Ordinance 2458-00 - Laserfiche WebLink

• EXHIBIT A P. Any other reason deemed proper by the City. (2) As used in this policy, "bidder" means any vendor, supplier, contractor, person, or entity that seeks to enter into a commercial relationship with the City, including, but not limited to, those who respond to requests for bids and proposals. Bidder, includes, but is not limited to, one or more principals, owners, officers, directors, shareholders, partners, members, managers, or control persons of the person submitting the bid, and persons associated or affiliated with the person submitting a bid or proposal. "Person" as used herein includes both natural persons, corporations, partnerships, sole proprietorships, limited liability companies,and any other business entity,combination or association,whether for profit or non-profit. Determining the Expected Total Cost of the Purchase 2.1 Anticipated Cost The anticipated annual need for a particular good or service should be used to determine the appropriate threshold. 2.2 Avoiding Thresholds Requirements must not be divided so as to constitute a lesser threshold under this section. 2.3 Annual Cost Closely related goods will be considered as one purchase on an annual basis when determining which threshold applies. 2.4 Total Cost The total cost of goods or services, including any applicable taxes,freight, set-up, or die charges, shall be considered when determining which threshold applies. 2.5 Total Quantity Requirements for the total quantity of an item shall be considered together when determining which threshold applies. Example If one pump is to be purchased now at an estimated cost including sales tax and delivery of$8,959, but a total of three pumps are expected to be purchased during the year at an aggregate cost of$26,877($8,959.00 times three), then the procurement of the first pump falls within the$10,000 to$49,999 category 2.6 Items Used in Conjunction If two or more items are designed or intended to be used in conjunction with each other, the total accumulated costs of all such items shall be considered together to determine which threshold applies, unless these components are not available from a single supplier. Example Water meter covers and lids are usually used in conjunction with each other. Estimated requirements for the calendar year are: Quantity expected to be acquired over the Description Unit Price Total _year 250 Standard water meter covers with small insert $50.00 $12,500.00 lids 250 Heavy duty water meter covers with small $39.46 $9,865.00 insert lids 250 Small insert lids for standard and heavy duty $3.75 $937.50 meter covers Tax $1,840.90 Total $25,143.40 Purchasing Policy Page 5 of 20