CITY OF MENIFEE
Administrative Policy
Policy Number: AD - 35
Approving Authority:
City Manager
Subject
Purchasing and Contracting Administrative Manual
Effective Date:
Last Modified: N/A
1. PUR
POSE
The purpose of this Purchasing and Contracting Manual is to provide direction regarding the policies and practices related to the procurement of goods, supplies, equipment, professional services, and general services for the City of Menifee in accordance with the City’s Municipal Code, Chapter 3.12 (the “Purchasing Ordinance”) and City Council’s Resolutions No. 25 -1569 and 25 -1570, establishing purchasing authority and contract execution authority.
2. SCOPE / BACKGROUND
The Pur
chasing unit within the Finance Department is responsible for the oversight of the purchasing and contracting activities for all City Departments. The City’s Purchasing Ordinance, resolutions, policies, and procedures are in place to ensure that all purchasing and contracting activities are conducted in the most efficient and cost - effective manner for the best interest of the City and its department’s interest, consistent with the best purchasing practices while ensuring compliance with all Federal, State, and Local laws and regulations.
3. ROLES AND RESPONSIBILITIES
The Chi
ef Financial Officer or designee shall take all necessary actions to update the Purchasing Manual as -needed, and in no event less frequently than every three (3) years to align the Purchasing Manual with applicable laws, procedures, and policies.
Revi
sion History
Revision No. Date Approved: Approved By: Comments
0 City Manager Original Policy
_________________________________
A
rmando G. Villa, City Manager
CITY OF MENIFEE
PURCHASING AND CONTRACTING
ADMINISTRATIVE MANUAL
FI
NANCE DEPARTMENT - PURCHASING UNIT
AUGUST 2025
Ap
proved by: Armando Villa, City Manager
Table of Contents
1. Introduction
1.1 Purpose
1.2 Scope
1.3 Purchasing Ordinance Resolution
2. Purchasing Authority & Execution of Contracts
2.1 Designated Purchasing Agents
2.2 Purchasing Approval
2.3 Execution of Legally Binding Documents
2.4 Execution Procedures and Routing
3. Purchasing Approval Levels & Bidding Requirements
3.1 Approval Authority by Dollar Amount
3.2 Procurement Categories
3.3 Competitive Bidding Requirements
3.4 Sole Source, Single Source, Sole Brand
3.5 Exceptions to Bidding Requirements
3.6 Emergency Procurements
4. Requisitions – Authority to Buy
4.1 Requisition Process
4.2 Departmental Responsibilities
5. Invoices – Authority to Pay
5.1 Invoices not associated with PO or Contract
5.2 Invoices associated with PO or Contract
6. Credit Cards
6.1 Credit Card Regulations
6.2 Authorized Users and Threshold Limits
6.3 Allowable and Prohibited Purchases
6.4 Reconciliation and Reporting
Exhibits
A. Standard Purchasing Categories Workflow
B. Standard Purchasing Categories
C. Special and Other Purchasing Categories
D. Exceptions from Competitive Bidding
E. Exceptions from Requisitions/Purchase Orders (POs)
1. Introduction
1.1 Purpose
The purpose of this Purchasing and Contracting Manual is to provide direction regarding the policies and practices related to the procurement of goods, supplies, equipment, professional services, and general services for the City of Menifee in accordance with the City’s Municipal Code , Chapter 3.12 (the “Purchasing Ordinance”) and City Council’s Resolutions No. 25-1569 and 25-1570, establishing purchasing authority and contract execution authority.
1.2 S
cope
The Purchasing unit within the Finance Department is responsible for the oversight of the purchasing and contracting activities for all City Departments. The City’s Purchasing Ordinance, resolutions, policies, and procedures are in place to ensure that all purchasing and contracting activities are conducted in the most efficient and cost - effective manner for the best interest of the City and its department’s interest, consistent with the best purchasing practices while ensuring compliance with all Federal, State, and Local laws and regulations.
1.3 P
urchasing Ordinance Resolutions
The City Council adopted resolution no. 25 -1569 on April 16, 2025, establishing rules and procedures for the procurement of goods, services, and construction contracts and establishing purchasing authority and contract execution authority . The City Council also adopted resolution no. 25 -1570 on May 7, 2025, directing the City Manager of the City of Menifee or designee to establish a purchasing manual consistent with applicable Federal, State, and Local procurement requirements.
