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The Mayor and Council members shall: • Notify the City Manager of any potential conflicts of interest; • Include another Councilmember and a designated member of the City team in any non-public meetings between the prospective contractor(s) and Councilmembers and should listen to but not make commitments to proposers in such meetings; and • In accordance with Section IV of the City Council Handbook (rev. 2022), report ex parte communications. Ex parte communications are communications outside of a public meeting with an appellant or an applicant seeking a contract or entitlement from the City. Such communications are not encouraged when the communication is designed to influence the official decision or conduct of the official in order to obtain a favorable decision or treatment to advance personal or private interests. Councilmembers who have ex parte communications with a party that appears before them at a meeting should disclose that he/she had ex parte communication with the party. Any written ex parte communication received by an official in matters where all interested parties should have an equal opportunity for a hearing shall be made a part of the record by the recipient. The City team shall: • Direct all communications concerning the process through the City team. The policy is limited to only those conversations that relate in any way to the process. It is not intended to apply to casual or social communications or other communications unrelated to the process. Questions or comments regarding the process, or other inquiries from prospective contractors shall be made to a designated member of the City team in writing. City procurement documents may provide additional detail regarding City communications to and from prospective contractors during the process. The process shall terminate when the City team reports to City Council regarding the award of a contract(s) and the corresponding staff report is officially released. If Council intent is to award multiple contracts, the process shall continue until all awards are completed. Allegations of Violations Prior to the award of any contract, any allegations of a violation of this policy may be reported to the: 1. City Manager, or their designee, regarding any City staff or City agent. The City Manager may investigate the alleged violation in consultation with the City Attorney and shall document the resulting determination, including the making of findings.