2026-010 - Adopting Procurement Policies and Procedures for Federal Grant Contracts

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EXHIBIT'A' PROCUREMENT POLICY APPLICABLE TO ALL PROCUREMENTS MADE WITH FEDERALFUNDS FIMPT832111801AN-311 0M THE CITY WILL USE DOCUMENTED PROCUREMENT PROCEDURES IN ACCORDANCE WITH ALL APPLICABLE FEDERAL, STATE, AND LOCAL GOVERNMENT STATUTES AND REGULATIONS, INCLUDING THE UNIFORM ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS, PER 2 CFR 200.318 THROUGH 2 CFR 200.327. PROCUREMENT STANDARDS FOR FEDERAL GRANT AWARDS § 200.318 General Procurement Standards. (a) Documented procurement procedures. The city must maintain and use documented procedures for procurement transactions under a federal award or subaward, including for acquisition of property or services. These documented procurement procedures must be consistent with State, local, and tribal laws and regulations and the standards identified in §§ 200.317 through 200.327. (b) Oversight of contractors. Recipients and subrecipients must maintain oversight to ensure that contractors perform in accordance with the terms, conditions, and specifications of their contracts or purchase orders. See also § 200.501(h). (c) Conflicts of interest. I. The city must maintain written standards of conduct covering conflicts of interest and governing the actions of its employees engaged in the selection, award, and administration of contracts. No employee, officer, agent, or board member with a real or apparent conflict of interest may participate in the selection, award, or administration of a contract supported by the Federal award. A conflict of interest includes when the employee, officer, agent, or board member, any member of their immediate family, their partner, or an organization that employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from an entity considered for a contract. An employee, officer, agent, and board member of the city may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors. However, the city may set standards for situations where the financial interest is not substantial, or a gift is an unsolicited item of nominal value. The recipient's or subrecipient's standards of conduct must also provide for disciplinary actions to be applied for violations by its employees, officers, agents, or board members. 2. If the city has a parent, affiliate, or subsidiary organization that is not a State, local government, or Indian Tribe, the city must also maintain written standards of conduct covering organizational conflicts of interest. Organizational conflicts of interest mean that because of relationships with a parent company, affiliate, or subsidiary organization, the city is unable or appears to be unable to be impartial in conducting a procurement action involving a related organization. (d) Avoidance of unnecessary or duplicative items. The recipient's or subrecipient's procedures must avoid the acquisition of unnecessary or duplicative items. Consideration should be given to consolidating or breaking out procurements to obtain a more economical purchase. When appropriate, an analysis should be made between leasing and purchasing property or equipment to determine the most economical approach. (e) Procurement arrangements using strategic sourcing. When appropriate for the procurement or use of common or shared goods and services, recipients and subrecipients are encouraged to enter into State and local intergovernmental agreements or inter -entity agreements for procurement