks of any value from a prospective or actual contractor or vendor to a City employee is prohibited.

OVERVIEW & RESPONSIBILITIES
Implementing a formal policy and process of procuring goods and services, including a purchase order process, provides several key benefits. It supports clear purchase specifications, avoids disputes with vendors, builds an audit trail, allows level competition to set prices, controls spending limits, creates a system of checks and balances, and enhances public trust. The following principles were used in developing this document, and are as follows:
• This policy addresses the acquisition of equipment, materials, supplies, maintenance services, and professional services in accordance with the Los Altos Municipal Code.

It does not address the procurement of public work projects as defined by the California Public Contract Code.

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• The Finance Director is responsible for implementing this document. Administrative changes or interpretations to this document shall be approved by the City Manager to clarify instructions and address tactical operational needs. • The City Attorney or other Attorneys used do not have any financial authority but are responsible for reviewingproviding legal review of items directed to them by a Department Director, Risk Manager or City Manager. The City Attorney’s role is limited to legal review and does not constitute financial approval authority. Legal review(s) could be contracts, Purchase Orders (PO), Blanket Purchase Orders (BPO), or other Service Agreements as defined in this document. • Purchasing is decentralized, with each Department Director responsible for coordinating purchasing efforts in their operations. InitiatedPurchases are initiated through a departmental Requisition (REQ), which is routed to Finance shallfor review and approval. Once the Requisition is approved, Finance will generate the corresponding Purchase OrdersOrder (PO), Blanket Purchase OrdersOrder (BPO), PurchasingPurchase Contract AgreementsAgreement (PCA)(PCA), or Contract Purchase OrdersOrder (CPO).
• No requisition or BPO, PO, PCA or CPO lacking sufficient appropriation levels as set in the adopted budget will be undertaken.
• Purchases shall not be split to avoid required bid levels or authorizing dollar limits. • Competitive bids shall be sought using the scope and dollar limits outlined herein whenever possible. A minimum of two (2) quotes are required with three (3) quotes preferred. Requests for Bids should consider the quality necessary to meet the City’s needs.
• Service and pricing negotiation is encouraged by the procurement of professional or maintenance services bound via the execution of a City-compliant contract approved by the Risk Manager.
• Contracts and Service Agreements that result in a Purchase Order must havebe thereviewed approvaland ofapproved by the Risk Manager.Manager for insurance and liability compliance.
• A City Business License shall be required of any vendor providing construction or maintenance services within the City of Los Altos. Professional Services such as specialized consultantconsultants whomwho do not maintain offices within the City of Los Altos are not required to maintain a City Business License. • Emergency purchases are allowed under the conditions set forth herein.

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A VARIETY OF WAYS TO MAKE PURCHASES
Purchasing methods vary with the dollar amount and nature of the purchase as follows:

Method of
Purchase
Purchase Type Subject to
Bidding
Supporting
Documents
Conditions Dollar Limits
Petty Cash Small dollar
items on a
reimbursement
basis
No Approved petty
cash slip -
original receipt -
invoice
Cannot
supplant
existing
Purchase
Orders or
Contracts
$100 or
Under
City Calcard Small dollar
items
No Purchase Card
Log/Statement/
receipts/invoice/
delivery packing
slip
Cannot
supplant
existing
Purchase
Orders or
Contracts
Dept set
transaction
limits and
monthly max
card limits
Direct Vendor
Purchases
Small dollar
items
No Approved
invoice/receipt
/check request
Cannot
supplant
existing
Purchase
Orders or
Contracts
Under
$10,000
Purchase
Order (PO)
Large dollar
purchases
requiring bids
Required Approved
requisition/PO/
invoices/receipts
Not to be
used for
professional
services
$10,000 and
over
Blanket
Purchase
Orders (BPO)
Routine
repetitive
purchases using
pre-established
vendor
Required BPOs ID - receipt
- invoice -
packing slip if
delivered
Not to be
used for
professional
services
Subject to
established
annual limits
and dept.
approval
authority

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arrangements.

CityID
requiredatpoint
ofsale.

Contract
Purchase
Orders(CPO)
Contracted
services-either
maintenanceor
professional
SeePCA
orPSA
below
Negotiatedand
executed
Contract
Contracted
annuallimits
anddept.
approval
authority
CityCouncil
approval
over$125,000
Purchase
Contracts
Agreements
(PCA)
Routine
repetitive
purchases using
pre-established
vendor
arrangements
Required Negotiatedand
executed
Contractand
CPO
Contracted
annuallimits
anddept.
approval
authority
Council
approvalat
$125,000and
over
Professional
Service
Contract
Professional
servicesbased
on need - pricing
competition
encouraged
Recomme
nded
Negotiatedand
executed
Contractand
CPO
Contracted
annuallimits
anddept.
approval
authority
Council
approvalat
$125,000and
over
arrangements.

City ID
required at point
of sale.

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Purchase
Contracts
Agreements
(PCA)
Routine
repetitive
purchases using
pre-established
vendor
arrangements
Required Negotiated and
executed
Contract and
CPO
Contracted
annual limits
and dept.
approval
authority
Council
approval at
$125,000 and
greater
Professional
Service
Contract
Professional
services based
on need - pricing
competition
encouraged
Recomme
nded
Negotiated and
executed
Contract and
CPO
Contracted
annual limits
and dept.
approval
authority
Council
approval at
$125,000 and
greater
A more detailed discussion ifof these purchasing methods follow:follows:

Petty Cash is used for infrequent purchases under $100 requiring immediate funding. Petty cash draws must be supported by original receipts and an approved petty cash form denoting a clear business purpose and budget coding. Petty cash shall never to be used for personal change requests and is only accessible to designated department custodians.

Department Director approval is always required. Replenishment requests to Finance require full reconciliation and approval.

Calcards accommodate small dollar purchases under $10,000 and are limited to preestablished monthly maximums. They are issued for use only with department director’s approval and the execution of a formal employee agreement. The requirements outlined in the Purchasing Card Policy must be strictly adhered to. Calcards are issued jointly in the City’s and employee’s name and shall only be used by the employee they are issued to.

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Cardholders are responsible for reconciling monthly statements and completing a fully documented and approved transaction log. The proper use of Calcards along with timely payment submittal and complete documentation will be strictly enforced with violations promptly resulting in the revocation of Calcard usage.

Direct Vendor Purchases for one-time purchases that fall under $10,000 and can be submitted for payment using original vendor receipts/invoices. This method should not be used to supplant existing BPO or PCA arrangements. Original vendor receipts/invoices must be marked with a City standard approval and budget coding, be submitted on a timely basis with proper approvals and include a clear/concise description of purpose. With increased volume trends, a BPO or PCA can be established for vendors to use repetitively given proper bidding procedures are followed. Departments should use a Purchase Order whenever purchases are planned, repetitive, or expected to exceed $10,000 cumulatively, to avoid vendor fragmentation.

Purchase Orders (POs) facilitate purchases of over $10,000. They follow the submission of a purchase requisition (REQ) to Finance, are subject to bidding either at the informal or formal level (as defined below) and require department director established authorizations.

Blanket Purchase Orders (BPOs) are based on pre-bid agreements with specific vendors.

They promote efficiency by simplifying access to routinely needed goods and services. • The establishment of a BPO requires competitive bidding. • A BPO has a pre-defined, as coordinated with the requesting department, annual maximum limit tracked by the Finance Department. Purchases shall be supported by identifying BPO ID #, department approvals, original receipts, and invoices prior to payment. Budget/account codes and a clear business purpose shall always be noted. • Requests to increase annual BPO limits must be approved by the department director and the Finance Director or their designee. BPO activity will be reviewed annually by the Finance Department as a basis for justifying the continuance of any one vendor.

It is the requested department’s responsibility to rebid periodically (no more than three to five years) to ensure the best possible pricing, service and availability. • Department directors may request additional BPO vendors by submitting an email to the Finance Department. Criteria for establishing a BPO includes frequency of ordering, the dollar amount of each order and the absence of an established contract. • Regardless of the annual dollar maximum limit, BPO purchases are subject to the signing authority approvals and transaction limits developed by departments and reviewed by the Finance Department.

Purchase Contract Agreements (PCAs) may be beneficial in establishing firm pricing and an ongoing source of goods and services. This entails entering a multi-year contract. Much

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like a BPO, these contracts allow departments to access repetitively needed goods and services with minimal procedural overhead.
• The establishment of a Purchase Contract requires competitive bidding based on signing authority thresholds and use of City-a compliantCity-compliant and approved contract. The approvals of the City Manager,Manager (for contracts greater than $50,000), Risk Manager, and Finance Director are required. • The Risk Manager’s approval is required at the initiation of the PCA and annually thereafter if the cost of the initial agreement is modified by over 5% in total. • Departments may request the establishment of a contract for a particular product or service in coordination with the Finance Department with the submission of a Contract Purchase Order (CPO). Criteria for establishing contracts include frequency of ordering, the dollar amount of each order and barriers to contracting such as insurance requirements.
• A contractContract CPOPurchase Order (CPO) must beauthorized byfollow the Assistantapproval Citythresholds Manager,established in the Policy and be submitted to the Finance Department,Department it must includewith the agreementfully executed asagreement an attachment.attached.

Cooperative Purchasing Agreements, The City Manager, where advantageous to the City, may, by cooperative purchasing agreements or arrangements, purchase supplies, equipment, and materials through legal contracts of other governmental jurisdictions or public agencies without further competitive bidding by the City. The City may act as the cooperating purchasing agent for other public entities.

Professional Service Contractsare discussed in the following sections of this policy andcanonlybeauthorizedviaanexecutedformalCity-compliantcontractapprovedbytheRisk Manager. Althoughnot required byOrdinance, competitive selection andpricingare highly encouraged.Departmentsmayrequesttheestablishmentofaprofessionalservicecontract in coordination with the Finance Department through submission of a Contract Purchase Order (CPO). The approvals of the City Manager, City Attorney (if deemed required), Risk Manager, and Finance Director are required.

Professional Service Contracts are discussed in the following sections of this policy and can only be authorized via an executed City-compliant contract approved by the Risk Manager.

Competitive selection and pricing are required in accordance with applicable procurement thresholds and are encouraged for smaller purchases whenever practical. Departments may request the establishment of a professional service contract below the formal threshold, or must request one when required by policy, in coordination with the Finance Department through submission of a Contract Purchase Order (CPO). The CPO must follow the approval thresholds. Approvals may include the City Manager, Risk Manager, Finance Director, and Formatted: Space Before: 0 pt

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the City Attorney if legal review is required based on the nature of the contract, as determined by the Risk Manager or Finance Director.

