CITY COUNCIL MEETING AGENDA PACKET

Purchasing Procedures and Manual 2 1. Introduction This Purchasing Procedures Manual (Manual) is a guide to City purchasing practices providing an overview of purchasing objectives, policies, and functions. This Manual covers purchases for all goods and services including consulting services. Individual departments may have internal procedures more specific than those included in this Manual. If there is a conflict between the two, the more restrictive procedure applies. The Livermore Pleasanton Fire Department’s (LPFD) purchasing procedures are subject to a separate agreement between the City of Pleasanton and the City of Livermore. To the extent that agreement specifies certain contracts are processed by the City of Pleasanton, those contracts will adhere to this Manual. Certain public works and professional service contracts are subject to specific procedures as set forth in the Pleasanton Municipal Code, the State Public Contract Code, as well as federal, state, and county funding source requirements. 2. Ethical Guidelines 2.1. Compliance with legal prohibitions on conflicts of interest, including the Political Reform Act and Government Code § 1090, is required. 2.2. Purchasing from or contracting with a business entity wholly or partially owned or operated by a City employee, or employee's spouse, is prohibited unless approved in advance by the City Manager. Any employee with such an ownership interest must have no official City role in the contracting process. 2.3. Purchasing from or contracting with a business entity wholly or partially owned or operated by a familial member of a City employee must be approved in advance by a City Department Head in writing. To avoid any purchasing conflicts and contract administration issues, any City employee with a familial relationship to a City contractor must disclose the relationship to his or her Department Head. Such employee must have no official City role in the contracting process. A familial relationship is defined as grandparent, grandchild, parent, child, son-in-law, daughter-in-law, parent- in-law, brother-in-law, sister-in-law, or sibling relationship. 2.4. No City employee may participate in the contracting process if he or she has a financial interest with any person, firm, or business entity involved with providing goods or services to the City. 2.5. Departments must make every attempt to ensure open and competitive purchases. 2.6. Splitting purchases for the purpose of evading the procedures outlined in this document is strictly prohibited. 2.7. The receipt of any monetary or non-monetary gifts, gratuities, promotional items, rebates, or kickbacks of any value from a prospective or actual contractor or vendor to a City employee is prohibited. Page 130 of 373