Palo Alto Municipal Code Part 8 Records and Reports

(a) Records Maintenance. The Procurement Officer shall maintain written records for each contract, price quotation, purchase order, document or other agreement awarded or entered into by the city, which shall include, at a minimum: the request from the department; the bid or proposal documents received for the contract, if any; all bids or proposals received; the basis on which the contract award was made; and a copy of any and all contracts awarded. The Procurement Officer shall maintain and retain written records of any determination to cancel solicitation documents and of an awarding authority’s decision to reject bids or proposals. Such records shall be retained for a period of time in compliance with California law and the city’s records retention schedule, and the records shall be made available for public inspection during normal city business hours. The foregoing provisions shall not apply to records of wholesale utility commodities and services transactions retained under master agreements referred to in Section 2.30.140, which shall be maintained by the department of utilities.

(b) Public Inspection. Bids shall be available for public inspection following the date and time set for receipt of bids. Proposals shall be available for public inspection consistent with State public records law, as may be amended from time to time. This Section shall not be construed to require the disclosure of records that are otherwise exempt from inspection and copying by law.

(Ord. 5494 § 37, 2020: Ord. 5387 § 1 (part), 2016: Ord. 4827 § 1 (part), 2004)

(a) City Manager shall make a biannual report to the Council of all contracts for professional services or general services awarded by the City Manager, the Procurement Officer or other designated employees, the costs of which exceed $25,000.00, and of all contracts awarded by the City Manager for public works and goods, the costs of which exceed $85,000.00.

(b) The City Manager shall prepare and deliver an annual report to the Council of all leases, licenses and rentals of city real property with third parties, approved by the City Manager.

(Ord. 5494 § 38, 2020: Ord. 5387 § 1 (part), 2016: Ord. 4827 § 1 (part), 2004)