ENVIRONMENTAL PROCUREMENT PRACTICES
SECTION 1. PURPOSE
The City of Los Altos recognizes its responsibility to minimize negative environmental impacts of the City’s activities by ensuring the procurement of services and products that reduce toxicity; conserve natural resources, materials, and energy; and maximize recyclability and recycled content while supporting a diverse, equitable, and vibrant community and economy.

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The purpose of this policy is to support procurement decisions that align with the City’s sustainability standards and goals as identified in the adopted Climate Action and Adaptation Plan (CAAP). This policy is applicable to all departments and divisions, to incorporate environmental considerations including but not limited to recycled-content paper and recovered Organic Waste product use into purchasing practices and procurement.

This section will:
• Provide implementation guidance.
• Communicate the City’s commitment to sustainable purchasing to its employees, vendors, and the community.
• Protect and conserve natural resources, water, and energy. • Minimize the City’s contribution to climate change, pollution, and solid waste disposal.
• Empower employees to be innovative and demonstrate leadership by considering sustainability benefits when making purchasing decisions; and • Comply with State requirements as contained in 14 CCR Division 7, Chapter 12, Article 12 (SB 1383 procurement regulations) to procure a specified amount of Recovered Organic Waste Products to support Organic Waste disposal reduction targets and markets for products made from recycled and recovered Organic Waste materials, and to purchase Recycled-Content Paper Products and Recycled-Content Printing and Writing Paper.
•
SECTION 2. POLICY
Requirements for City Departments or Procurement Practices A. If fitness and quality of Recycled-Content Paper Products and Recycled-Content Printing and Writing Paper are equal to that of non-recycled items, all departments and divisions of the City shall purchase Recycled-Content Paper Products and Recycled-Content Printing and Writing Paper that consists of at least thirty percent (30%), by fiber weight, postconsumer fiber, whenever available at the same or a lesser total cost than non- recycled items, consistent with the requirements of the Public Contracts Code, Sections 22150 through 22154 and Sections 12200 and 12209, as amended.

1. All Paper Products and Printing and Writing Paper shall be eligible to be labeled with an unqualified recyclable label as defined in Title 16 Code of Federal Regulations Section 260.12 (2013).

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2. Provide records to the City of all Paper Products and Printing and Writing Paper purchases on a schedule to be determined by the City and not less than annually (both recycled content and non-recycled content, if any is purchased) made by a division or department or employee of the City.

Requirements for Vendors
A. All vendors that provide Paper Products (including janitorial Paper Products) and Printing and Writing Paper to the City shall:

1. Provide Recycled-Content Paper Products and Recycled-Content Printing and Writing Paper that consists of at least thirty percent (30%), by fiber weight, postconsumer fiber, if fitness and quality are equal to that of non-recycled item, and available at equal or lesser price.

B. All vendors providing printing services to the City via a printing contract or written agreement,shall use Printing and Writing Paper that consists of at least thirty percent (30%), fiber weight, postconsumer fiber, or as amended by Public Contract Code Section 12209.

Compost and SB 1383 Eligible Mulch procurement.

A. Divisions and departments responsible for landscaping maintenance shall:

1. Use SB 1383 Eligible Compost and SB 1383 Eligible Mulch produced from recovered Organic Waste, as defined in the Glossary section of this Policy, for landscaping maintenance as practicable, whenever available, and capable of meeting quality standards and criteria specified.

2. Keep records, including invoices or proof of Recovered Organic Waste Product procurement (either through purchase or acquisition), and submit records to the City, on a schedule to be determined by City.

Recordsshall include:
a. General procurement records, including:
i. General description of how and where the product was used and applied, if applicable.
i.
ii. Source of product, including name, physical location, and contact information for each entity, operation, or facility from whom the Recovered Organic Waste Products were procured.
ii.
iii. Type of product.
iii.
iv. Quantity of each product; and,
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iv.
i.v. Invoice or other record demonstrating purchase or procurement. b. For Compost and SB 1383 Eligible Mulch provided to residents through giveaway events or other types of distribution methods, keep records of Formatted: Font: 12 pt
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Compost and SB 1383 Eligible Mulch provided to residents. Records shall be maintained and submitted to the City in accordance with the requirements specified in Section 3.

3. When a Direct Service Provider for the City procures compost or mulch, enter into a written contract or agreement or execute a purchase order between the City and Direct Service Provider with enforceable provisions that include: (i) definitions and specifications for SB 1383 Eligible Mulch, Compost, Renewable Gas, and/or Electricity Procured from Biomass Conversion; and, (ii) an enforcement mechanism (e.g., termination, liquidated damages) in the event the Direct Service Provider is not compliant with the requirements.
a. Renewable Gas procurement (used for fuel for transportation, electricity, or heating applications). For Renewable Gas procurement, JurisdictionCity shall:

1. Procure Renewable Gas made from recovered Organic Waste for transportation fuel, electricity, and heating applications to the degree that it is appropriate and available for the JurisdictionCity.

2. Keep records in the same manner indicated in Section 3 for Renewable Gas procured and used by the JurisdictionCity, including the general procurement of record information specified in Section 3, and submit records to the City on a schedule to be determined by the City and notless than annually. JurisdictionCity shall additionally obtain the documentation and submit records specified in Section 3 below, if applicable.

2. SECTION 3. RECORDKEEPING
A.The City will do the following to track Procurement of Recovered Organic Waste Products, Recycled-Content Paper Products, and Recycled-Content Printing and WritingPaper:

1. The City will do the following to track Procurement of Recovered Organic Waste Products, Recycled-Content Paper Products, and Recycled-Content Printing and Writing Paper:

1. Collect and collate copies of invoices or receipts (paper or electronic) or other proof of purchase that describe the procurement of Printing and Writing Paper and Paper Products, including the volume and type of all paper purchases; and, copies of certifications and other required verifications from all departments and/or divisions procuring Paper Products and Printing and Writing Paper (whether or not they contain recycled content) and/or from the vendors providing Printing and Writing Paper and Paper Products. These records must be kept as part of the City’s documentation of its compliance with 14 CCR Section 18993.3.

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2. Collect and collate copies of invoices or receipts or documentation evidencing procurement from all departments and divisions procuring Recovered Organic

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Waste Products and invoices or similar records from vendors/contractors/others procuring Recovered Organic Waste Products on behalf of the City to develop evidence of the City meeting its Annual Recovered Organic Waste Product Procurement Target. These records must be kept as part of the City’s documentation of its compliance with 14 CCR Section 18993.1.

BIDDING & AUTHORIZATION LIMITS
Competitive bidding promotes fair pricing commensurate with the quality required. The City awards equipment, materials, supplies and maintenance service bids to the lowest priced responsible and suitable bidder. This means that the prevailing bidder is the one who best responds in price, quality, service, fitness or capacity to the requirements of the City. The selection process also considers the ability of the vendor to deliver the needed product, obtain access to availableavailability of parts or service, prior experience and system compatibility.

Approval Codes: Approval Levels Approving Documents
DH Department Head

REQ, PO, CPO
DE Department Head designee*
FD Finance Department
ACM Assistant City Manager
CM City Manager
CC City Council
* See Signature Authority below
DollarLimits BiddingRequirements RequiredApprovals
$10,000to$50,000 Informalbids DHorDE&FD
Over$50,000under
$125,000
Formalbids DH&FD&ACM&CM
$125,000andover Formalpublished/advertisedbids DH&AS&CM&CC Dollar Limits Bidding Requirements Required Approvals
$10,000 through $50,000 Informal bids DH or DE & FD

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Greater than $50,000 and
less than $125,000
Formal sealed bids DH & FD & CM
$125,000 and greater Formal published/ advertised
sealed bids

DH & FD & CM & CC
* Purchases under $10,000 do not require bids although approvals are required from a Department Head and/or Designee for all purchases

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• Purchases fromof $10,000 tothrough $49,999.99$50,000 require informal bids by the requesting department with quotes obtained from at least two (2) vendors.

Telephone quotes are acceptable although written quotations are preferred. Email quotes are allowed. All quotes must be documented and submitted, in comparative format, as part of the approved requisition (REQ) prior to PO, CPO issuance. • Purchases overgreater than $50,000 toand $124,999.99less than $125,000 require formal bids by the requesting department. This entails the preparation of written specifications, vendor solicitations and sealed bids. The requesting department requested shall contact as many vendors as necessary and obtain at least two (2) written quotes with three (3) quotes recommended. If the minimum number of quotations cannot be obtained, evidence of the attempt should be documented and kept on file. Professional Services are exceptions.
• Purchases of $125,000 and overgreater require formal bidding as discussed above but bear the additional requirement of having bid invitations formally published on the City’s electronic bid portal, and regional newspaper before sealed bid opening.

The communication of specifications helps ensure that required, ordered and received items meet the desired level of quality, performance or design. Clarity and completeness in writing specifications avoids a mismatch between vendor compliance and operational needs. It is imperative that staff clearly communicate these requirements in the bid process and inform suppliers, at the time of the bid, exactly what it is that the City needs.

The splitting of purchases to avoid bid and authorization limits is a clear violation of these instructions. Furthermore, purchase cost estimates should always include necessary postmanufacturer add-ons and be included in the Bid specifications.

Bid Cancellations - City Council may cancel an invitation for bids, a request for proposal or other solicitations and may reject some or all bids or proposals when it is determined that cancellation or rejection serves the best interest of the City.

Cooperative Purchasing - Where possible, Cooperative Purchasing may be a benefit to the City. With cooperative purchasing, public entities may mutually make purchases, achieving significant economies of scale. Although public entities together prepare specifications and receive bids, each public entity executes its own contract, administers the procurement function and finances the purchase independently.

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BIDDING EXCEPTIONS
Sole Source Procurements
Sole source procurements involve goodgoods and/or services that can only be practically obtained from one source. Justification will be based on the following:
• The contractor orsupplier is the sole provider of the goods orservice. • The contractor or supplier is the only source permitted to provide the service or supply based on the manufacturer’s agreement acting as the sole representative in the geographical area.

The person requesting the purchase is to prepare written correspondence justifying and describing the reason for the sole source purchase and must have the approval of the department director. This documentation must be submitted to the CityFinance ManagerDirector orand Risk Manager, along with the Assistant City Manager for review. City Manager approval is required for sole source purchases greater than $50,000, and FinanceCity DirectorCouncil approval is required for sole source purchases of $125,000 and greater along with the requisition for approval.. The requisition shall accompany this documentation when submitted for approval. Because sole source purchases often involve contracts or services with potential risk, the Risk Manager shall remain in the approval chain for all sole source procurements.

