The city is adding monthly vendor workshops, periodic price monitoring and improved transparency to its purchasing practices as part of reforms aimed at making it easier for local businesses to compete for city contracts.
The city's purchasing reform project, already underway with a March completion date, came before the Finance Committee Oct. 8, where Councilmember Steven Robillard raised questions about pricing discrepancies after discovering an Office Depot chair cost $400 less on the vendor's public website than through the city's cooperative contract system.
"That raised some questions in my head of, well how often is this happening?" Robillard said.
Jennifer McCoy, the city's purchasing manager, said the reform project is already underway, with training programs beginning for staff and elected officials.
McCoy confirmed that departments can purchase items at lower public rates when they find better pricing, as long as purchases under $10,000 follow the City's quote requirements.
Robillard suggested the "preferred partner" label might discourage staff from shopping around for better deals on everyday items. While acknowledging the efficiency benefits for bulk purchases, he said the system becomes "clunky" for smaller, routine purchases.
The committee discussed three key areas for improvement as part of the reform project.
First, the city will implement periodic price benchmarking to protect against overpaying under long-term contracts, which typically run for five years before review.
Second, the purchasing department will create monthly workshops for vendors, providing information on how to do business with the city and compete effectively for contracts. These workshops will be part of a new contract management division being developed under the reform project.
Third, the city will maintain more accessible procurement documentation both internally and publicly. The city is exploring development of an online portal where departments can easily compare multiple contracts and pricing options.
"I want to make sure our local businesses have a fighting chance," Robillard said. "Oftentimes doing business with the government is seen as a mystery."
McCoy said the purchasing reform project will be completed by March, at which point the department will provide an update to the committee on the implementation of the improvements.
The largest gathering of current and former mayors and councilmembers in Riverside's history will take place today at the City Hall 50 Anniversary Celebration.
