HomeMy WebLinkAbout13 UPDATE TO THE PROPOSED PURCHASING POLICY AMENDMENTSDocuSign Envelope ID: EFEBA85B-0515-43D5-BCC9-D47CFOD221 FO
Agenda Item 13
Reviewed: Q� 0! _r AGENDA REPORT
City Manager
Finance Director
MEETING DATE: JUNE 18, 2024
TO: ALDO E. SCHINDLER, CITY MANAGER
FROM: JENNIFER KING, FINANCE DIRECTOR/CITY TREASURER
SUBJECT: UPDATE TO THE PROPOSED PURCHASING POLICY AMENDMENTS
SUMMARY:
This item provides an update on the status and timeline of the proposed amendments to
the City of Tustin Municipal Code Section 1621-1630, which contains the City's
purchasing policy and procedures.
RECOMMENDATION:
Received and filed.
FISCAL IMPACT:
Not applicable.
DISCUSSION:
At the September 19, 2023 meeting, the City Council unanimously supported a request
originated by Council Member Gallagher and Mayor Lumbard to direct staff to review current
procurement policies and procedures and recommend updates that would provide clarity
and greater transparency as related to the use of competitive bidding, contract approval
thresholds, and reporting. At the October 17, 2023 meeting, the Council approved a
tentative process and timeline for preparation of proposed amendments to the purchasing
policies contained in the Tustin Municipal Code. However, due to the Navy's North Hangar
Fire that took place on November 7, 2023, staff had to pivot to manage and handle the
resulting unprecedented emergency work in order to protect public health and safety. The
purchasing policy amendment project was delayed for several months.
Staff is proposing a revised timeline to complete the purchasing policy update:
DocuSign Envelope ID: EFEBA85B-0515-43D5-BCC9-D47CFOD221 FO
UPDATE TO PROPOSED PURCHASING POLICY AMENDMENTS Page 2 of 2
June 18, 2024
Step
Description
Completion Date
Notes
1
Review of existing code/policies
Early July 2024
Internal discussions
and research of current best
and the process is
practices.
underway
2
City Council consideration of
August 2024
City Council meeting
proposed code/policy amendments.
Regular Business
item
3
City Council consideration of
September 2024
City Council meeting
ordinance amendment to update
Public Hearing item
applicable code sections — first
reading
4
City Council consideration of
October 2024
City Council meeting
ordinance amendment to update
Public Hearing item
applicable code sections — second
reading
5
Effective date of updated
November 2024
Website/internal
code/policies
documents updated
Jennifer King
Finance Director/City Treasurer
Attachment — September 19, 2023 request — Procurement Transparency and Accountability —
submitted by Councilmember Gallagher and Mayor Lumbard
DocuSign Envelope ID: EFEBA85B-0515-43D5-BCC9-D47CFOD221FO r%
I"IOL CI J VV I Ill.l I %-,ouncil
Members have asked to be
i & ST-1N
placed on a Future Agenda
City of Tustin, CA
To: Matthew S. West, City Manager
Requested By:
Co -Signed By:
Subject:
Requested Meeting Date:
(Please submit the request at
least seven (7) days prior to a
regularly scheduled City
Council meeting.)
Council Member Gallagher
Mayor Lumbard
Submitted On:
Aug 25, 2023, 08:44AM PDT
Agenda Item 9
Reviewed:
DS
City Manager 1 55W
Procurement Transparency and Accountability
September 19, 2023
Brief Summary of Narrative of Consider updating Tustin City Code section 1621-1630 which includes
the Item's Intent: the City's purchasing policies and procedures. The objective of the
updates would be to provide more transparent reporting on
contracting, and establish contract thresholds requiring various
levels of approval, including City Council. In addition, provide more
clarity with regards to the required use of competitive and open
solicitations.
Signature Data First Name: RYAN
Last Name: GALLAGHER
Email Address: rgallagher@tustinca.org
Signed at: August 25, 2023 8:43am America/Los_Angeles
DocuSigned by:
Co -Signed By: ``-
E 61C141A
Austin LUrn
bard, Mayor