Res 2017-013/Approval of Financial Policies and Procedures Manual for the Community Development Block Grant Disaster Recovery (CDBG-DR) grant

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The Purchasing Division will maintain oversight to ensure thatCity Project Managers review the contractors’performance and that the contractor isin accordance with the terms and conditions of their contracts or purchase orders. For contracts utilizing Federal funds, contractor oversight will comply with 2 CFR 200.318 (b)The City Manager or his designee is responsible for the settlement of all contractual and administrative issues arising out of procurements. For all contracts that require approval by City Council, the Purchasing Division will maintain all Certificate of Interested Parties Form 1295and all non-disclosure statements for any employeeor participant involved in the creationof a specifications, evaluation of abid/proposalor award of a contract. 5. PURCHASE CATEGORIES The City’s purchasing categories are outlined below. San Marcos City Charter, Section "Before the City makes any purchase or contract for supplies, 8.17 provides that material, equipment, or contractual service, opportunity shall be given for competition "in accordance with the Purchasing Policy and City Charter.City employees willmake every reasonable effort to engage in procedures which produce the highest level of competition in procuring goods and services on behalf of the City.Purchasing will document methods of competition.Allpurchases utilizing Federal funds will comply with 2 CFR 200.318 through 2 CFR 200.326.A cost or price reasonableness analysis must be performed in connection with every procurement transaction utilizing federal funds including contract modifications, in accordance with 2CFR 200.323. A.PROCUREMENT CARDPOLICY: The City’s Procurement Card (“P-Card”)is to be used for purchasing small dollar (under $3,000), high volume items for City use andfor travelby City employees and elected officials.The P-Card is one of the methods that can be used for procurement and payment of goods and services. The P-Cardis for official City business purposes only and will not be used for personal transactions. Use of the P-Cardto make purchases of capitalized equipment is not allowed.If you are not a member of Information Technology, theuser of the P-CARDto make purchases of software and technology not listed on the Information Technology Approved Technology List “(ATL”) is not allowed. 1. Suspension/Termination of P-Cards: Cardholders who do not abide by City policies will have their P-Cardprivileges suspended and may face further disciplinary action, up to and including termination of employment andcriminal -3- (12/16)