City Council Meeting - FINAL
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11.C.
Meeting Date:
07/03/2023
From:
Patrick Brown, Purchasing Director
Information
TITLE:
Consideration and Adoption of Resolution No. 2023-42:
A resolution of the City Council of the City of Flagstaff, Arizona amending the Procurement Code Manual, Articles 1 through 7, and establishing an effective date.
STAFF RECOMMENDED ACTION:
Read Resolution No. 2023-42 by title only
City Clerk reads Resolution No. 2023-42 by title only (if approved above)
Adopt Resolution No. 2023-42
Executive Summary:
This Resolution is to amend the City's Procurement Code Manual Articles 1 through 7. Staff has reviewed these articles to improve clarity, understanding, use of and increase informal procurement thresholds that fall under the City Charter established formal procurement threshold. The updated informal thresholds includes City Manager reservation of right to bring any informal procurements to council as well as require Purchasing staff to formally solicit.
Financial Impact:
None
Policy Impact:
Per City Code, Chapter 1, Section 20-001-0004, a Resolution is required to adopt changes to the Procurement Code Manual.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
High Performing Governance
Enhance the organization's fiscal stability and increase efficiency and effectiveness
Has There Been Previous Council Decision on This:
City Council reviewed and provided input to the proposed amendment revisions at the June 27, 2023 Work Session Council Meeting.
Options and Alternatives:
Adopt the changes proposed in the Resolution
Provide amendments and adopt the Resolution
Do not adopt the resolution and provide direction to staff
Background and History:
The City has a formal and comprehensive Procurement Code Manual which was originally adopted by City Council under Resolution No. 2013-19 on July 16, 2013. Any and all amendments are required to be adopted by Resolution per City Code, Chapter 1, Section 20-001-0004. The Procurement Code Manual was amended June 2015, May 2018 and April 2019.
The purpose for the Procurement Code Manual is to provide fundamental principles, practices and guidelines for how the City Procurement process works. The objectives of the Procurement Code Manual are to outline various procedures in order to provide and preserve a high standard of integrity and transparency with the City's procurement process and demonstrate leadership in the stewardship of taxpayer dollars involving the procurement of materials, services and construction. The Procurement Code Manual is in accordance with the Flagstaff City Charter and applicable law.
The City Procurement Code Manual consists of 31 Articles. Staff is prepared to discuss amendments to Articles 1-7 for adoption. Staff will continue to look at future revisions to other Articles within the Procurement Code Manual. The next focus will be to review our Procurement Code Manual with an emphasis on the Council declared emergencies of Climate and Housing and how our manual can further the City's commitment while managing within state laws for procurement.
Attachments
Res. 2023-42
Procurement Code Manual - Amendments