Ci'fl' OF
Item No. 4
STAFF REPORT
DATE: March 9, 2026
TO: Honorable Mayor and City Council
FROM: Dr. Sean M. Moore, City Manager
PREPARED BY: Phillip White, Director of Finance
Ryan Blackerby, Deputy Director of Finance ?03
SUBJECT: Fiscal Year 2025-26 System Contracts Authorized by Staff— January 2026 RECOMMENDATION:
That the City Council:
1. Receive and file a report on the Fiscal Year 2025-26 (FY26) contracts authorized by staff during January 2026, or;
2. Provide further direction to staff.
BACKGROUND/DISCUSSION:
At a recent meeting, the City Council requested that staff provide a report on staff authorized contracts. Attachment 1 contains a list of contracts compiled by first querying Tyler Munis for 1) contracts entered into Tyler Munis from January 1, 2026 through January 31, 2026, and 2) contracts with FY26 amounts greater than $0, a revised amount greater than the original amount, and modified in Tyler Munis within the same date range (to capture any additional contracts amended within the date range). Both outputs were filtered to remove contracts that staff had already indicated in Tyler Munis as having received City Council authorization, as well as contracts that had not yet been "posted" or "approved" in the system (indicating a level of review still pending).
Though the City uses standardized templates and processes for most contracts, there is no centralized, electronic system for contract creation and execution. Tyler Munis, however, has tools for managing contracts after they are executed and entered into the system. Munis, therefore, is the best source of centralized data for this report, though it introduces certain limitations. Munis can only report on contracts that have been entered into the system by staff. As such, executed contracts not entered into Munis would be absent from the report. Similarly, dates that are used to query contracts in Munis may not reflect actual contract dates. As an example, the "Entry Date" in Munis does not reflect the date the contract was executed. Modifications made to a contract record in Munis may be technical in nature and not actually reflect a change in the contract document or agreement itself. Staff has
made efforts to overcome some of these limitations and present all contracts to the City Council in an inclusive manner, but these and similar limitations of the system do affect the results.
An additional consideration is that contract records in Munis are used to represent a variety of authoritative documents that guide a relationship between the City and a third parry, when helpful for financial management. Therefore, the results may include documents that many may not consider to be contracts such as license agreements, terms and conditions or other documents that are standard to sign or agree to when making a purchase with a vendor.
The contracts in Attachment 1 were authorized by staff members consistent with the Purchasing Authority Limits in Section 2.24.012 of the Yucaipa Municipal Code, "Purchasing Levels and Approval Authority".
FISCAL IMPACT:
The recommendations do not result in a fiscal impact.
Attachment:
1. New or Modified System Contracts Authorized by Staff in January 2026
ATTACHMENT 1
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