2. Purchasing Authority & Execution of Contracts
2.1 Designated Purchasing Agents
The City Council and City Manager are vested with the authority and responsibility for the purchase of supplies, equipment, general services, procurement of professional services and disposition of surplus supplies and equipment pursuant to the Purchasing Ordinance.
The
Purchasing Officer, defined in the Purchasing Ordinance, is the designated approval authority for certain procurements identified in this Manual. The Purchasing Officer may delegate their authority to designees, which designees shall be filed in writing with the Finance Department.
The City Council may further authorize the Purchasing Officer, City Manager, or other designee to take further actions not identified in this Manual by subsequent City Council Action. As of the date of this Manual, the City Manager is the Purchasing Office r, pursuant to authority granted by the City Council, including through Resolution No. 1569.
2.2 P
urchasing Approval
The City Council Resolution No. 25 -1569 identified the purchasing approval and execution authority where the City Manager or designee can approve professional services, goods, supplies, equipment, general services , and public projects up to $100,000. Any purchas ing activity above $100,000 would require City Council’s approval. The City Manager or Designee may approve amendment which do not (a) result in an aggregate amendment or change order amount over $100,000, (b) result in an aggregate percent increase of 10% or more of the total contract amount, and/or (c) result in an extension to the term of more than 120 days. In accordance with Resolution No. 21 -1073 approved at the September 15, 2021, City Council meeting, the City Manager is authorized to execute professional services agreements and subsequent amendments between the city and the approved environmental firms to provide on-call environmental and planning consulting services for privately funded development projects for compliance with California Environmental Quality Act (CEQA), even if such amount exceed the $100,00 threshold. Department heads are authorized to approve purchases of less than $10,000 subject to approved budgets.
2.3 Ex
ecution of Legally Binding Documents
Only the City Manager, or a designee formally authorized in writing by the City Manager, shall have the authority to execute and sign contracts, agreements, amendments, terms and conditions, or any other legally binding documents on behalf of the City. No other City employee, elected official, or agent is authorized to enter into any binding
obligation or commit City resources without the express written authorization of the City Manager, regardless of the dollar amount of that document.
Any legally binding document not executed by an authorized person as stated above will be considered null and void. Pursuant to the Purchasing Ordinance, section 3.12.160, all Memoranda of Understanding (MOU), Memoranda of Agreement (MOA), partnerships, and sponsorships are to be presented to City Council for consideration and approval prior to execution, even if there is no fiscal impact on the City. City Manager or delegated designee can execute those agreements upon City Council approval.
2.4 Execution Procedures and Routing
All legally binding documents, including but not limited to contracts, agreements, amendments, terms and conditions, etc. shall be routed through the Purchasing Unit within the Finance Department prior to execution. The Purchasing Unit is responsible for coordinating the proper routing of such documents to ensure that they are reviewed and approved by Finance Department for funding availability and eligibility, the City Attorney’s Office for legal clearance , the Risk Management Division for insurance and liability considerations, and the City Clerk’s Office for official recordkeeping.
No legally binding document shall be presented for signature unless it has completed the required routing and received all necessary reviews and approvals. This procedure ensures compliance with internal controls and promotes consistency, transparency, and legal integrity in the execution of City obligations.
3. Purchasing Approval Levels & Bidding Requirements
3.1 Approval Authority by Dollar Amount
This administrative policy establishes citywide internal approval thresholds for purchasing activities across all departments within the City of Menifee. Specific approval authority is delegated to designated job titles or functions based on the dollar value of the purchase, contract, or financial commitment.
All purchasing transactions must be approved by an authorized individual whose approval limit meets or exceeds the total amount of the purchase . Department staff must ensure that proper approvals are obtained prior to initiating a requisition or entering into any financial obligation on behalf of the City . These thresholds also apply to purchases made using City -issued credit cards or placing orders directly with vendors and submitting invoices to the accounts payable unit for payment processing , as these limits must be adhered to regardless of the method of payment utilized.
The following table outlines the designated approval levels by job title/function and indicates the Purchase Order (PO) requirements . Department Heads shall designate these functional roles to their departmental staff based on the operational needs.
