2012/03/14 Council Agenda Packet

PURCHASING - - - GUIDELINES 6 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 Description Unit Price Total the year 250 Standard water meter covers with $50.00 $12,500.00 small insert lids 250 Heavy duty water meter covers $39.46 $9,865.00 with small insert lids 250 Small insert lids for standard and $3.75 $937.50 heavy duty meter covers Tax $1,840.90 Total $25,143.40 The total accumulated cost of these items used in conjunction with each other should be handled as a purchase costing between - !,l!! -•_ .4 •••,$10,000 and $99,999, even if a smaller quantity is later purchased. 2.3.7=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 Icost of$27,000, and should be handled as a purchase costing between$10,000 and $'19,999. $10,000 and $99.999. Delivery times may be established for each phase. 2.3.3=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 01106 �3/1�2 Page 10 of 39 77