Committee adopts updated procurement policy manual, raises small‑purchase threshold to $350,000

Matt Wallace, deputy director of administrative services, presented proposed revisions to the Riverside County Transportation Commission and Western Riverside County Regional Conservation Agency Procurement Policy Manual (PPM) and recommended adoption of resolution 25-9. Wallace said updates respond to recent federal procurement-threshold changes, RCTC organizational restructuring, and updated internal practices.

Key changes Wallace outlined include increasing the micro-purchase threshold from $10,000 to $15,000, raising the small purchase threshold from $250,000 to $350,000, and setting the formal procurement threshold to amounts greater than $350,000 to align with Federal Acquisition Regulation adjustments effective Oct. 1, 2025. Construction change order approval limits were described as increased from $250,000 to $350,000, with any change order greater than $350,000 requiring executive director approval; change orders of $100,000 up to $350,000 require the project delivery director or toll program director’s approval. Wallace also noted additions for non‑construction change orders for toll operations and clarified revised protest procedures (protests filed within five calendar days of a final addendum for solicitation issues, and within 10 calendar days of issuance of a notice of intent to award for bid/proposal protests).

During Q&A, a commissioner asked why the small purchase threshold was being increased if high-value purchases in that band are infrequent. Wallace and another unnamed staff member described an example where rapid retention of a modeling consultant (approximately $100,000) was necessary to address unforeseen traffic backups after opening an interchange on the 91 corridor; staff said higher thresholds allow quicker responses without delaying essential mitigation work. Wallace summarized the rationale: align RCTC authority with federal guidelines and avoid audit noncompliance.

A motion to approve the updated PPM and adopt resolution 25-9 was made and seconded; the roll call vote carried. The clerk recorded Menifee as voting "No"; all other recorded jurisdictions voted in favor. The item was declared passed.

The adopted revisions authorize staff and adjust internal approval limits; staff said items that exceed delegated authority will continue to be brought to the commission with accompanying reports.