Level / Title Approval Level
PO / Contract Requirement
Goods, Supplies,
Equipment
Professional Services,
General Services,
Public Works
Analyst / Coordinator Up to $1,000 PO and/or
Contract Optional
PO and/or Contract
Required
Financial Analyst / Supervisor $1,001 to $2,500 PO and/or Contract Optional
PO and/or Contract
Required
Manager / Deputy Department
Head / PD Captain $2,501 to $5,000 PO and/or
Contract Optional
PO and/or Contract
Required
Department Head / Chief /
ACM / DCM* $5,000 to $10,000 PO and/or
Contract Optional
PO and/or Contract
Required
City Manager or Official
Designee $10,000 & above Contract Required Contract Required *ACM: Assistant City Manager, DCM: Deputy City Manager
All thresholds apply to the total value of the commitment, including taxes, shipping, and any potential contract extensions or amendments. For Fire Department, Chief of Fire and/or Deputy Fire Marshall can act on the capacity of a Department Head ONLY if the purchase is reviewed and authorized by a City Employee overseeing the Fire Department.
3.2 Procurement Categories
Under the City’s purchasing guidelines, different categories of procurement are defined to ensure appropriate processes are followed. The main procurement categories are:
Goods, Supplies, Equipment: Refer to tangible items purchased for City operations, such as office supplies, vehicles, tools, or technology hardware. These should always be awarded to the lowest bid if bidding requirements are triggered.
General Services: This involves routine or operational services that do not require specialized knowledge, such as janitorial work or equipment rentals.
Public Works Maintenance: This includes routine, recurring, and usual work meant to preserve public facilities in their original condition using public funds, such as painting, landscaping, street sweeping, HVAC servicing, or minor repairs to public roads and/or facilities. This category is subject to prevailing wage and other applicable labor compliance regulations, Department of Industrial Relations (DIR) registration requirements and may also require payment and performance bonds when the contract value exceeds specified thresholds as outlined in the Public Contract Code.
Professional Services: These are specialized services provided by individuals or firms with technical or professional expertise and may require the possession of a professional licensing, such as legal, engineering, finance, architectural, or consulting services, often selected based on qualifications rather than low bid.
Public Projects: This involves construction, alteration, demolition, installation, or major improvement of public infrastructure, including building new facilities, significant renovations, or capital improvement projects. This category is subject to specific Public Contracting Code and bidding requirements in accordance with the California Uniform Public Construction Cost Accounting Act (CUPCCAA) , in addition to the other requirements for prevailing wage and other applicable labor compliance regulations, Department of Industrial Relations (DIR) registration requirements and may also require payment and performance bonds when the contract value exceeds specified thresholds as outlined in the Public Contract Code.
3.3 Competitive Bidding Requirements
In accordance with the Purchasing Ordinance and City Council Resolution No. 25-169, competitive bidding requirements are established to ensure transparency, accountability, and fiscal responsibility in the procurement of goods, services, and public works projects. These requirements apply to all departments and must be followed when the value of a procurement reaches or exceeds specific dollar thresholds.
The competitive process may include informal quotes, formal solicitations such as Request for Information (RFI), Notice Inviting Bids (NIB) , Requests for Proposals (RFP), or Request for Qualifications (RFQ), depending on the nature and estimated cost of the
purchase. Staff must comply with the appropriate level of competition as triggered by the dollar amount of the proposed purchase.
The following table outlines the competitive bidding thresholds and the corresponding procurement methods required . The amounts shown below are for the aggregate amounts including all optional renewal terms.
Category PO / Contract
Requirement Bidding Requirements
Goods, Supplies, Equipment, General Services (Including Public Works Maintenance) Less than $10,000 PO Optional, Contracts required
only for General Services N/A
$10,001 to $75,000 PO and/or Contract Simplified procurement (3 quotes)
More than $75,000 PO and/or Contract Competitive Formal Bidding (NIB)
Professional Services
Less than $25,000 PO and/or Contract* N/A
$25,001 to $50,000 Contract Simplified procurement
(3 quotes / proposals)
More than $50,000 Contract Formal Solicitation
(RFP or RFQ)
Public Projects (as defined in the Public Contracting Code & CUPCCAA) Less than $75,000 Contract Force Account (City Staff**), negotiated contract
$75,000 to $220,000 Contract Competitive Bidding (Informal NIB)
More than $220,000 Contract Competitive Bidding
(formal NIB)
*In some situations, and depending on the size of the service requested, or the exposure of the City to potential risks, Finance department may waive the contract requirement and issue a PO instead. **If the City chooses to perform the work using its own forces, it must comply with prevailing wage and labor compliance requirements, including tracking and reporting certified payroll.