Emergency purchases
For the purposes of this section, an emergency shall be deemed to exist if:
• A public disaster occurs; or
• An emergency is declared by the City Council or City Manager • There is an immediate need to prepare for national or local defense; or • There is a breakdown in machinery or an essential service which requires the immediate procurement of supplies and equipment to protect the public health, welfare, or safety; or
• Public health, welfare, or safety would be greatly hampered, if there was an undue delay in the procurement of the needed item
Authority - The City is not required to engage in competitive bidding in an emergency. The City Manager or designee holds the authority to waive any procedures in these instructions that are not statutorily mandated when making emergency purchases of supplies, equipment, materials or services.

If the purchase equals or exceeds $125,000 for construction work, supplies, equipment, materials or services (including professional services), after-the-fact ratification is to be

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obtained by adoption of City Council Resolution at the soonest possible public meeting following the expenditure. For this purpose, the $125,000 threshold is measured against the total emergency purchase or contract amount, including any subsequent amendments or change orders.

If, at the time of the emergency, neither the City Manager nor designee are available, department directors may order the needed commodity from the nearest available source.

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As they become accessible, the City Manager, designee and Finance Director should be immediately notified of the purchase.

Initiating the Purchase - Emergency purchases can be made by designated staff responsible for the emergency response. Staff should attempt to determine the best price and quality of goods or services available and advise their department director at the earliest possible opportunity. The Department Director is to relay such information to the City Manager or designee promptly.

Finance Department Notification – Soon after placing the order, the Finance Department is to be notified of: (1) of the emergency purchase; (2) the nature of the purchase and emergency; (3) the Department Director or authorized designee approval; (4) the name and location of the vendor; and (5) the City Manager approval pursuant to the procedures outlined above. This information is to be provided via the Emergency Purchase Documentation form.

Emergency Credit Card Limits - In times of emergency, the City Manager and Department Directors may request a temporary increase in individual credit card transaction limits from the Finance Department up to a maximum of $100,000. This temporary increase is a processing tool to enable timely emergency payments and does not by itself constitute purchase or approval authority; the applicable approval and after-the-fact ratification requirements set forth in this section continue to apply.

Federal Emergency Management Agency (FEMA) - In all cases, the documentation requirements of both the local and federal FEMA agencies are to be complied with as the City’s emergency response team is activated. The tracking of work/OT hours by location, position(s) and incident, invoices/receipts and photographs will ensure cost recovery when claims are ultimately submitted.

City Council Discretion - In its discretion, the City Council may reject any and all bids only when an emergency requires that an order be placed with the nearest available source of supply, when the amount involved is less than an amount to be set by the City Council by resolution, or when the commodity can be obtained from only one (1) vendor.

BUDGET AUTHORITY LEVELS
Budget Responsibility - The annual budget is an essential element of the financial planning, control, and evaluation process of the City. It is reviewed each fiscal year by the City Council and is designed as a financial blueprint for the City to follow.

Upon adoption, the various amounts approved in the budget are recorded in the City’s financial system. Monthly reports are provided to departments, programs or project managers in order to track expenditures activities and compliance with budget limits. It is

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the responsibility of each Department to maintain control of their budgets.

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Per fiscalFinancial policy,Policy, Department Directors have budget control at the total department appropriation level. The City Manager’s budget authority is at the Fund and Capital Improvement Project level. This means no Department Director can transfer to/from or utilize the budget of another department – they cannot cross departmental or capital project lines of appropriation. The City Manager may approve transfers between department/programsDepartments/Programs and between Capital Improvement Projects, but cannot increase the appropriationtotal limitadopted ofanyone(1)fundorany one(1)CapitalImprovementProject.appropriation. Any increase in total appropriation levelslevels, withinas well as any onetransfer (1)between Fund or adopted Capital Improvement Projectfunds, must be authorized by the City Council. This authority relationship is as displayed graphically below.

It is critical that all expenditures be coded to the appropriate account classifications during the year without restriction to itemized line-item limits (excluding salary and benefit items and total capital project appropriations). The accurate reporting of expenditure types allows for the refinement of budget variances each year.

SIGNATURE AUTHORITY & APPROVALS
The Finance Department maintains an authorized signatory list, including individual approval dollar limits and areas of responsibility, of employees designated by Department Directors to approve and sign for purchases. Department Directors may delegate signing authority up to a maximum of $25,000 to a Division Manager but must submit such authorization in advance via the signed signatory list previously referenced herein. Overall functional signing limits are established as displayed in the following chart. Purchase requests received by the Finance Department lacking appropriate approval will be returned promptly to the requesting department before any purchase orderisissued and/or payments

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are processed. Any late charges arising from such processing delays will need to be charged against the department budget.

LEVEL OF SIGNING AUTHORITY
Change Orders
The submission of change orders to an existing PO, CPO or PCA can alter the level of approvals required up to, and including, the need for City Council action. The determination of authorization levels should include the total of the purchases including the accumulated value of related change orders.

Information Technology Purchases
All Information Technology (IT) purchases must be approved in advance by the IT Manager or designee to ensure compliance with City hardware and system standards. Similarly, IT is required to be consulted for any planned purchases of software and hardware arising during the budget process and in the development of system specifications. IT cannot make purchases on behalf of the operating department without documentation pre-authorized by the department director. This approval will be documented via the completion of the IT WorkOrderWork-Order form.

AssistantCityManager

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Shared Cost Purchases & Payroll Payments
Some shared costs, such as utilities (phone, water, gas, electric, insurance, Software annual maintenance or subscription payments, etc.), fuel, facilities and payroll/benefits deductions (taxes, health benefits, PERS, etc.), require broadly defined processing methods as they are operational in nature and addressed in the budget on a bulk basis. Such payments are held to categorical budget appropriation limits, are centrally processed by the Finance Department, fall outside individual authorizing dollar limits, and are handled in bulk form in the monthly accounting process. These items are reviewed by the Finance Department for completeness, budget compliance and accuracy as they are processed. The basis for these shared cost allocations should be developed by the Finance Director in coordination with the impacted departments and discussed in the annual and mid-year budget process.

Warehouse Orders, Shared Building Supplies & Fuel
Limited items are available for order through the Maintenance Services warehouse. These mostly include janitorial supplies, fuel, office paper, kitchen supplies and can simply be requested via email or phone. They will be charged to the ordering department at the monthend based upon inventory pricing. Supplies delivered to shared cost sites, such as City Hall, will be allocated among benefitting programs on a reasonable basis. Maintenance services shall document these purchases monthly as a basis for financial reporting.

Equipment PurchasesIdentified in the Budget Process
All new and replacement requests for equipment or vehicles are itemized and submitted to the Finance Department as part of the annual budget process or at the time of mid-year budget review. At budget adoption, these specifically identified items will be considered approved. In procuring these items, departments are to strictly follow the bid and approval procedures set forth herein but may finalize such purchases without returning to City Council. However, City Council approval must be obtained if additional appropriations are required above the original adopted budget or if the nature of the purchase is substantially altered.

Fixed Asset Identification & TrackingFIXED ASSET IDENTIFICATION & TRACKING Any tangible item with a useful life of at least one (1) year and a purchase cost, including sales tax and incidentals, of $10,000 or more is considered a fixed asset. These items are to be identified by a unique identifying number (ID) and tracked during their lifecycle. Items that do not fit within the dollar threshold for a fixed asset, but are considered valuable, such as cellular phones, cameras or computers should also be identified by a City ID. Departments are responsible for ensuring that unique identifying numbers (serial numbers/VIN #s) are evident in the supporting documentation provided to the Finance Department and for Formatted: Character scale: 105%, Condensed by 0.1
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safeguarding City assets, regardless of the value. Departments should expect to account for the asset’s condition and location as part of a year-end inventory.

Physical movement of any fixed asset, even within a department, must be approved by Department Directors or designees and coordinated with the Finance Department to ensure that inventories are updated with the proper location. The physical disposal of any fixed asset must be approved by Department Directors and designees and coordinated with the Finance Department and Facilities Division to ensure that inventory listings are updated.

Periodically, the Finance Department or assigned independent auditors will conduct unscheduled audits to trace actual expenditures to physical assets on site. Departments shall accommodate the performance of these audits of asset purchases upon request.

Periodically, the Finance Department or independent auditors may conduct periodic spot audits to verify asset inventory records and expenditures. Departments should be prepared to support these reviews as needed.

Professional ServicesPROFESSIONAL SERVICES
Professional services include those provided by industry specialists such as lawyers, accountants, actuaries, technology specialists, planning, building, and financial consultants. These services, beyond the realm of public works contracts, are exempt from bidding requirements as their selection is based on expertise, experience and proficiency rather than price. As a matter of practice, the City highly encourages competitive bidding for all service contracts and formal RFPs for contracts with values overgreater than $25,000. A formal RFP is required for contracts of $50,000 and greater; for contracts of $25,000 to less than $50,000, competitive proposals are encouraged but not required.

Agreements with vendors for services can be for a three (3) year period with up to a two (2) year extension of the agreement to a total of no more than five (5) years. At the conclusion of the five (5) years, it is recommended that the agreement be re-bid to test the price of like services in the marketplace and to provide other vendors with an opportunity to present a bid for services. Agreements posted on the Template drive contain the language needed to state the “term” (length of time) of the agreement. For existing agreements that are ongoing until terminated, consult with the Risk Manager to ensure agreements are revised to include a five (5) year term or proper amendment language.

Managers are to review with the Risk Manager each ongoing software or licensing agreement that exceeds the five (5) year term. These agreements are evaluated on a case-by-case basis for the length of term of the agreement and amendment language.

All contracts entered by the City require the City Attorney (review, if requested), City Formatted: Heading 2, Left, Space Before: 0 pt

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Manager,RiskManager,DepartmentDirectorandFinanceDirectorapproval.Contractsover theannualdollarlimitlistedbelowrequireCityCouncilapprovalpriortotheaward.TheCity encourages staff to issue requests for proposals (RFP) as a measure of due diligence in competitively seeking and awarding these services.

All contracts entered into by the City require approvals based on the applicable dollar thresholds. This typically includes the Department Director, Finance Director, and Risk Manager. Review by the City Attorney shall be obtained if required, depending on the nature and risk level of the contract. Contracts over the annual dollar limit listed below require City Council approval prior to the award. City Council approval is required only for contracts of $125,000 and greater; contracts below $125,000 may be approved administratively within the signing authority limits established in this Policy. This $125,000 threshold applies consistently throughout this Policy and is distinct from the City Manager’s individual signing authority below $125,000. RFPs are encouraged as a best practice to ensure competitive selection and transparency.

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Value of Non-Legal
ProfessionalServices
RecommendedNumberof
Proposals
RequiredApprovals
$10,000to$24,999.99 Thedepartmentmustconduct
an evaluation of options but
doesnothavetoobtainwritten
proposals.

