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Findings and Recommendations 20 findings
F01
The City has a written Manual, authorized by the City’s Purchasing Ordinance, as of April 2006: • it was prepared to assist City staff in the purchase of goods, services, facilities, and capital improvements ______________________________________________________________________________ Oxnard’s Purchasing System 1 • its stated purpose is to provide for the efficient purchase of goods and services in a timely and professional manner that meets City policy
No recommendations for this finding
F02
The Manual provides: • guidance for implementation of City and State purchasing requirements as set forth in Laws, Regulations, and Codes • clearly defined Prohibited Practices • a “full range” of procurement methods based on the complexity and dollar amount of the procurement • specific guidance regarding signature and approval authority at various dollar thresholds for the purchase of: • Supplies, Equipment, and Trade Services • Public Works Construction Projects
No recommendations for this finding
F03
Amendments to contracts for Supplies, Equipment and Trade Services which increase the contract amount over $100,000 must be approved by the City Manager, and those over $250,000 by the City Council.
No recommendations for this finding
F04
Change Orders1 (CO) to Public Works Construction Projects must be approved by the City Manager as follows: • any CO exceeding $50,000 on a contract of $75,000 or less • any CO exceeding $100,000 on a contract of more than $100,000
No recommendations for this finding
F05
COs to construction contracts are processed as follows: • the Contract Project Manager defines the change requirement, which is then provided to the contractor • the contractor prepares and submits a cost proposal • the City evaluates the cost proposal • the City and contractor negotiate, agreeing to a price • the City Manager approves, when required • the CO is signed by both parties
No recommendations for this finding
F06
The format for COs is shown in the Manual, as Exhibit No. 17. (Att-01)
No recommendations for this finding
F07
The latest revision to the Manual is dated September 2006.
No recommendations for this finding
F08
The Manual designates and delineates the responsibilities of the following as Purchasing Agents: • Finance Director • Public Works Director • Development Services Director 1 A Change Order is a document that allows the City to direct the contractor to make changes to the scope of the basic contract, on a unilateral basis. ________________________________________________________________ 2 Oxnard’s Purchasing System
No recommendations for this finding
F09
In practice, the current Purchasing Agents for the City are: • Finance Director - responsible for the purchase of goods and services, including professional and consulting services and for maintenance of the Manual • Public Works Director - responsible for the placement and management of contracts for most public works construction projects • General Services Division Director - responsible for the placement and management of contracts for parks and recreation construction projects, including street landscaping
No recommendations for this finding
F10
The City maintains Authorized Signature Forms from each department which identify those personnel authorized to sign contractual documents and their dollar limits.
No recommendations for this finding
F11
Public Works and General Services designate a City employee as a Project Manager to oversee the progress and completion of each construction project.
No recommendations for this finding
F12
In early 2008, at the direction of the City Manager, the CCRC was established with membership as follows: • Development Services Director - the CCRC Chairperson • General Services Division Director • Public Works Director • Accounting Manager • Representative of the General Services Division
No recommendations for this finding
F13
The CCRC was established to: • ensure that City employees are in full compliance with City purchasing policies and procedures • provide training for purchasing personnel and project managers
Related Recommendations (1)
R04
The Grand Jury recommends that the City continue to provide sufficient management oversight to ensure efficient purchases and proper expenditure of public funds. (C-06) ________________________________________________________________ 4 Oxnard’s Purchasing System Responses Responses Required From: City Council, City of Oxnard (R-01 through R-04) Responses Requested From: City Manager, City of Oxnard (R-01 through R-04) Attachments Att-01 Sample Change Order, City of Oxnard Purchasing Procedures Manual, Exhibit No. Oxnard’s Purchasing System 5 (This page intentionally blank) ________________________________________________________________ 6 Oxnard’s Purchasing System Attachment-01 Sample Change Order, City of Oxnard Purchasing Procedures Manual, Exhibit No. Oxnard’s Purchasing System 7 (This page intentionally blank) ________________________________________________________________ 8 Oxnard’s Purchasing System Oxnard’s Purchasing System 9 (This page intentionally blank) ________________________________________________________________ 10 Oxnard’s Purchasing System
F14
The CCRC is an ad hoc group with no written policy or procedure to govern and describe its workings.
Related Recommendations (2)
R01
The City should establish written policies and procedures for the CCRC, including a requirement to document its meetings. (C-03 through C-05)
R03
The Purchasing Procedures Manual should be revised to: • provide guidance for Public Works Construction Project COs which are greater than $75,000 and less than $100,000 • designate the current Purchasing Agents, consistent with the current revised organization • recognize the role of the CCRC (C-05)
F15
A member of the CCRC is currently drafting written procedures for the operation of the committee.
No recommendations for this finding
F16
The CCRC meets once a week and typically reviews 8-20 separate purchasing actions.
No recommendations for this finding
F17
The CCRC currently approves approximately 80% of the submitted purchasing actions without requiring any revision. This approval rate was much lower at the time the CCRC first started meeting.
No recommendations for this finding
F18
There are no formal minutes of the CCRC meetings; however, the Accounting Manager prepares and maintains a spreadsheet of the reviewed actions.
No recommendations for this finding
F19
There is no formal written report of CCRC activities provided to either the City Manager or the City Council. Oxnard’s Purchasing System 3
Related Recommendations (1)
R02
The CCRC should make a formal written report to the City Manager regarding the actions reviewed. (C-03 through C-05)
F20
Formal procedures were followed in conducting the transactions described in the public complaint. None of the COs was of a dollar amount to warrant City Manager approval. Conclusions C-01. The City’s purchasing personnel are compliant with the City’s established Purchasing Procedures. (F-01 through F-10) C-02. The City has limited the designation of Purchasing Agent to only three Department Directors in order to control the acquisition process. (F-08, F-09) C-03. The CCRC was established to oversee the various purchasing activities in order to improve the purchasing processes of the City. (F-12 through F-16) C-04. Establishment of the CCRC has resulted in improved practices and procurements. (F-17, F-18) C-05. The Manual is out of date in the following areas: • it fails to provide direction as to the approval of COs for Public Works Construction Projects which are greater than $75,000 and less than $100,000 (F-04) • it fails to recognize the latest reorganization within the City, which revised the designation of purchasing agents (F-09) • it fails to mention the CCRC (F-07, F-12) C-06. The Grand Jury found no significant procurement problems, either in the purchasing system or in the transactions described in the public complaint. Recommendations
No recommendations for this finding
Conclusions 3
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CL1 Page 6it fails to provide direction as to the approval of COs for Public Works Construction Projects which are greater than $75,000 and less than $100,000 (F-04)
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CL2 Page 6it fails to recognize the latest reorganization within the City, which revised the designation of purchasing agents (F-09)
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CL3 Page 6it fails to mention the CCRC (F-07, F-12) C-06. The Grand Jury found no significant procurement problems, either in the purchasing system or in the transactions described in the public complaint.
No Responses Found 1
Government entities assigned to respond to this report. No response documents have been linked in our database.
Oxnard
City