TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Javier Carcamo, Finance Director
PREPARED BY: Paul Early, City Attorney
SUBJECT:
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Fleet Vehicle Procurement Authority Ordinance
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RECOMMENDATION
recommendation
Conduct the first reading and introduce Ordinance No. 617-25 entitled: An Ordinance of the City Council of the City of Murrieta, California, Amending Chapter 3.08 of the Murrieta Municipal Code Granting the City Manager Authority for Fleet Purchases within Budget Limits.
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PRIOR ACTION/VOTE
None.
CITY COUNCIL GOAL
Maintain a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency.
BACKGROUND
As part of the biennial budget adoption process, the City Council approves the Police Department’s Operating budget, which includes funds designated for the purchase of police vehicles. However, after budget approval, the Police Department must return to the City Council for a second authorization to execute the purchase of these vehicles. This extra measure can lead to postponements and/or, on occasion, a missed purchasing opportunity, particularly in a highly competitive automotive market, where pricing and inventory levels can fluctuate swiftly.
The lengthy procedure of determining vehicle specifications and coordinating collaborative agreements adds complexity to the purchasing process and leads to inefficiencies. These challenges also affect vehicles that other City departments intend to acquire.
Murrieta Municipal Code Section 3.08.200 requires City Council approval for all purchases over $100,000. The attached ordinance (Attachment 1) amends Municipal Code Section 3.08.200, Award of Formal Bid Contracts, to grant the City Manager authority to approve individual fleet vehicle purchases without Council approval, provided that no single vehicle exceeds $100,000, and the purchases align with the adopted budget, as amended. This change allows for quicker acquisitions as suitable fleet vehicles become available. Importantly, this Ordinance does not increase expenditures but streamlines the existing process to enhance efficiency. It also provides clarity and consistency between the Municipal Code and the adopted Purchasing Policy.
Staff will continue to follow current purchasing protocols and financial limits. Any vehicle purchase exceeding $100,000, will still require City Council approval. This Ordinance aims to eliminate unnecessary delays, ensure the timely acquisition of essential fleet vehicles, and support the City’s operational needs.
FISCAL IMPACT
There is no fiscal impact associated with this action.
ATTACHMENTS
1. Ordinance No. 617-25
2. Municipal Code Section 3.08.200 Redlined Version