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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 10.
For Meeting of: March 3, 2020
ITEM TITLE: Overview of City Procurement Procedures
SUBMITTED BY: Maria Mayhue,Acting City/County Procurement Manager
Steve Groom, Director of Finance and Budget
SUMMARY EXPLANATION:
The intent of this memo is to brief City Council members on the City's procurement procedures
to:
1. Provide a general overview of the procurement process.
2. Clarify what processes have been followed and what milestones were achieved in order for
an item to come to Council on agenda for approval.
3. Advise on what City Council can and cannot, or should and should not, do in order to be
accountable and transparent.
4. Avoid conflicts of interest and other unintended consequences.
5. Exercise governance well to achieve desired outcomes in a highly regulated process.
This informational briefing is in response to Council's request at the February 18, 2020 City
Council meeting.
ITEM BUDGETED: NA
STRATEGIC PRIORITY: Public Trust and Accountability
APPROVED FOR SUBMITTAL BY THE CITY MANAGER
RECOMMENDATION:
No action needed.
ATTACHMENTS:
Description Upload Date Type
Pr ure ent rye 2/25/20 0 presentation
Purchasing
Top 10
Best-Practices to
Stay Ethical and Fair
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Council 's Roles
Governance :
• Approve budget
• Approve procurement awards /
contracts over $ 100 , 000
• Participate in audit exit briefings
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City City
Council Staff
Legislation Execution
Governance Implementation
Policy Procedure
Consideration and Accountability
approval of properly- Transparency
determined awards Fairness
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Anything Sent to Council :
1 . Need determined and defined
2 . Budgeted
3 . Detailed Scope of Work
4 . Competition/Notification
5 . Consistent , structured process
6 . Objective bid analysis :
recommendation of award to
responsible bidder with --M µ4Yxxtiw
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Purchasing Staff :
7 . Highly regulated and audited
procedures
8 . Trained , certified staff
9 . Code of ethics
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Appeals
10 . There is an appeal process .
Please refer anyone to :
• The City website
• The Bid itself
(each has the protest procedure in it)
• The Purchasing Manager
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Where the danger is :
Who can get into legal difficulty?
City council member, city manager,
department directors
How?
Conflicts of interest , exerting
improper influence , etc . -,ukxxtiw
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Questions
Anyone can ask questions
All of the process is public
Competition and fairness gets the
best value for our taxpayers
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Procurement
An increasingly well-managed city
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