CITY OF MENIFEE
SUBJECT: Purchasing and Contracting Administrative Manual Update MEETING DATE: September 9, 2025
TO: Finance Committee
PREPARED BY: Amir Zaki, Finance Manager
REVIEWED BY: Travis Hickey, Chief Financial Officer
APPROVED BY: Armando G. Villa, City Manager
-------------------------------------------------------------------------------------------------------------------------------
RECOMMENDED ACTION
1. Receive and file update on Purchasing and Contracting Administrative Manual (Administrative Policy AD-35).
DISCUSSION
Over the past fiscal year, the City examined its existing purchasing ordinance and completed a comprehensive update with a focus on consolidating, re-organizing and updating its procurement methodologies to ensure efficient use of city funds and receipt of quality services and goods. The City Council adopted Ordinance No. 2025-413 to repeal and replace chapter 3.12 and repeal chapter 3.30 of the Menifee Municipal Code to consolidate and revise the procurement procedures for the City of Menifee. This ordinance was introduced and read on April 16, 2025, and passed, approved, and adopted on May 7, 2025. On April 16, 2025, the City Council also adopted Resolution No. 25-1569 to establish rules and procedures for the procurement of goods, services, and construction contracts and the establishment of purchasing and contract execution authority.
On May 7, 2025, the City Council adopted Resolution No. 25-1570 directing the City Manager or designee to establish a purchasing manual consistent with applicable Federal, State, and Local procurement requirements. The purchasing manual is an administrative policy that provides direction regarding 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 newly adopted Municipal Code, Chapter 3.12 also known as the Purchasing Ordinance.
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 of Menifee Staff Report
Purchasing and Contracting Administrative Manual Update September 9, 2025
2 9
2 8
City and its department’s interest, consistent with the best purchasing practices while ensuring compliance with all Federal, State, and Local laws and regulations.
The attached manual represents the inaugural Purchasing and Contracting Administrative Manual (Administrative Policy AD-35) presented to City Manager for consideration and adoption as an administrative policy. Its purpose is to provide further clarifications, guidance, and tools for City Staff regarding the purchasing authorities, internal administrative approval levels, and other requirements necessary to ensure compliance with the City’s Municipal Code.
Staff will continue to identify more sections to be added to the Purchasing and Contracting Administrative Manual as they become available. These additional sections may include further procedures, forms, and desk guides that would facilitate the implementation of that policy consistently with the adopted ordinance. The Chief Financial Officer or designee shall take all necessary actions to update the manual as needed, and per City Council’s direction, in no event less frequently then every three years to align the manual with applicable laws, procedures, and policies.
This item is brought forth to the Finance Committee as a receive and file and to provide an update on the status of the proposed manual.
FISCAL IMPACT
There is no fiscal impact associated with the recommended action.
ATTACHMENTS
1. Purchasing and Contracting Administrative Policy AD-35