DepartmentDirector,Finance
Director
$25,000to$549,999.99 FormalRFPandtwo(2)written
proposalsrecommended
DepartmentDirector,Finance
Director
$50,000to$99,999.99 FormalRFPandtwo(2)written
proposalsrecommended
City Attorney, Department
Director,FinanceDirector,City
Manager
$100,000andover FormalRFPandtwo(2)written
proposalsrecommended
City Attorney, Department
Director,FinanceDirector,City
Manager, City Council
Value of Non-Legal
Professional Services
Recommended Number of
Proposals
Required Approvals
$10,000 to less than $25,000 The department must conduct an evaluation of options but
does not have to obtain written
proposals.

Department Director, Finance
Director
$25,000 to less than $50,000 Formal RFP and two (2) written proposals recommended
Department Director, Finance
Director
$50,000 to less than
$125,000
Formal RFP required; two (2)
written proposals
recommended
Department Director, Finance
Director, Risk Manager, City
Manager, and City Attorney if
legal review is required
$125,000 and greater Formal RFP required; two (2)
written proposals
recommended
Department Director, Finance
Director, Risk Manager, City
Manager, City Council, and
City Attorney if legal review is
required
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Value of Legal Services Recommended Number of
Proposals
Required Approvals
Up to Annual Budgeted
Appropriation for Legal Fees
City Attorney to evaluate
needs based on expertise
City Attorney, Finance
Director, City Manager
Above Fund Level Budgeted
Appropriation
City Attorney to evaluate
needs based on expertise
City Council
* Services under $10,000 do not require bids although approvals are required from a Department Director and/or designee for all purchases.

Legal Fees
TheUnder the Los Altos Municipal CodeestablishesthatCode, the City Attorney “maymay retain or employ other attorneys, assistantsassistants, orspecial counsel as maybeneeded to take charge ofof, or assist with, any litigation or legal matters or assist the City Attorney therein provided.matters.

The City Attorney estimates these costs at the preparation of the budget on a gross basis.

Such payments are held to categorical budget appropriation limits, and are centrally processed by the Finance Department, and therefore fall outside individual authorizing

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dollar limits, and are approved by the City Manager. These items are reviewed by the Finance Director for completeness, budget compliance and accuracy asthey are processed.

Changes in the scope of existing contracts may trigger a higher level of required approvals.

Professional Services must be initiated and approved via the use of a CPO. Professional Services shall be entered into contractually using a City-compliant executed contract and require the approval of the Risk Manager.

Professional Service Travel Costs - Professional service firms often bill clients for their direct and indirect costs, such as travel, photocopying, proposal preparation, etc. It is advisable that potential providers are informed of, and make documentation available in support of, the City operating travel policies including the following:
• Airfare: The City will not reimburse first class, business class, boarding preferences or other premium types of transportation.
• Hotel: The City will reimburse reasonable hotel accommodation (i.e., single or double rooms, but no suites) and encourage obtaining a government rate in a local venue. • Meals: Reimbursement for meals is limited to the current IRS per diem rate for the destination city.
• Car Rental: Rental vehicles shall be mid-sized class or smaller with rates commensurate with those offered by major rental companies. Use of luxury cars, specialty vehicles, or other non-standard cars will not be reimbursed. Insurance will be provided under the driver's or company's own policy. Additional insurance coverage offered by the car rental company is not reimbursable by the City. • Entertainment/Personal Services: Under no circumstances are expenses related to entertainment (i.e., theater tickets, sporting events) or personal services (i.e., dry cleaning, haircuts) reimbursable.
• Deliveries/Transmittals: Deliveries for which the City is billed will be transmitted in the most economical manner reasonably, unless otherwise required by the City. • Proposal Costs: The City will not reimburse the vendor for any costs associated with the preparation of a proposal.

ADDITIONAL GUIDANCE

FISCAL YEAR-END CUT OFF
The City’s fiscal year runs from July 1 to June 30. To allow for adequate processing time certain types of purchases must be completed well before the end of the fiscal year. While exact calendar dates may vary, the cutoff for submitting purchasing paperwork is generally as follows:

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• Requisitions & Purchase Orders: 2nd week of June
• Blanket Purchase Orders: Orders to be placed by June 30

SUPPLIER CONTACT AND DECORUM
Staff are obliged to always act in a professional and ethical manner when in contact with suppliers who market their services to the City. To this end, we strive to:
• Give allsuppliers full, fair, prompt and courteous consideration • Maintain a level playing field and information transparency • Protect vendor confidentiality when dealing with market-sensitive data • Solicit suggestions in determining clear and adequate specifications and standards • Effectively coordinate with suppliers in an equitable and uniform manner • Observe truthfulness and highest ethics in all transactions and correspondence It isimportant to treat all vendors equally. Thisincludes providing all competing vendors with the same information needed to respond to a request. It is unfair and unethical to divulge one vendor’s bid price, terms or conditions to another during the competitive bidding stages and important to realize that this information is not publicly accessible until all bids have been received and evaluated. Information marked “Proprietary” or “Confidential” by the vendor is not considered public and must not be revealed to outside parties. The appearance of impropriety isjust as important as actual impropriety. Displays of favoritism to a particular vendor should be always avoided.

Gratuities- To maintain strict objectivity and the highest ethical standards, the City prohibits employees accepting vendor gifts or gratuities. Violation of this standard may result in employee disciplinary action up to, and including, termination.

Insurance - It is the City’s practice to transfer as much risk as possible from the City to the supplier or contractor. Therefore, insurance is required from any contractor performing work for the City. This is especially the case for services provided on City property. In these cases, the standards and insurance requirements set forth by the Risk Manager must be adhered to. The City’s minimum insurance standards to be complied with are included in this document.

Taxes - The City pays sales or use tax on most purchases as defined by Santa Clara County.

This amount is added to the taxable subtotal of your order (certain items such as labor or transportation may or may not be taxable). Use tax, which is equivalent to the sales tax rate, is collected on many out-of-state purchases where the state originating the sale does not collect California State sales tax on behalf of the State. It is important to identify the

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applicability of Use Tax in bidding to avoid unintentional budget overrun. The City is exempt from paying Federal Excise Tax.

Shipping and Installation Costs - In developing, accepting and evaluating good andmaterial bids, it is incumbent on City staff to ensure that costs include any related shipping and/or installation costs and request such information from the subject vendors. In all cases, developing the full costs of purchase is critical to the budget process.

Payments Terms & Frequency - The City’s payment terms are Net 30 days from billing/invoice date. Vendor agreements should be established using this standard and clearlycommunicatedtothem.Avendor’sinabilitytoadapttotheCity’spaymenttermsmay make them ineligible for use. Generally, the City will not pay late fees.

Shipping and Installation Costs - In developing, accepting and evaluating goods and material bids, it is incumbent on City staff to ensure that costs include any related shipping and/or installation costs and request such information from the subject vendors. In all cases, developing the full costs of purchase is critical to the budget process.

Payments Terms & Frequency - While the City’s standard payment terms are Net 30 days from the invoice date, actual processing follows a weekly payment cycle. Vendor agreements should be established using this standard and clearly communicated to them. A vendor’s inability to adapt to the City’s payment terms may make them ineligible for use. Generally, the City will not pay late fees.

Conflict of Interest/Third Party Transactions - To maintain public trust and confidence in the integrity of purchasing transactions, no City employee who has a real or apparent conflict of interest should participate in the transaction.

Establishing New Vendors - One element of fiduciary responsibility is maintaining strict control over the open accounts established under the City’s name. Therefore, the City has instituted a practice whereby Finance has control over creation of all new vendor accounts and the submission and completion of credit applications for open accounts. W-9s are required for all new vendors without exception.

Grant Funding - Federal or other grant programs may require special conditions which are more stringent than City procedures. It is the responsibility of the department to accept the grant on behalf of the City to ensure that all grant provisions are complied with. All grants shall be awarded with City Council approval.

Surplus Property Management - the Facilities Division is responsible for the disposal of all City surplus property via auction. Information Technology should be contacted to disconnect or dispose of computers and related hardware.

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The City maintains a small inventory of serviceable surplus property items that may be acceptable for use upon request by a department. City staff or family members are not eligible to purchase City surplus property. Staff may, however, attend any third-party public auction and bid as a member of the public.

Public Safety handles property room disposals directly through a safety-specific auction process and coordinates revenue collections associated with the Finance Department.

Independent Contractors - The Internal RevenuesRevenue Service (IRS) and the California Employment Development Department (EDD) require independent contractors to provide a W-9 form to the City including the businesstype (sole proprietor, corporation or partnership)

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and documenting a taxpayer identification number (Social Security or federal identification number). Finance must receive the W-9 when a requisition or invoice is processed for a new vendor. Failure to provide this form will result in non-payment of an invoice or delaying processing of a requisition.

Other Jurisdiction BPO or Purchase Contract Agreements (PCA) - Staff may use BPOs or PCAs issued by other jurisdictions entered competitively if it is shown that the selection criteria are essentially the same as would be used by the City. Examples include Santa Clara County BPA for furnishings or awarded unit price schedules for slurry seal or sidewalk repairs.

Prohibited Practices
No City employee shall use or misrepresent the City’s purchasing process to obtain property or services for personal use, benefit or personal price discounts. Volume or incentive discounts made available in making City purchases can only be applied to the City’s benefit and never personal gain.

No City employee shall draft or cause to be drafted any specifications for bids in such a way asto intentionally limit the bidding directly or indirectly to any one bidder except for the sole source procurements.

PUBLIC WORKS PROJECTS
Public Projects are defined by the State of California Public Contract Code, Section 20161 as a project for the erection, improvement, painting, or repair of public buildings and works; work in or about streams, bays, waterfronts embankments, or other work for the protection against overflow;street orsewer work except maintenance or repair; supplies and materials for any such project, including maintenance or repair of streets or sewers. These purchases are controlled directly by the related Public Contract Code sections and fall outside the operational purchasing cycle addressed in this policy.

Pursuant to Chapter 3.16 of the Los Altos Municipal Code, the City of Los Altos has adopted Bidding Procedures Under the Uniform Public Construction Cost Accounting Act.

Requirements and allowances associated with this can be found in the Municipal Code.

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GLOSSARY
Bid: A proposal to provide goods and services submitted in accordance with the request for bid documents.

Bidder: A person or entity who submits a bid.

Blanket Purchase Order (BPO): A method by which departments may purchase materials from a specific vendor continuously throughout a specified time. Orders for materials not available from BPO vendors can be purchased by petty cash, credit card, purchase contract, or through the purchase requisition/purchase order process as described within this document.