3.4 Sole Source, Single Source, Sole Brand
In certain circumstances, competitive bidding may not be feasible due to specific procurement needs. A Sole Source purchase occurs when only one vendor is capable of providing the required goods or services due to unique qualifications, proprietary technology, or the unavailability of comparable alternatives. A Single Source purchase is made when multiple vendors exist, but only one is selected without competition due to specific compatibility, standardization, or operational needs that justify limiting the selection. A Sole Brand specification refers to situations where only one brand meets the technical or performance requirements of the City, although the product may be available through multiple distributors.
All such purchases require submission of written justification on the approved form provided by Finance Department subject to the review and approval in accordance with the City's procurement policies. The form shall demonstrate that the selection is in the best interest of the City. All sole source, single source, and sole brand procurements must comply with the Purchasing Ordinance and the Public Contract Code
3.5 Exceptions to the Bidding Requirements
Certain purchases are exempt from standard competitive bidding requirements and/or the issuance of purchase orders, as outlined in the Purchasing Ordinance, Section
3.12.130 and City Council Resolution No. 25 -1569. These exceptions are provided to ensure operational efficiency in specific situations where competitive bidding is impractical, unnecessary, or not applicable.
Exemptions may include, but are not limited to, utility services, regulatory fees or fees imposed by other government agencies, legal advertising, legal fees, debt services , insurance premiums, claims/settlement payments subject to the appropriate approval level, memberships with professional organizations, intergovernmental agreements, cooperative purchasing agreements, and other categories identified in the resolution or in the purchasing ordinance.
3.6 Emergency Procurements
In cases of emergency, where immediate procurement of goods or services is necessary to prevent disruption of essential City operations, protect public health or safety, or mitigate damage to public property, departments may initiate purchases without foll owing the standard bidding procedures. Emergency purchases may be initiated by a D epartment Director or authorized designee by contacting the Chief Financial Officer or designee providing the nature of the emergency. If approved, the Chief Financial Offic er or designee shall authorize the procurement and cause an emergency purchase order to be issued as soon as possible. All emergency
procurements must be documented and reported to the City Manager and the Finance Department as soon as practicable to establish eligibility as an emergency procurement and must comply with the provisions of Section 3.12.170 of the Purchasing Ordinance.
Emergency procurements of $50,000 or more must be presented to the City Council for ratification at the earliest available meeting. Emergency procurements on public project must further comply with the Public Contract Code.
Departments are responsible for ensuring that all exceptions are used appropriately and documented in accordance with City policy.
4. Requisitions – Authority to Buy
4.1 Requisition Process
The requisition process is intended to initiate and support the issuance of a Purchase Order (PO), ensuring that the appropriate purchasing authority is captured and documented in compliance with the City’s procurement policies. While requisitions are not required for purchases under $10,000, departments may choose to submit them optionally if a vendor requests a formal PO or if the department wishes to encumber funds for a specific procurement activity. This practice supports budget monitoring and helps departments better manage their expenditures. POs are also required when utilizing Master on-call agreements.
The requisition approval workflow will follow the approval authority levels for purchases and the bidding requirements as outlined in Sections 3.1 and 3.2 of this policy.
4.2 Departmental Responsibilities
Each department is responsible for ensuring that all procurement activities comply with the City’s purchasing policies and procedures. This includes initiating requisitions when appropriate, providing complete and accurate documentation, securing necessary approvals, and adhering to established purchasing thresholds. Departments must exercise due diligence in vendor selection, price comparison, and scope definition to ensure transparency, accountability, and the responsible use of public funds.
Additionally, departments are expected to plan ahead for their purchasing needs, monitor encumbrances and expenditures against their budgets, and maintain clear records to support audits and financial reporting.
All requisitions must include complete and accurate backup documentation, such as quotes, scopes of work, contracts, sole source / single source / sole brand signed justification letters or other supporting materials, along with relevant notes to provide clear justification and context for the purchase request.
