DATE: October 15, 2024
TO: Mayor and City Council
FROM: Director of Finance
SUBJECT
Title
City’s Procurement Policies: Adopt a Resolution Approving Updates to the City of Hayward Procurement Policy
End
RECOMMENDATION
Recommendation
That the Council reviews and adopts a resolution approving the proposed changes to the City’s procurement policies.
End
SUMMARY
To align City policies and procedures with current best practices, staff has conducted a thorough review of the Procurement Guidelines manual (manual), which reflects current City purchasing and procurement policies. The manual is an internal document that provides guidance on internal City operations and includes procurement policies established through City Council approval.
Staff proposes that Council consider changes to the threshold and expenditure authority levels. The proposed changes impact the competitive bidding process requirements, as well as authority thresholds of the City Manager. Additionally, proposed changes include establishing signatory authority for the City Attorney for expert witness, settlement claim payments, and outside legal counsel. The proposed changes attempt to correct for inflation while improving effectiveness, efficiency, and consistency within the City’s procurement processes while maintaining appropriate oversight and controls. These changes are in keeping with the related provisions of the City Charter, Article XIII, Sections 1302, 1303, and 1304. Staff presented the Council and Budget Finance Committee with recommended changes on September 18, 2024, and received feedback and direction incorporated into the final recommendation.
ATTACHMENTS
Attachment I Staff Report
Attachment II Resolution
Attachment II Exhibit A: Threshold Category of Purchases