Ordinance 2458-00 - Laserfiche WebLink

• EXHIBIT A The total accumulated cost of these items used in conjunction with each other should be handled as a purchase costing between $10,000 and$49,999, even if a smaller quantity is later purchased. 2.7 Multiphase Programs If the total, overall objective of any specific program over a calendar year's time is to be completed in phases, the total accumulated cost for all phases will be considered when determining which threshold applies. Example A golf course is fertilized three times a year, and the material cost for each fertilization is$9,000 (including tax and freight).The three-phase program then has a total material cost of$27,000, and should be handled as a purchase costing between $10,000 and $49,999. Delivery times may be established for each phase. 2.8 Multi-Department Requirements To the extent practical,the requirements of separate departments and divisions for the same goods or services will be considered together when determining which threshold applies. Example All City departments require miscellaneous paper products such as toilet paper, hand towels, garbage can liners, etc. Each department should provide an estimate of its needs to the Purchasing Division so it can aggregate the requirements to obtain the best price/delivery from vendors. 2.9 Trade-Ins The value of a trade-in will not be included when determining which threshold applies. However, the trade-in price will be considered when determining the lowest responsive and responsible bid. SECTION 3.0 COMPETITIVE BIDS FOR EQUPMENT, MATERIAL, SUPPLIES, AND SERVICES (OTHER THAN PROFESSIONAL SERVICES) The competitive bidding method is the preferred method to acquire equipment, material, supplies, and services (other than professional services). Bid specifications should incorporate a clear and accurate description of the technical requirements for the material, product, or service to be purchased. Such descriptions should not contain features that unduly restrict competition. When it is impractical or uneconomical to make a clear and accurate description of the technical requirements, a "brand name or equal" description may be used. The responsibility of demonstrating to the City's satisfaction that a product is"equal"to that specified shall be on the vendor proposing the substitution. Requests for approval of substitutions must be made with sufficient time to allow the City to adequate review the proposal, including time for vendors to respond to questions and requests for additional information or clarification. The City has no obligation to accept proposed substitutions or engage outside consultants or experts to evaluate proposed substitutions. Acceptance of a substitute product proposed as an "equal"to that specified will be made in writing and, if made prior to bid, other bidders will be notified if practical and convenient. Purchasing Policy Page 6 of 20