5. Invoices – Authority to Pay
5.1 Invoices not associated with PO or Contract
The invoice approval process serves as the City's after -the-fact authority to pay for goods or services that have already been received. When an invoice is not associated with a Purchase Order (PO) or an executed contract, it indicates that the purchase was not pre-authorized or pre -approved through the standard procurement process. As a result, to ensure appropriate oversight and accountability , the a pproval authority for such invoices must follow the designated levels based on dollar amount, as outlined in the applicable approval authority sections of this policy, 3.1 and 3.2.
Level / Title Approval Level
PO / Contract Requirement
Goods, Supplies,
Equipment
Professional Services,
General Services,
Public Works
Analyst / Coordinator Up to $1,000 PO and/or
Contract Optional
PO and/or Contract
Required
Financial Analyst / Supervisor $1,001 to $2,500 PO and/or Contract Optional
PO and/or Contract
Required
Manager / Deputy Department
Head / PD Captain $2,501 to $5,000 PO and/or
Contract Optional
PO and/or Contract
Required
Department Head / Chief $5,000 to $10,000 PO and/or
Contract Optional
PO and/or Contract
Required
City Manager or Official
Designee $10,000 & above Contract Required Contract Required
5.2 Invoices associated with PO or Contract
Invoices that are tied to an established Purchase Order (PO) or an executed contract represent purchases that were properly pre -authorized and approved in accordance with the City’s procurement procedures. Since these transactions have already undergone prior review and authorization through the requisition or contract process, higher dollar thresholds apply for their invoice approval workflows. This streamlined process reflects the reduced risk associated with pre -approved purchases and allows for more efficient payment processing.
Level / Title Approval Level
Analyst / Coordinator Up to $10,000
Financial Analyst / Supervisor $10,001 to $15,000
Manager / Deputy Department Head / PD Captain $15,001 to $25,000 Department Head / Chief $25,001 & above
6. Credit Cards
6.1 Credit Cards Regulations
In addition to the provisions outlined in this purchasing policy, all credit card use is also subject to the City’s separate, citywide Credit Card Policy. That policy provides additional guidance, rules, and regulations governing the issuance, use, reconciliation, and oversight of credit cards. It includes requirements for monthly statement reviews, receipt submission, prohibited purchase types, spending limits, card security, and consequences for misuse. All cardholders and departments must comply with both this purchasing policy and the citywide Credit Card Policy to ensure full accountability and adherence to the City's financial and procurement standards. All credit card purchases must be pre -approved by the Department Head and may not exceed $10,000 without further approval by the City Manager or City Council, as applicable.
City-issued credit cards are considered a purchasing tool and, as such, all purchases made using a City-issued credit card are subject to the same purchasing requirements, documentation standards, and approval processes outlined in this policy. In addition to this policy, They are intended for small purchases and must be used responsibly and in accordance with the City’s procurement policies. There are 2 types of City issued Credit cards:
Individual Credit Card:
Each Department Head shall designate specific staff members within the department and request from Finance Department to issue individual credit cards to the designated staff based on the operational needs. These authorized cardholders are required to sign a credit card holder agreement, acknowledging their responsibilities and obligations.
Cardholders must ensure that all purchases made with the credit card comply with applicable laws, regulations, and internal policies, including spending limits, documentation requirements, and usage restrictions.
Departmental Generic Credit Card:
In addition to individually issued credit cards, some departments may maintain a departmental generic credit card for shared use among staff. These cards are issued to a specific Card Custodian within a City Department.
To ensure proper controls, any employee requesting to use the departmental card must first complete a Credit Card Pre -Approval Form, which must be signed by the Department Head or designee prior to obtaining the card. For credit cards preapprovals initiated by the Fire Department, the preapproval form must be reviewed and approved by a City employee prior to obtaining the approval from Fire Chief or Fire Marshall or
their designee. The City employee approving the transaction will follow the above - mentioned threshold according to the approver’s job title. Once approved, the employee may check out the card from the designated Card Custodian. After the purchase is completed, the employee must return the card to the Card Custodian along with the final itemized receipt(s) and any supporting documentation. This process ensures accountability, proper tracking of expenditures, and compliance with applicable City policies.
