TO: Mayor and Commissioners
FROM: Theresa Webb, Chief Purchasing Offier
THROUGH: Donald B. Cooper, City Manager
DATE: July 5, 2016
Title
PRIOR APPROVAL OF FISCAL YEAR 2016 SPENDING GREATER THAN $25,000 WITH SUNSTATE METER & SUPPLY, INC.
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Recommended Action:
Recommendation
Motion to approve multiple acquisitions of water meters and required fittings from Sunstate Meter & Supply, Inc. in a total not-to-exceed amount of $50,000 for Fiscal Year 2016.
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Background:
To minimize the variety of replacement parts needed to be kept on hand which allows City Utilities technicians to become familiar with the products and to facilitate maintenance, repairs, and proper fit with current in-line fixtures, the City has standardized on Badger Meter water meters which are stocked in the City Central Warehouse for Utilities. SunState Meters is the local distributor for this manufacturer. The Utilities Division has a regular cycle for replacement of meters to ensure they are in good working condition and properly recording usage. Fiscal Year spend to date with SunState is $22,000.
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:
Finance recommends approval.
Funding Source:
Funding is available from various operating accounts in the approved FY 2016 budget.