HomeMy WebLinkAbout3A - PresentationCity of Palm Springs
PROCUREMENT AND CONTRACTING DEPARTMENT
KIM BAKER, NIGP-CPP - PROCUREMENT AND CONTRACTING DIRECTOR
UPDATE OF PROCUREMENT POLICIES AND PROCEDURES
JANUARY 9, 2025
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BACKGROUND
Procurement Polices are under Title 7 of the Municipal Code
Policies were last updated in July of 2021 primarily to update the bidding limits allowed
for public works projects
Policies needed additional cleanup that didn’t occur in the 2021 version
A focus group of all departments reviewed the policies and suggested changes
California Associated of Public Procurement Officials (CAPPO) analysis was done
benchmarking other cities on procurement limits
Upon review of the requested changes and benchmarking, Executive staff and
Procurement and Contracting Director decided what changes would be accepted into
the Policy with a follow up feedback loop to contributors
Those accepted changes are being presented in this two reading Ordinance to adopt
them into the Municipal Code
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COMPARISON
Chapters 2021 Version 2025 Version
7.01 General Provisions General Provisions
7.02 Procurement Organization and
Administration
Definition of Terms
7.03 Competitive Bidding – Supplies and
Services
Procurement Requirements
7.04 Purchasing Procedures for Public
Projects
Procurement Exceptions
7.05 Special Procurement Methods Contracting
7.06 Contract Provisions Contract Changes
7.07 Disposition of Surplus Property Contract Administration
7.08 Bid Protests Disposition of Surplus Property
7.09 Special Programs
7.10 Ethics in Public Contracting
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CHANGES BY CHAPTER
Chapter 7.01 – General Provisions – general cleanup of language and moving of sections
in this general provision to more specific chapters of the code. For example, moved
definitions and exceptions to their own sections for ease of reference.
Chapter 7.02 – Definition of Terms (formerly Procurement Organization and
Administration) – cleaned up terms that were not need or were not well defined and added
some missing terms. Moved the procurement organization information into Section 7.01
General Provisions.
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CHANGES BY CHAPTER
Chapter 7.03 – Procurement Requirements (formerly Purchasing procedures for
Supplies and Services) – consolidated all the different sections discussing procurement
requirements that were scattered throughout the code and cleaned up the terminology to be
consistent. Added two reference policies, the Procurement Card Policy and the newer
Environmentally Preferable Purchasing Policies with links to those policies. Also removed
many repetitive sections based on how this was previously formatted. Updated local
preference provisions slightly to be clearer how the preference is handled in the Request for
Proposals process. Added a revised protest policy to this section and updated the California
Uniform Public Construction Cost Accounting Act (CUPCCAA) limits for public works
projects that will be raised January 2025.
Chapter 7.04 – Procurement Exceptions (formerly Purchasing Procedures for Public
Projects)– consolidated two separate sections that spoke to exceptions into this one newly
defined exception and clarified a few of the exceptions that have created issues in the past.
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CHANGES BY CHAPTER
Chapter 7.05 – Contracting (formerly Special Procurement Methods) - moved ethics
provisions and nondiscrimination provisions into this section. Added provisions on using
the City’s standard contract templates and provided further guidance to staff on contract
procedures with the City and the use of electronic signatures.
Chapter 7.06 – Contract Changes (formerly contract provisions) – moved and updated
all the sections of the provisions dealing with contract changes and amendments into this
one area to discuss how to amend or change contracts and purchase orders.
Chapter 7.07 – Contract Administration (formerly Disposition of Surplus Property) -
Moved surplus property to its own section 7.08 later in the code. Added this section
concerning contract administration to better described what is required of Contract
Administrators when administering City contracts.
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CHANGES BY CHAPTER
Chapter 7.08 – Disposition of Surplus Property (formerly Bid Protest Procedures) –
moved bid protest procedures to Chapter 7.03 and made minor updates to those
procedures.
Also eliminated former Chapters 7.09 Special Programs, 7.10 Ethics in Public Contracting
as these provisions have been moved to their appropriate sections describe above.
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PROCUREMENT CHART
Procurement of Non-Public Projects Supplies and Services (Including Professional Services)
Level 1 Level 2 Level 3
Informal Procurement Process
•Pcard for supplies only up
to cardholder limit
•Up to 10k 15K– 1 quote or
proposal
•10k 15k – 25k – 3 quotes
or proposals
Informal or Formal
Procurement Process
•25k – 75k – 3 quotes or
proposals, or sole source
documentation or
emergency memo
•Or contact Procurement
and Contracting
Department for formal
bid/proposal
Formal Procurement Process
•Formal bid/proposal process
through the Procurement and
Contracting Department
Department Award Up to
$25,000
Asst./Deputy City Manager up
to $50,000 City Manager Award
up to $75,000
City Council Award Over $75,000
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PROCUREMENT CHART
Procurement of Public Projects
Level 1 Level 2 Level 3
Informal Procurement Process
•Work by Force account
•Negotiated Contract
Informal or Formal Procurement
Process
•Bid through use of a bidders
List of qualified Contractors
•IFB process
Formal Procurement Process
•Formal IFB process conducted
by the Engineering Department
Department Award Up to
$60,000
Asst./Deputy City Manager Up
to $50,000 City Manager Award
Up to $200,000 $220,000
City Council Award Over $200,000
$220,000
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LOCAL PREFERENCE ANALYSIS
Name of Agency Type of Agency Local preference: Local preference %:
City of Redding City General Law Yes 4%-5%
City of Mountain View City Charter No
City of Roseville City Charter No
City of Sacramento City Charter Yes 4%-5%
City of San Leandro City Charter Yes 10% or more
City of Santa Clarita City General Law Yes 10% or more
City of La Mesa City General Law Yes 1%
City of Berkeley City Charter Yes 4%-5%
City of Camarillo City General Law No
City of Hayward City Charter Yes 4%-5%
City of Corona City General Law Yes 4%-5%
City of Carlsbad City Charter Yes 1%
City of Santa Rosa City Charter Yes 1%
City of Oakland City Charter Yes 10% or more
City of Riverside City Charter Yes 4%-5%
City of Palm Springs City Charter Yes 4%-5%
City of West Covina City General Law Yes 1%
City of Long Beach City Charter Yes 10% or more
City of Banning City Charter No
City of Santa Cruz City Charter Yes 4%-5%
City of Contra Costa County General Law Yes 4%-5%
City of Mission Viejo City Charter Yes 4%-5%
City of Burbank City Charter No
City of Pomona City Charter Yes
City of West Sacramento City General Law No
City of Montebello City General Law Yes 1%
City of Pasadena City Charter Yes 4%-5%
City of Madera City General Law No
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LOCAL PEFERENCE ANALYSIS
High 4
Same 10
Low 5
Total 19
Avg 6
Analysis
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QUESTIONS