6.2 Authorized Users and Threshold Limits
Authorized credit card users are subject to the same purchasing authority limits as outlined in Section 3.1 of this policy. These threshold limits govern the maximum dollar amounts cardholders may spend per transaction, based on their role and delegated authority. The Finance Department will ensure that these c redit card limits are capped at the authorized purchasing capacity per transaction. Adhering to these thresholds ensures consistency with the City’s overall procurement framework and maintains proper financial controls over credit card expenditures.
6.3 Allowable and Prohibited Purchases
City-issued credit cards are intended strictly for official City business and must be used responsibly in accordance with all applicable policies. Allowable purchases typically include the following:
• Small-dollar items such as office supplies or materials for field operations. • Approved travel expenses such as training or conference registrations , airline tickets, lodging accommodations, parking, transportation, etc. • Memberships in professional organizations.
• Emergency-related items.
Cardholders should generally avoid using credit cards to purchase from vendors that are already registered with the City and can be paid through the regular accounts payable (AP) process, unless there is a justifiable reason.
Prohibited purchases include the following, and others as specified in the Credi t Card Policy:
• Personal items, alcohol, or gift cards.
• Fuel for City fleet or personal vehicles unless pre-approved. • Cash advances.
• Unauthorized recurring payments or subscriptions.
• Professional services such as consulting, legal, or technical services, as these must be procured through a formal purchase order and paid via the AP process. • Any unapproved or undocumented expenditures.
Cardholders must ensure that purchases are properly documented, comply with the City’s procurement and credit card policies, and fall within their authorized spending thresholds. Any misuse or deviation from established guidelines may result in disciplinary action, including revocation of credit card privileges.
6.4 Reconciliation and Reporting
Proper reconciliation and reporting are essential components of the City’s credit card program to ensure transparency, accountability, and compliance.
For individually issued credit cards, cardholders are required to complete a monthly reconciliation that includes a detailed list of all charges, appropriate general ledger (GL) account coding for each transaction, and a clear description explaining the bu siness purpose of the purchase. Itemized receipts must be scanned and submitted along with the credit card statement to the Finance Department through the designated financial system by the established deadline. Itemized receipts are detailed proof of purc hase documents that list each item or service purchased, including quantities, unit prices, descriptions, and the total amount paid. These receipts must clearly identify the vendor, date of transaction, method of payment, and provide a breakdown of all charges to support accurate coding, verification, and approval of expenditures.
For meal expenses charged to a City issued credit card, itemized meal receipt must show a detailed breakdown of all food and beverage items purchased, including quantities, individual prices, tips (if any), date, time, and the name and location of the establishment. Credit card slips or summaries showing only the total amount are not sufficient. These receipts are necessary to verify the appropriateness of the expense, ensure compliance with City policies, and support accurate reconciliation and accounting. For further information about meals and travel related expenses on any City issued credit card, refer to City credit card policy.
For departmental generic credit cards, a Credit Card Pre -Approval Form must be completed and approved by Department Head or designee prior to checking out the card from the department’s credit card custodian. For Fire Department Purchases, the pre-approval form must be reviewed and signed by a City employee overseeing the Fire Department before getting the signature of the Chief of Fire or Deputy Fire Marshall.
After completing the purchase, the employee must return the card to the department’s credit card custodian along with original itemized receipts and any additional documentation. All credit card activity must be properly reconciled to maintain compliance with City policies and to support financial reporting and audits.
Exhibits
City of Menifee
Purchasing Threshold & Authority Summary (Effective 6/7/2025) A. Standard Purchasing Categories Workflow (5 Steps)
Quick Tips:
-
- All contracts can only be signed by the City Manager regardless of amount. Contact Purchasing to route. -
- All emergency purchases over $50,000 require City Council approval by ratification (after the fact) Purchases of goods, supplies, or equipment less than $10,000 do not require formal quotes or contracts. These purchases can be approved by the department head if included in an approved budget.
All non-emergency purchases or amendments/change orders over $100,000, over 10% of the aggregate contract amount, or extending the contract longer than 120 days require City Council approval. #1: Determine Purchase Category
(What are you trying to buy?)
#2: Determine Estimated Cost
(What is the total (Cumulative) Cost
(labor, tax, how many year(s)?)
#3: Determine Procurement
Method
(What do you need to do to Purchase?)
#4: Determine Purchase Approver
Who has to approve the Purchase
(Before purchasing)?