Change Order: An amendment to an original purchase order authorizing a change in the scope of work; adjustment in the contract sum or contract time; or cancellation of parts or all of a purchase order.

Check Request: The form is used to request that Finance process payment to a vendor or contractor. The form accommodates several uses, including Direct Payments, Blanket Purchase Order payments as well as partial payments against existing purchase orders and contracts.

City: The City of Los Altos, the City Manager, or their designee.

Compost (SB 1383 Eligible): The product resulting from the controlled biological decomposition of organic solid wastes that are source separated from the municipal solid waste stream, or which are separated at a centralized facility or as otherwise defined in 14 CCR Section 17896.2(a)(4).

Contract: An agreement between two or more parties to do something which is set forth in writing and is enforceable by law.

Contract Purchase Order (CPO): The document used by departments to document the request professional services and supported by a formal executed city compliant contract approved by the Risk Manager. A CPO, on its own, does not support authorization to purchase. A CPO shall always be accompanied by an executed formal contract and ismust authorized byfollow the Assistantapproval Citythresholds Manager.established in this Policy.

Cooperative Purchasing Agreement (CPA): The purchase of goods, materials, or services which is entered into by one or more local government entities. The expected impact is to increase volume and/or competition which will result in greater savings.

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Purchase Contract Agreement (PCA): A purchase agreement is a legally binding contract between a buyer and seller. These agreements usually relate to the buying and selling of goods instead of services, and they can cover transactions for just about any type of product.

Direct Service Provider: A person, company, agency, district, or other entity that provides a service or services to the City pursuant to a contract or other written agreement or as otherwise defined in 14 CCR Section 18982(a)(17).

Electricity Procured from Biomass Conversion: Electricity generated from biomass facilities that convert recovered Organic Waste, such as wood from the municipal stream, into electricity.

Informal Bid: A proposal to provide materials, supplies and/or maintenance services in amounts under $75,000 in estimated value. Responses are generated from City requests and bids should be obtained by written quotes although phone quotes may be acceptable for certain items.

FormalBid:Aproposaltoprovidematerials,suppliesand/ormaintenanceservicesequalto orexceeding$75,000inestimatedvalue.Asealedformalbidissubmittedinresponsetothe City’s Request via a Request for Proposal and may require advertised publication based upon defined dollar limits.

Informal Bid: A proposal to provide materials, supplies, or maintenance services valued at $10,000 through $50,000. Informal bids typically require at least two (2) written quotes, though verbal quotes may be acceptable if documented. Used for non-complex purchases where sealed bidding is not warranted.

Formal Bid: A proposal for goods, services, or projects valued greater than $50,000. For purchases greater than $50,000 and less than $125,000, formal sealed bids must be solicited from vendors, with written proposals recommended. For purchases of $125,000 and greater, formal bids must follow the published/advertised sealed bid process, including public notice and competitive solicitation.

Organic Waste: Solid waste containing material originated from living organisms and their metabolic waste productsincluding, but not limited to, food, yard trimmings, organic textiles and carpets, lumber, wood, Paper Products, Printing and Writing Paper, manure, biosolids, digestate, and sludges, or as otherwise defined in 14 CCR Section 18982(a)(46). Biosolids and digestate are defined in 14 CCR Section 18982(a)(4) and 14 CCR Section 18982(a)(16.5), respectively.

Packing List: A list of supplies requested which includes stock number, item description, quantity requested, and number of items delivered.

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Paper Products: Includes, but is not limited to, paper janitorial supplies, cartons, wrapping, packaging, file folders, hanging files, corrugated boxes, tissue, and toweling; or as otherwise defined in 14 CCR Section 18982(a)(51).

Petty Cash: Small dollar reimbursements ($100 or less) made from cash boxes held within departments.

Printing and Writing Papers: Includes, but is not limited to, copy, xerographic, watermark, cotton fiber, offset, forms, computer printout paper, white wove envelopes, manila envelopes, book paper, note pads, writing tablets, newsprint, and other uncoated writing

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papers, posters, index cards, calendars, brochures, reports, magazines, and publications; or as otherwise defined in 14 CCR Section 18982(a)(54).

Professional Service: A specialized type of service typically provided by those requiring extensive education, certification, and experience standards. Examples of professional services contracts include, but are not limited to, those of accountants, actuaries, appraisers, architects, attorneys, brokerage firms, business consultants, business development managers, copywriters, dentists, distributors, engineers, law firms, physicians, public relations professionals, recruiters, researchers, real estate brokers, translators, software engineers, value-added resellers and web designers. While not limited to those holding professional licenses, the services are considered "professional”, and the contract may run to partnerships, firms, or corporations as well as to individuals.

Purchase Contracts: Contracts for routine and repetitive maintenance services typically for the maintenance of landscaping, office machines, office supplies, janitorial services, building maintenance, and street sweeping.

Purchase Order (PO): The document that obligates the purchase of goods or maintenance services that are not available from a BPO; an existing purchase contract; and is above the limit for procurement as a direct vendor payment.

Purchase Requisition: The document used by departments to request goods or maintenance services that are: not available through a BPO; not available on an existing purchase contract; and is above the limit for procurement as direct vendor payment.

Quality: The extent to which the actual minimum needs of the end users are satisfied.

Recovered Organic Waste Products: Products made from California, landfill-diverted recovered Organic Waste, processed at a permitted or otherwise authorized operation or facility, or as otherwise defined in 14 CCR Section 18982(a)(60). Products that can be used to meet the Annual Recovered Organic Waste Product Procurement Target shall include Compost, SB 1383 Eligible Mulch, Renewable Gas from an in-vessel digestion facility, and Electricity Procured from Biomass Conversion as described herein and provided that such products meet requirements of 14 CCR, Division 7, Chapter 12, Article 12.

Recyclability: The Paper Products and Printing and Writing Paper offered or sold to the City are eligible to be labeled with an unqualified recyclable label as defined in 16 Code of Federal Regulations Section 260.12 (2013).

Recycled: ContentRecycled-Content Paper Products and Recycled-Content Printing and Writing Paper: Products that consist of at least thirty percent (30%), by fiber weight, postconsumer fiber,

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consistent with the requirements of Sections 22150 to 22154 and Sections 12200 and 12209 of the Public Contract Code, and as amended.

Renewable Gas: Gas derived from Organic Waste that has been diverted from a landfill and processed at an in-vessel digestion facility that is permitted or otherwise authorized by 14 CCR to recover Organic Waste, or as otherwise defined in 14 CCR Section 18982(a)(62).

Request for Proposal (RFP): Used to request information and pricing from contractors or suppliers. Typically, RFPs are utilized for non-commodity type items where the expertise of the contractor is vital criteria in the selection process. While price/cost is an important component of the selection process, it is not the only factor in the selection process.

SB 1383: Senate Bill 1383 of 2016 approved by the Governor on September 19, 2016, which added Sections 39730.5, 39730.6, 39730.7, and 39730.8 to the Health and Safety Code, and added Chapter 13.1 (commencing with Section 42652) to Part 3 of Division 30 of the Public Resources Code, establishing methane emissions reduction targets in a statewide effort to reduce emissions of short-lived climate pollutants, as amended, supplemented, superseded, and replaced from time to time.

SB 1383 Regulations or SB 1383 Regulatory: Refers to, for the purposes of this policy, the Short- Lived Climate Pollutants (SLCP): Organic Waste Reductions regulations developed by CalRecycle and adopted in 2020 that created Chapter 12 of 14 CCR, Division 7 and amended portions of regulations of 14 CCR and 27 CCR.

SB 1383 Eligible Mulch: Mulch eligible to meet the Annual Recovered Organic Waste Product Procurement Target, pursuant to 14 CCR Chapter 12 of Division 7. This SB 1383 Eligible Mulch shall meet the following conditions for the duration of the applicable procurement compliance year, as specified by 14 CCR Section 18993.1(f)(4):

1. Produced at one of the following facilities:
i. A compostable material handling operation or facility as defined in 14 CCR Section 17852(a)(12), that is permitted or authorized under 14 CCR Division 7, other than a chipping and grinding operation or facility as defined in 14 CCR Section 17852(a)(10);
ii. A transfer/processing facility or transfer/processing operation as defined in 14 CCR Sections 17402(a)(30) and (31), respectively, that is permitted or authorized under 14 CCR Division 7; or,
iii. A solid waste landfill as defined in Public Resources Code Section 40195.1 that is permitted under 27 CCR Division 2.

Service Contract: A service contract means a contract that directly engages the time and effort of a contractor whose primary purpose isto perform an identifiable task ratherthan to

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furnish an end item of supply. A service contract may cover services performed by either professional or non-professional personnel whether on an individual or organizational basis.

Sole Source Purchase: One where there is only a single vendor capable of providing an item or service, and therefore it is not possible to obtain competitive bids.

Specifications: A complete and accurate statement or set of statements covering the physical, functional, or technical characteristics of goods or services needed, description of any requirements for inspecting or testing and performance standards for items sought. It may also include provisions which govern various aspects of parties to the contract and any special conditions or pre-conditions that exist relative to any goods or services being solicited.

State: The State of California.

Maintenance Services: Services typically dealing with operational maintenance, supplies, and equipmentsupport, rather than specialized professionalservices described above.

Vendor: A person or company who provides goods orservices. A vendor can also be referred to as a supplier or direct service provider.

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EXHIBIT A

PURCHASING BID AND AUTHORIZATION CHART

MATERIALS-GOODS-MAINTENANCESERVICES

ORDERTYPE COSTPOINT FEATURES
Materials, Goods,
MaintenanceService
Less Than $10,000
(NoBidsRequired)
Prudent judgment should be used
along with obtaining comparative
pricingwheneverpractical.Orders
require department director or
designeeapproval.

These include supplies,
equipment,operatingor
maintenance services and
projects.

Excludes“Public Works
Projects” and "Professional
Services"
$10,000to$50,000
(InformalBid)
Atleasttwo(2)quotesare required
but three (3) are recommended.

Written
bids/quotesarepreferredbutmay
be verbal with documentation.

City Manager and Department
head-approvedPurchaseOrder
(PO) required. City Attorney
approval,RiskManagerapproval,
andCPOrequiredforcontracts
Over$50,000
(SealedFormalBid)
Obtain at least two (2) formal
quotes three (3) recommended
withbidpublicationforpurchases
of $10,000 or over. City Manager
and Department Director
approved Purchase Order (PO)
required.CityAttorneyapproval,
RiskManagerapproval, andCPO
required for contracts.

