TO: Mayor and Commissioners
FROM: Theresa Webb, Chief Purchasing Officer
THROUGH: Donald B. Cooper, City Manager
DATE: June 7, 2016
Title
PRIOR APPROVAL OF FISCAL YEAR 2016 SPENDING GREATER THAN $25,000 WITH JADE COMMUNICATIONS, INC.
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Recommended Action:
Recommendation
Motion to Approve multiple acquisitions of IT related equipment, from Jade Communications, Inc., in a total not-to-exceed amount of $75,000.00 for Fiscal Year 2016.
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Background:
To date in Fiscal Year 2016, Jade Communications, Inc. has been awarded two solicitations totaling $9,617.60. Jade Communications, Inc. frequently provides the lowest quotes for technology related equipment and services. Therefore, the Information Technology Department is requesting approval to use Jade Communications, Inc. for multiple purchases of technology equipment during Fiscal Year 2016 in a not-to-exceed amount of $75,000.
By approving the recommended motion, the Commission is recognizing that multiple small and unpredictable purchase decisions that are likely to occur over the course of the year will total over $ 25,000. This amount of spending requires prior Commission approval under code section 36.03(B) Multiple acquisitions from vendor exceeding $25,000 in any Fiscal Year.
City Attorney Review:
Approved as to form and legal sufficiency.
Finance Department Review:
The Finance Department recommends approval.
Funding Source:
Funding is provided in various operating accounts in the approved FY 2016 budget.
Timing of Request:
Current IT projects are dependent on this spending limit increase.