#5: Do you need a contract or PO?
Do you need a PO or Contract to move
forward with Purchase?
See Exceptions to
Competitive Bidding for
purchases where
quotes, bidding etc. may
not be required.
See Exceptions from
Purchase Orders for
purchases where no
Purchase
Order/Requisition is
required.
QUICK LINKS TO PURCHASING RESOURCES
(CLICK TITLE TO VIEW):
PURCHASING ORDINANCE (MMC Chapter 3.12)
PURCHASING RESOLUTION (25-1569)
SOLE SOURCE/SINGLE SOURCE FORM
PURCHASING UNIT/TEAM CONTACT
Exhibits
City of Menifee
Purchasing Threshold & Authority Summary (Effective 6/7/2025) B. Standard Purchasing Categories
Category Amount ($) Procurement Method Required Approver PO/Contract Required #1: What Is Being Purchased? #2: What is the total
(Cumulative) Cost?
#3:What do you need to do to Purchase? #4: Who has to approve the Purchase ( Before purchasing)?
#5: Do you need a PO or Contract?
Up to $1,000 Direct Quote, reasonability Analyst/Coordinator Optional, General Services required $1,000 to $2,500 Direct Quote, reasonability Financial Analyst/Supervisor Optional, General Services required $2,500 to $5,000 Direct Quote, reasonability Manager/Deputy Dept. Head/Captain Optional, General Services required $5,000 to $10,000 Direct Quote, reasonability Department Head/Chief/ Assistant City Manager/Deputy City Manager
Optional, General Services required
$10,000 -$75,000 Written Quotes (Solicit/Request at least 3) City Manager PO and/or Contract $75,000 - $100,000 Competitive Sealed Bid City Manager PO and/or Contract $100,000 and Higher Competitive Sealed Bid City Council (Staff Report) PO and/or Contract * Quotes must reflect Prevailing Wage if higher than $1k.
Less than $25,000 Direct Proposal (Cost Reasonability) City Manager Contract $25,000 to $50,000 Simplified Procument (3 Quotes/Proposals) City Manager Contract $50,000 to $100,000 Formal Solicitation (RFP or RFQ) City Manager Contract $100,000 and Higher Formal Solicitation (RFP or RFQ) City Council (Staff Report) Contract Less than $75,000 Force Account (City Staff)** or Negotiated contract
City Manager PO and/or Contract
$75,000 - $220,000 Competitive Bidding (Informal NIB) City Manager up to $100,000; City Council $100,000 and Higher
(Staff Report)
PO and/or Contract
$220,000 and Higher Competitive Bidding (formal NIB) City Council (Staff Report) PO and/or Contract **Requires timesheet records, and must be based on total project cost. Contact Purchasing/Payroll to set up Project Tracking for timesheets.
Up to $50,000 N/A (Emergency Purchase) Chief Financial Officer (CFO) PO and/or Contract $50,000 and Higher N/A (Emergency Purchase) City Council (Ratification/After) PO and/or Contract Contracts can ONLY be executed by the City Manager, regardless of Purchase Category and/or Amount.
Goods, Supplies, Equipment, General
Services, Public Works Maintenance
Services*
Public Projects
(Capital)
California Uniform Public Construction
Cost Accounting Act (CUPCCAA)
Professional Services
Emergency Purchase
(Public Health, Preservation of
Life/Property)
Exhibits
City of Menifee
Purchasing Threshold & Authority Summary (Effective 6/7/2025) C. Special & Other Purchasing Categories
Category Amount ($) Procurement Method Required Approver PO/Contract Required #1: What Is Being Purchased? #2: What is the total
(Cumulative) Cost?
#3:What do you need to do to Purchase? #4: Who has to approve the Purchase ( Before purchasing)?
#5: Do you need a PO or
Contract?
120 Days or Less
Extension
N/A City Manager Change Order/Contract
Amendment
More than 120 Days N/A City Council Change Order/Contract Amendment
Up to $100,000 or 10%
(Contract & All
Amendments)
N/A City Manager Change Order/Contract
Amendment
More than $100,000 or
10% (Contract & All
Amendments)*
N/A City Council Change Order/Contract
Amendment
* Urgent Contract Change Orders exceeding thresholds can be approved by City Manager and City Council by ratification, contact Purchasing for additional detail.
