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Purchasing Procedures and Manual 18 <br />4.3.5.2. A time-critical situation is when an unforeseen circumstance <br />arises during the course of a public works project and an <br />immediate change-order is needed to add extra work or <br />materials to: (a) minimize time that active construction <br />projects impact critical transportation and services (e.g. open <br />trench closing street or park); (b) maintain schedule <br />coordinated with other agencies or utilities (e.g. work <br />timeline during limited season that state agency allows work <br />in stream); or (c) prompt attention reduces total costs (e.g. <br />construction project encounters underground storage tank <br />that must be removed and delay will increase mobilization <br />costs). Such time-critical. determination shall be made in the <br />reasonable judgment of the Director of Public Works and <br />concurrence by the City Manager and Director of Finance or <br />their designees. <br /> <br />4.3.5.3. An amendment to add such time-critical extra work to a <br />public works project agreement may be administratively <br />approved by the City Manager but must be brought to the <br />City Council for ratification and funding allocation at the <br />next Council meeting when noticing and agenda <br />requirements can reasonably be met. <br /> <br />4.4. Grant Funded Procurement <br />4.4.1. The City will adhere to procurement requirements of granting agencies <br />9 when they are more restrictive than those contained in the City's <br />Purchasing Procedures and Manual. <br /> <br />5. Green Purchasing Policy <br />This Section supersedes the Green Purchasing Policy of September 2011. Appendix A, <br />“Green Purchasing Guidelines” contains further details to ensure compliance with the <br />Green Purchasing Policy and SB 1383, including regulatory definitions of terms. <br /> <br />5.1. Strategies for Implementation <br />All City employees with purchasing authority shall consider short-term and long-term <br />costs in comparing product alternatives. This includes evaluation of total costs expected <br />during the time a product is owned, including, but not limited to, acquisition, extended <br />warranties, operations, supplies, maintenance and replacement parts, disposal costs, and <br />expected lifetime compared to other alternatives. <br /> <br />9 For example, the City will adhere to Chapter 10 of Caltrans' Local Assistance Project Manual (LAPM) <br />when implementing federally funded projects administered by Caltrans. <br />Page 146 of 373