City Council approval is required
beforeaward.
$100,000ormore
(Published
AdvertisedSealed
Bid)
Materials, Goods and Maintenance Service contract costs of any dollar value must adhere to pre-defined signature approval limits. All Information Technology (IT) purchases requiretheapprovaloftheITManagerfornetwork
compliance. Any IT Purchase for a service department
mustbeauthorizedviaanITWorkOrderauthorizedbya
departmentheadordesignee.

MATERIALS - GOODS - MAINTENANCE SERVICES

ORDER TYPE COST POINT FEATURES
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Materials, Goods,
Maintenance Service
Less Than $10,000
(No Bids Required)
Prudent judgment should be used
along with obtaining comparative
pricing whenever practical. Orders
require department director or
designee approval.

These include supplies,
equipment, operating or
maintenance services and
projects.

Excludes “Public Works
Projects” and "Professional
Services"
$10,000 through $50,000
(Informal Bid)
At least two (2) quotes are required
but three (3) are recommended.

Written bids/quotes are preferred
but may be verbal with
documentation. Required
Approvals: Department Head or
Designee & Finance Director (DH or
DE & FD). Risk Manager approval
and CPO required for contracts. City
Attorney review is required only if
needed based on the nature of the
contract.

Greater than $50,000
and less than $125,000
(Formal Sealed Bid)
Formal sealed bids required. Public
advertisement required only for
purchases of $125,000 and greater.

Required Approvals: Department
Head, Finance Director, and City
Manager (DH, FD, CM). Risk
Manager approval and CPO
required for contracts. City Attorney
review is required only if needed
based on the nature of the contract.
$125,000 and greater
(Formal
Published/Advertised
Sealed Bid)
Formal bids must be publicly
advertised on the City’s electronic
bid portal and regional newspaper
prior to sealed bid opening.

Required Approvals: Department
Head, Finance Director, City
Manager, and City Council (DH, FD,
CM, CC). Risk Manager approval
required for contracts; City Attorney
review only if required based on the
nature of the contract.

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Materials, Goods and Maintenance Service contract costs of any dollar value must adhere to pre-defined signature
approval limits. All Information Technology (IT) purchases require the approval of the IT Manager for network
compliance. Any IT Purchase for a service department
must be authorized via an IT Work Order authorized by a department head or designee.

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EXHIBIT B

PURCHASING BID AND AUTHORIZATION CHART

PROFESSIONALSERVICES

ORDERTYPE COSTPOINT FEATURES
ProfessionalServices $0to$25,000
(RFP Highly Recommended)
Prudent judgment should
beexercisedandobtaining
comparative pricing if
practical.Ordersrequire
department head or
designeeapproval.

Priceproposalsarenot
required but three are
recommendedandmust
includeaCityManager,City
Attorney,DepartmentHead
and Finance Director
approved CPO and service
contract.

These services include
thoseofahighlytechnical
naturerequiringextended
training and certification.

Includelegal,accountancy,
technology and specialty
consultingservices.

Thesearegeneral
guidelines. The evaluation
and selection of consultant
services may vary on a
case-by-casebasis.

Over$25,000
(RFPRequired)
RFPrequiredwiththree(3)
bids are encouraged and
must include a City
Manager, City Attorney,
Department Head, Finance
Director and City Councilapproved (Over $100,000),
or City Council authorized,
CPO and service contract.

PROFESSIONAL SERVICES

ORDER TYPE COST POINT FEATURES
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Professional Services $0 to $25,000
(RFP Highly Recommended)
Prudent judgment should be
exercised and obtaining
comparative pricing if
practical. Orders require
department head or designee
approval. Price proposals are
not required but three are
recommended and must
include a Department Head
and Finance Director
approved CPO and service
contract, with Risk Manager
approval and City Attorney
review only if required based
on the nature of the contract.

These services include
those of a highly technical
nature requiring extended
training and certification.

Include legal, accountancy,
technology and specialty
consulting services.

These are general
guidelines. The evaluation
and selection of consultant
services may vary on a
case-by- case basis.

Greater than
$25,000
A formal RFP is required for
contracts of $50,000 and
greater; competitive
proposals are encouraged for
contracts of $25,000 to less
than $50,000. Three (3)
competitive proposals are
encouraged and the package
must include a Department
Head, Finance Director, Risk
Manager, and City Managerapproved CPO and service
contract. City Council
approval is required for
contracts of $125,000 and
greater. City Attorney review
only if required based on the
nature of the contract; See
the Non-Legal Professional
Services table in the
Professional Services section
of this Policy for the full fourtier approval breakdown.

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EXHIBIT C
EMERGENCY PURCHASE FORM – EXAMPLE
EmergencyDate
Cost
Department/Division
Vendor
Address
Telephone
EmergencyDescription
EmergencyDate
Cost
Department/Division
Vendor
Address
Telephone
Emergency Description
Describe Emergency:

SinceBecause emergency purchases do not normally provide the City an opportunity to obtain competitive quotes, it is important to keep these typespurchases ofshall purchasesbe limited to those necessary.necessary to address an immediate operational, health, safety, or infrastructure need. The following procedures shall be followed by the emergency:apply:
• Complete a requisition and obtain a purchase order within three days of the emergency.
• Notify City Manager and Finance of emergency costs greater than $5,000. • Notify City Council at the next regularly scheduled meeting of emergency costs greater than $75,000,$125,000.
• If Emergency purchases cause line-item budget shortfalls, the department responsibleshall:
• Obtain City Council approval for additional appropriation; or request that the City Managertransferappropriationsfromotherprograms,withinthesameFund,tocover thepurchase.
responsible shall obtain City Council approval for additional appropriation; or request that the City Manager transfer appropriations from other programs, within the same Fund, to cover the purchase.

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EXHIBIT D

MINIMUM INSURANCE REQUIREMENTS
Minimum Scope of Insurance as related to the provision ofservice to the City CONSULTANT shall provide his insurance broker(s)/agent(s) with a copy of these requirements and request that they provide Certificates of Insurance complete with copies of all required endorsements to: Project Manager, City of Los Altos, 1 N. San Antonio Rd., Los Altos, CA 94022
Minimum Scope of Insurance Coverage shall be at least as broad as:

1. Commercial General Liability (CGL): Insurance Services Office Form CG 0001 covering CGL on an “occurrence” basis, including products-completed operations, personal & advertising injury, with limits no less than $1,000,000 (or $2,000,000) per occurrence.

If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Consultant has no owned autos, Code 8 (hired) and 9 (non- owned), with limit no lessthan $1,000,000 per accident for bodily injury and property damage.

3. Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.

4. Professional Liability (Errors and Omissions) Insurance appropriate to the Consultant’s profession, with limits of no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate.

Other Insurance Provisions. The insurance policies are to contain, or be endorsed to contain, the following provisions:
• Additional Insured Status. The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy, with endorsements under CG 20 26, with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts or equipment furnished in connection with such work or operations.
• Primary Coverage. For any claims related to this contract, the Consultant’s insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, Formatted: Character scale: 100%, Not Expanded by /
Condensed by
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its officers, officials, employees, or volunteers shall be an excess of the Consultant’s insurance and shall not contribute to it.
• Notice of Cancellation. Each insurance policy required above shall be endorsed to state that coverage shall not be canceled except after thirty (30) days’ prior written notice (10 daysfor non-payment) has been given to the City.
• Waiver of Subrogation. Consultant hereby grants to City a waiver of any subrogation which any insurer of said Consultant may acquire against the City by virtue of payment of any loss under such insurance. The consultant agrees to obtain any endorsement that may be necessary to affecteffect this waiver of subrogation, but this provision applies regardless of whether the City has received a waiver of subrogation endorsement from the insurer.
• Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require the Consultant to provide proof of the ability to pay losses and related investigations, claim administration, and defense expenses within the retention. • Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M.

Best’s rating of no less than A:VII, unless otherwise acceptable to the City.

Claims Made Policies. If any of the required policies provide claims-made coverage:

5. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work.

6. Insurance must be maintained, and evidence of insurance must be provided for at least three (3) (or five (5)) years after completion of the contract work.

7. If coverage is canceled or non-renewed and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Consultant must purchase “extended reporting” coverage for a minimum of three (3) years after completion of contract work.

Verification of Coverage. Consultant shall furnish the City with original certificates and amendatory endorsements affecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences.

However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

Special Risks or Circumstances. City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

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PLEASE NOTE: See the City Template General Service and Contract Agreements posted in the Templates Folder online. Check for periodic updates and other provision requirements.

Assistance is available from the Risk Manager.

Requesting departments are responsible for verifying insurance coverage requirements with Risk Management as these parameters may be modified periodically. It is equally important to reference the TEMPLATE General Service and Contract Agreements posted on the Templates folder online and supplied by Risk management while preparing RFPs and finalizing agreements. Departments must attain insurance documents from the vendor prior to execution of the agreements/contracts.

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EXHIBIT E

PURCHASE CARD POLICY OVERVIEW
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EXHIBIT PURCHASECARDPOLICY
The City has implemented Purchase Cards (Calcards) based on the State-wide “Calcard” program.Theprogramisdesignedtoestablishamoreefficientandcost-effectivemethodof purchasing and paying for small dollar City purchases. This program should minimize the need for voluminous blanket/open purchase orders and petty cash requests.

ThisdocumentputsforththepracticesandproceduresrequiredofthoseusingCalcardsand those who manage their use. The topics addressed in this policy follow:

The City has implemented Purchase Cards (CalCard) based on the State-wide “CalCard” program. The program is designed to establish a more efficient and cost-effective method of purchasing and paying for small dollar City purchases. This program should minimize the need for voluminous blanket/open purchase orders and petty cash requests.

This document puts forth the practices and procedures required of those using Calcard and those who manage their use. The topics addressed in this policy follow:
• Responsibility
• Requesting CalcardsCalCard
• Calcard Basics
• CardholderResponsibilities
• Unauthorized Purchases
• Spending Limit
• Prohibited Purchases
• Purchase Documentation
• Revocation of Privileges
• Emergency Purchases
• Reconciling Statements
• Disputed Charges
• Returning Items
• Lost or Stolen CalcardsCalCard
• Declined Purchase
• Review & Audits
• Invoices & Receipts
• CompliancewithPoliciesandProcedures
• ImportantTelephoneNumbers
• PurchaseCardProcessChart
• Purchase Card Employee Agreement
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RESPONSIBILITY
Department heads: Responsible for authorizing individuals within the Department to receive Calcards and designated approvers. Department heads must approve individual requests for Calcards and any changes to them. Department heads are ultimately responsible for ensuring the cards’ proper use in conformance with City practices and procedures.

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Department Heads: Responsible for authorizing individuals within the Department to receive CalCard and designated approvers. Department heads must approve individual requests for CalCard and make any changes to them. Department heads are ultimately responsible for ensuring the cards’ proper use in conformance with City practices and procedures.