CEQA Professional Services
(including Amendments)
All Amounts Department Policy City Manager Contract/Contract Amendment
Real Property Matters
(Leases, Sales, Grants, or Acquisitions)
All Amounts** Negotiation City Council Contract/Contract Amendment
** Automatic lease renewals and/or optional renewals included in the original lease agreement can be approved by the City Manager.
Memorandum of Understanding (MOU)
and Memorandum of Agreementa (MOA)
All Amounts Negotiation City Council Contract/Contract
Amendment
Contracts can ONLY be executed by the City Manager, regardless of Purchase Category and/or Amount.
Contract Change Orders and/or
Amendments
Exhibits
City of Menifee
Purchasing Threshold & Authority Summary (Effective 6/7/2025) D. Exceptions from Competitive Bidding
(MENIFEE MUNICIPAL CODE: § 3.12.130 EXEMPTION FROM BIDDING UPON DETERMINATION OF PURCHASING OFFICER OR CITY COUNCIL) Additional Steps/Actions (Step #3) Required by Department 1) The product is proprietary. Complete Sole Source/Single Source Form 2) Bidding process completed & no bids received. Contact Purchasing to move forward with memo. 3) Emergency Purchase (Preservation of Life/Property) Contact Purchasing to move forward with memo. 4) Contact Purchasing to move forward with memo.
5) Contact Purchasing to move forward with memo.
6) Obtain specific cooperative purchasing agreement/date from vendor, include/reference in applicable quotes.
7) Complete Sole Source/Single Source Form
8) Complete Sole Source/Single Source Form
9) Complete Sole Source/Single Source Form
10) No additional action required.
11) No additional action required.
12) No additional action required.
13) No additional action required.
14) No additional action required.
15) Follow standard land acquisition process (City Council approval) 16) No additional action required.
17) Follow/complete City's Travel (Pre-Approval) process. 18) Contact Purchasing to move forward with memo.
19) Selection shall be based on the basis of requirements and specific evaluation criteria established by the city which result in the best value to the city. Contact Purchasing to move forward.
Paying all travel- and training-related costs as these are regulated by the city's travel policy.
Used equipment due to the lack of availability of new equipment or better value/cost.
IT supplies, equipment, subscriptions, or services including but not limited to, the acquisitions of software and related services.
Exception Category
Executing legal services contracts.
Debt services and related administrative expenses.
The processing of land and property acquisitions, subject to approval by City Council.
City Manager determines bidding will not result in lowest value.
Sufficient satisfactory bids are not received.
Cooperative/Piggyback Purchasing (federal, state, etc)
Payment of membership dues with professional organizations.
The commodity is unique, including, but not limited to, acquisition of data processing, telecommunications and word processing equipment, goods and services.
The product or service can be obtained from only one vendor (sole source).
The purchase of a specific brand name, make or model is necessary to match existing city equipment or facilitate effective maintenance and support or maintain consistency.
The purchase is from a utility provided by another government agency.
The fees assessed, services provided, or acquisitions of supplies and/or equipment originate from another government agency.
Legal advertising and noticing in the local newspapers.
Exhibits
City of Menifee
Purchasing Threshold & Authority Summary (Effective 6/7/2025) E. Exceptions from Requisitions/Purchase Orders (POs)
(RESOLUTION NO. 25-1569 (PAGE 5))
1) Utilities and all related fees. No additional action required. 2) Lease and rental payments from executed lease/rental agreements. No additional action required. 3) Regulatory Fees. No additional action required.
4) Legal Advertising Fees. No additional action required. 5) Debt Service. No additional action required.
6) Insurance Premiums, Claims/settlements No additional action required. (subject to separate City policy)
7) Travel/Training No additional action required.
(subject to separate City policy)
8) Fees, services, acquisitions from other govt. agencies No additional action required. 9) Down Payment Assistance approved grants/loans. No additional action required. 10) Professional memberships No additional action required. 11) Goods, Supplies, General Services, less than $10k total.
Additional Steps/Actions (Step #5) Required by DepartmentException Category The following goods, supplies, and services are exempt from Purchase Requisitions (PO), requirements, and will be processed for payment as direct payment through (AP) or other applicable method.
Determine department approver based on amount, and
moved forward with purchase. General Services require a contract