Designated approvers: Designated approvers are selected and authorized by Department heads, responsible for reviewing monthly statements and submitting them to Finance in complete form. These approvers are responsible for ensuring that cardholders track and report any disputed/unauthorized charges to "Calcard" and to Finance. Individual Department Head Calcard statements and transaction logs will be reviewed by the Finance Director and City Manager.

Cardholder: Responsible for ensuring that the use of Calcards conforms to the instructions herein,thattheyare usedexclusivelyforCitybusiness,thatmonthly reconciledstatements (including a complete Purchase Card Log and supporting invoices/receipts) are approved and submitted to Finance on a timely basis, and that Calcards are used securely.

Finance: Responsible for administering the program, activating and terminating Calcards, and maintaining a record of individuals authorized to conduct purchase card transactions.

Finance is also responsible for processing monthly payments.

REQUESTINGCALCARDS
To apply for a Calcard, the Department head should send an email request to Finance and ultimatelysubmitanapprovedPurchaseCardEmployeeAgreementspecifyinganindividual purchase limit as well as a total monthly limit.
• Read and be fully aware of the requirements of this document and the City’s Purchasing Policy
• Read and execute an approved Purchase Card Employee Agreement. • Maintain secure possession of the CalCard and keep the account number confidential.
• Ensure that all purchases strictly comply with City instructions. • Obtain the best possible value for the City with CalCard purchases. • Never give a CalCard to anyone for use.
• Always retain and maintain original records of receipts. • Promptly reconcile monthly statements and provide a complete Purchase Card Log including supervisor/department head review and approval. This documentation must be submitted to Finance, along with all supporting original invoices/receipts and

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packing slips (if shipped), within ten business days after the statement is received. • Purchases made on behalf of another department, although uncommon, must be authorized by an authorized signer from the department being charged prior to submission to Finance.
• Promptly resolve disputed items since only authorized charges will be paid. Disputed items may be suspended pending resolution by the department responsible. Failure to pay charges on a timely basis will result in card suspension. Any late fees that result from such delays will be charged to the department budget. • Immediately call “CalCard” if a card is lost or stolen and notify Department supervisors and Finance.
• Resolve all incorrect charges and product returns as quickly as possible. • Return the CalCard to Finance upon the request of a supervisor, suspension of privileges, or termination of employment.

Finance: Responsible for administering the program, activating and terminating CalCard, and maintaining a record of individuals authorized to conduct purchase card transactions.

Finance is also responsible for processing monthly payments.

REQUESTING CALCARD
To apply for a CalCard, the Department head should send an email request to Finance and ultimately submit an approved Purchase Card Employee Agreement (Exhibit 2F) specifying an individual purchase limit as well as a total monthly limit. Total monthly limit shall not exceed $10,000.

CALCARD BASICS
CalcardsCalCard are to be used exclusively for City business. They are Visa credit cards that work just like a personal credit card except that monthly charges are paid directly by the City.

Calcard purchases are held to individual transactional limits set by Department heads and to the small dollar purchase limit established by City purchasing policy. Department heads also set a total monthly dollar limit for each individual cardholder. Each time the card is used, an electronic process verifies that the purchase is within these limits. If the purchase violates these limits, the supplier will not accept the order.

Calcardswillbeissuedinanemployee’sname,beara“CityofLosAltos”imprintanddisplay a unique color scheme to distinguish them from personal credit cards. Cardholders are directly responsible for the proper use of their cards and department heads for the management and review of those they have authorized.

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Monthly statements will be sent to cardholders for verification of charges against invoices/receipts, coding of appropriate budget accounts, and approval by an immediate supervisor and department head or designee. Finance will also receive a full set of statements.

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Monthly statements for cards held by Department heads are to be reviewed and approved by the City Manager and/or their designee.

CalCard will be issued in an employee’s name, bear a “City of Los Altos” imprint and display a unique color scheme to distinguish them from personal credit cards. Cardholders are directly responsible for the proper use of their cards and department heads for the management and review of those they have authorized.

Monthly statements will be sent to cardholders for verification of charges against invoices/receipts, coding of appropriate budget accounts, and approval by an immediate supervisor and department head or designee. Finance will receive a full set of statements.

Monthly statements for cards held by Department heads are to be reviewed and approved by the City Manager and/or their designee.

The effectiveness of the Calcard program is dependent on the timely review, processing and submission of approved monthly transactions. Providing timely, accurate and complete purchase documentation is critical. Use of such cards is a privilege that provides a valuable alternative purchasing mechanism and requires strict adherence to established practices.

Non-compliance with the City Purchasing Policy will result in card revocation and/or disciplinary action.

CARDHOLDERRESPONSIBILITIES
• ToreadandbefullyawareoftherequirementsofthisdocumentandtheCity’s PurchasingPolicy
• ToreadandexecuteanapprovedPurchaseCardEmployeeAgreement. • TomaintainsecurepossessionoftheCalcardandkeeptheaccountnumber confidential. • ToensurethatallpurchasesstrictlycomplywithCityinstructions. • ToobtainthebestpossiblevaluefortheCitywithCalcardpurchases. • TonevergiveaCalcardtoanyoneforuse.
• Toalwaysretainandmaintainoriginalrecordsofreceipts.
• To promptly reconcile monthly statements and provide a complete Purchase Card Logincludingsupervisor/departmentheadreviewandapproval.Thisdocumentation must be submitted to Finance, along with all supporting original invoices/receipts and packing slips (if shipped), within ten business days after the statement is received.

See Purchase Card Process Chart.
• Purchases made on behalf of another department, although uncommon, must be authorized by an authorized signer from the department being charged prior to submission to Finance.
• To promptly resolve disputed items since only authorized charges will be paid.

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Disputed items may be suspended pending resolution by the department responsible.Failuretopaychargesonatimelybasiswillresultincardsuspension.

Anylatefeesthatresultfromsuchdelayswillbechargedtothedepartmentbudget. • To immediately call “Calcard” if a card is lost or stolen and notify Department supervisors and Finance.
• Toresolveallincorrectchargesandproductreturnsasquicklyaspossible. • ToreturnCalcardstoFinanceupontherequestofasupervisor,suspensionofrights, or termination of employment.

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UNAUTHORIZEDPURCHASES
PurchasesmadeshallbestrictlyforCityofLosAltosbusiness.Calcardsshallnotbeused for:
• Personaluse

SPENDING LIMITS
CalCard purchases shall be subject to individual transaction limits approved by Department Heads and must comply with the City’s small-dollar purchasing threshold of less than $10,000. In addition, Department Heads shall establish a total monthly limit for each cardholder.
30-Day Monthly Transaction Limit
• Cardholder spending limits may be modified only on an as-needed basis and must receive prior approval from the Department Heads or their designee. • To request a change in a cardholder’s spending limit, the cardholder must submit a properly approved Purchase Card Employee Agreement to [email protected], along with a memorandum providing a brief justification for the requested change and specifying the proposed new limit.

PROHIBITED PURCHASES
Purchases made shall be strictly for City of Los Altos business. CalCard cannot be used for:
• Personal use and entertainment
• Cash advances or refunds
• Per diem and mileage advances
• Any transaction aboveexceeding the Department head’sHead’s setestablished limit and no more thanor the approved purchasing card limit - thelimits—the level at which a purchase requisition and purchase order isare required.required • Professional services, except for industry-wide training services (such as seminars). • Purchases prohibited by the City’s Purchasing Policy
• Computer hardware and software not pre-approved by the IT Manager (Only the IT manager or designee can authorize hardware and software purchases). • Unauthorized travel-related expenses
• Fines
• Splitting purchases to circumvent the dollar limit

PURCHASE DOCUMENTATION
• Always get an original invoice/receipt from the supplier.

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• If paying for a conference orseminar, the original registration form and/or certification of completion must be provided.
• For non-conference business meals, the itemized restaurant receipt indicates purchased items should be provided.
• For subscriptions, keep a copy of the renewal notice or initial subscription request. • In the case of internet purchases, provide a copy of the E-commerce receipt. • In all cases, items being shipped or picked up at point-of-sale must be supported by a delivery packing slip with dualapproval departmentfrom approval.Department Head.

If placing an order by phone, mail, or fax, or on the internet:
• Instruct the supplier to include your name, department, and address on the shipping label
• Instruct the supplier to include a receipt and delivery packing slip (charge slip, invoice, or cash register receipt) with the package.
• Verify the order is correct upon delivery, sign the packing slip and have another member of the receiving Department inspect and sign the packing slip as well. • Retain the original invoice/receipt/packing slipsforreconciliation and substantiation.

The splitting of purchases to avoid purchase card and authorizing limits will result in the revocation of card privileges and may include disciplinary actions, up to and including termination.

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REVOCATION OF PRIVILEGES
Failure to follow established City purchasing procedures or the improper use of CalCard will result in one or more of the following consequences:
• Suspension of card privileges
• Disciplinary action, up to and including termination of employment There may also be criminal and civil consequences related to misuse of public funds and potential action by the bonding company that provides the City’s blanket employee bond.

Your account can be canceled for:
• Failure to exercise reasonable care in safeguarding the CalCard from loss or unauthorized uses
• Failure to meet the monthly reconciliation submission deadline for two (2) consecutive months, which may result in the CalCard being locked or suspended • Making improper or unauthorized purchases
• Excessive lost receipts, defined as more than two lost receipts within a six-month period
• Failure to comply with the intent, requirements, and provision of the CalCard Policy • Splitting purchases to circumvent CalCard limits or authorization requirements • Determination by the Department head that there is no longer a business purpose Your account will be canceled immediately upon separation from the City, or if the card is intentionally used for personal purposes or shared with unauthorized users.

EMERGENCY PURCHASES
Finance management can approve a temporary increase in Calcard transactions and monthly limits in the event of an emergency as defined in the City’s purchasing instructions. Such increase requests can be directed to Finance by Department heads and/or the City Manager.

Emergency purchases will still require the retention of supporting invoices/receipts/packing slips as a basis for payment and grant assistance recovery.

RECONCILING STATEMENTS
Calcard statements are mailed directly to Departments. Immediately upon receipt, the cardholder is to verify the accuracy of the statement by comparing charges to supporting invoices/receipts and complete the Purchase Card Log. Things to check for include:
• Statementchargeamountsthatexceedordifferfromreceiptamounts.

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• Itemsonthestatementthatwerenotpurchased,receivedorsupportedbyapacking slip.

The cardholderis toprovideacompletedPurchase CardLog, reconciledCalcardstatement, andoriginalinvoice/receipts(intheordertheyappearonyourstatement)tothedesignated approver for review and signature. Cardholders should sign the card log along with the approver’s signature and include budget/expense account codes.

Department heads are responsible for ensuring that reconciled and approved statements forallcard-holdingemployees,includinginvoices/receipts,aresubmittedtoFinance within ten business days of mail delivery. Finance will send out email reminders.

CalCard statements are mailed directly to the departments and are also available for download through the U.S. Bank online system. Immediately upon receipt, the cardholder must verify the accuracy of the statement by comparing charges to supporting invoices/receipts. The review shall encompass the following items:

1. The reconciled CalCard statement, verifies that statement charge amounts do not exceed or differ from receipt amounts.

2. Any items on the statement that were not purchased, received, or supported by a packing slip (if applicable).

3. Original invoices/receipts (in the order they appear on the statement) submitted to the designated approver for review and signature.

4. If a receipt has been lost, a memorandum (T drive) documenting the description and amount of the charge.

5. The Card Activity Report signed by the cardholder and the approver, including the appropriate budget/expense account codes.

6. Department Heads are responsible for ensuring that reconciled and approved statements for all cardholding employees, including invoices/receipts, are submitted to Finance within ten (10) business days of mail delivery.

DISPUTED CHARGES
If an item on the monthly statement is incorrect, the cardholder should call the supplier immediately to resolve the problem and inform his/her designated approver. Calcard should also be contacted to file the proper file dispute form if necessary. Additionally, Finance should be notified of these disputes as statements are submitted.

RETURNING ITEMS
For an over-the-counter purchase, return the item directly to the supplier and obtain a credit receipt. Requesting a cash refund is not allowed.

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If the purchase was made by internet, phone, mail, or fax:
• Contact the supplier for return instructions.
• Get a return reference number from the supplier or credit number.

Be sure to check subsequentstatements to verify credit received for the returned items.

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LOSTORSTOLENCALCARDS
IfaCalcardislostorstolen,call“Calcard”immediatelyandinformyourdesignatedapprover and Finance. Calcard representatives are available 24 hours a day seven days per week.

LOST OR STOLEN CALCARD
• Reporting Lost or Stolen CalCard: 1-800-344-5696 (24 hours/7 days a week) • Inform your designated approver and Finance Department: [email protected].

DECLINED PURCHASE
If a supplier purchase is declined, contact Calcard, your designated approver, or Finance to inquire about the reason for the decline. This may be an indication of an exceeded transaction limit, monthly limit, unauthorized purchase category, or simply a processing error.

If a supplier purchase is declined, contact CalCard, and your designated approver to inquire about the reason for the decline. This may be an indication of an exceeded transaction limit, monthly limit, unauthorized purchase category, or simply a processing error.

REVIEW & AUDITS
All accounts are to be reviewed regularly at the Department level and audited regularly as part of the annual interim and year-end audit process. Finance will conduct unscheduled audits of credit card transactions and request specific identification of tangible goods purchased.

All accounts are to be reviewed at the Department level and audited regularly as part of the annual interim and year-end audit process. Finance will conduct unscheduled audits of credit card transactions and request specific identification of tangible goods purchased.

INVOICES & RECEIPTS
Supporting original invoices/receipts/packing slips are required without exception before payment can be made. If the supplier does not provide an invoice/receipt/packing slip at the time of transaction or delivery, you must contact the supplier and request replacement documentation. Failure to provide the required documentation may result in non-payment of the charge. Any resulting late fees or penalties shall be charged to the benefiting department.

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paymentcanbemade.Ifthesupplierdoesnotprovideaninvoice/receipt/packingslipatthe time of transaction or delivery you must contact the supplier and request replacement documentation. Absence of such documentation will result in non-payment and incurred late fees and penalties charged to the benefiting Department.

COMPLIANCEWITHPOLICIESANDPROCEDURES
FailuretofollowestablishedCitypurchasinginstructionsortheimproperuseofaCalcard willresultinoneormoreofthefollowingconsequences:
• Suspensionofcardprivileges
• Disciplinaryactionsuptoandincludingterminationof employment Therearealsocriminalandcivilconsequencesrelatedtomisuseofpublicfundsand potentialactionbythebondingcompanywhoprovidestheCity’sblanketemployeebond.

Youraccountcanbecanceledfor:
• FailuretoexercisecareinsafeguardingtheCalcardfromlossorusebyanother person. • Failuretoobtainsupportinginvoices/receipts/packingslips • Missingstatementreconciliationdeadlines

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EXHIBIT F

PURCHASE CARD EMPLOYEE AGREEMENT
Section 1: Completion of this section is required when applying for a new Cal Card.

This section must be fully completed, signed by the applicant and the Department Head, and returned to Finance for processing.

You are entrusted with a City of Los Altos purchasing card, issued based on your official need to acquire supplies, equipment, and materials for the City. The City may revoke this card at any time, and its issuance does not confer any rights or entitlements based on your position.

Your signature below acknowledges that you have read this Agreement and agree to comply with its terms.

I understand that I will be making financial commitments on behalf of the City of Los Altos and will obtain the best value for The City.

I have read, understood, and agree to follow the policies and procedures described in the City’s Purchasing Instructions. I agree that under no circumstances will I use the purchasing card to make personal purchases, either for myself or for others.

I understand that the purchasing card will be issued in my name and “City of Los Altos.” Personal use of the card is strictly prohibited. Any unauthorized or personal charges must be reimbursed to the City, including related fees.

The purchasing card remains the property of the City and is subject to all applicable internal control and verification requirements, including production of the card upon request. I will immediately notify Cal Card and the Finance Department in the event the card is lost or stolen.

I am responsible for all charges, for reconciling monthly statements within ten days of the bank’s statement received, and for submitting approved statements with original receipts to Finance. If I fail to meet the monthly reconciliation submission deadline for two (2) consecutive months, the Cal Card will be locked or suspended.

I agree to surrender the purchasing card immediately upon request by the Program Administrator or upon termination of employment with the City of Los Altos, regardless of the reason.

I understand that failure to comply with the requirements of the Purchase Card Instructions may result in the revocation of card privileges and other disciplinary actions, including employment termination.

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_______ _______
Print EmployeeName Employee Signature Date
______
Dept. Head Signature Print Name Date
Single Purchase Limit $ __ Total Monthly Limit $ __
Section 2: Completion of this section is required only if the Cal Card is ready to be picked up.

I certify that all purchases charged to Cal Card, unless annotated to the contrary, are true, correct and for official business only. Payment is authorized.

Cal Card Number Print Name Employee Signature Date Pick Up • Notobtainingproperdepartmentalapprovals
• Purchasingunauthorizeditems
• FailuretoreportalostorstolenCalcard
• DeterminationbytheDepartmentheadthatthereisnolongerabusinesspurpose YouraccountwillbecancelledimmediatelyuponseparationfromtheCity,ifthecardis intentionally used for personal purposes or shared with other users

IMPORTANTTELEPHONENUMBERS
ReportingLostorStolenCalcards
24hours/7daysaweek-Seereversesideofyourcard

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EXHIBIT

PURCHASECARDPROCESSCHART

MATERIALS,GOODS&MAINTENANCESERVICES

ORDERTYPE COSTPOINT PROCESS
Small Dollar, Materials,
Goods,NonProfessionalservices
Lessthandepartmenthead
set single purchase limits -
must be under $10,000
(NoBidsRequired)
Calcards can only be issued to
City employees authorized by
Departmentheads.

Calcardscanonlybeusedfor City
business and never
personaluse.

Includesmaterials,
supplies, equipment,
operating or nonprofessionalservices
excluding “Public Works
Projects”and
"ProfessionalServices"
Also,withinthemonthly
totaldollarvolumelimit
established by the
departmenthead
Theemployeemustcarryouta
formal approved "Purchase
Card Employee Agreement"
andcomplywithits
requirements.

Monthlystatementsare
received directly by the
employee and must be
reconciledandsenttoFinance
within10daysofmaildelivery.

Cannot be used for:

Personal Use Cash
AdvancesCashRefunds
ProfessionalServices
Monthly statement packets
sent to Finance must include a
required"PurchaseCardLog,"
or Allocations made on the
bank’s Calcard site. original
invoices/receipts,and
Department head monthly
purchase logs are to be
approvedbytheCityManager
and Finance Director prior to
payment
Finance will process payments
within the required due date.

Latefeescausedbyuntimelyor
incomplete submission will be
charged to the subject
department
Hardware and software IT
purchasesmustbeapprovedby
the IT manager before an order
isplaced

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EXHIBIT

PURCHASECARDEMPLOYEEAGREEMENT
YouarebeingentrustedwithaCityofLosAltospurchasingcard.Thecardisprovidedtoyou basedonyourneedtopurchasesupplies,equipmentandmaterialsfortheCityofLosAltos.

TheCitymayrevokethiscardatanytimewithoutyourconsent,andtheissuanceofthiscard to you does not grant you any entitlement based on your title or position with the City or otherwise.YoursignaturebelowindicatesthatyouhavereadthisAgreementandwillcomply with its terms.

I understand that I will be making financial commitments on behalf of the City of Los Altos and will obtain the best value for The City.

I have read, understood and agree to follow the policies and procedures described in the Card Holder User Manual and the City’s Purchasing Instructions. I agree that under no circumstances will I use the purchasing card to make personal purchases, either for myself or for others.

Iunderstand that the purchasing card will beissuedinmy nameand the“Cityof LosAltos.” IagreethatifIusethepurchasingcardforpersonaluseorgain,orallowanyotherpersonto use the card, I will reimburse the City of Los Altos for all charges incurred and any fees related to the collection of those charges.

The purchasing card is City property. As such, I understand that I may be periodically required to comply with internal control procedures designed to protect the assets of the City of Los Altos. This may include being asked toproduce the card to validate its existence and account number. If the card is lost or stolen, I will immediately notify Calcard and the Department of Finance.

I will receive a monthly statement, which will report on all purchasing activity during the statement period. I am responsible forall charges on the card, will reconcile the statement and resolve any discrepancies within ten days of receipt, and provide the approved statement to Finance with a complete set of original invoices/receipts.

I agree to surrender the purchasing card immediately upon request by the Program Administrator or upon termination of employment with the City of Los Altos, regardless of thereason.

IunderstandthatfailuretocomplywiththerequirementsofthePurchaseCardInstructions may result in the revocation of card privileges and other disciplinary actions including employmenttermination.

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EMPLOYEESIGNATURE PRINTEMPLOYEENAME DATE
SINGLEPURCHASELIMIT $
TOTALMONTHLYLIMIT $
DEPT.HEADSIGNATURE PRINTDEPT.HEADNAME DATE
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Los Altos City CouncilJune 23, 2026

Los Altos City Council
June 23, 2026