PURCHASING DEPARTMENT FORM 11S

PRESENTED BY: LISA BOERNER PURCHASING MANAGER WALTER MACK SR. PROCUREMENT CONTRACT SPECIALIST

PURCHASINGS TOP 5
Subject Departmental Needs Board Motions Reads like a Short Story Price reasonableness Department Responsibility

SUBJECT
The Form 11 Subject Title: Two choices Subject: Approval of the Agreement with (Insert Vendor name) to provide (Insert Service or Commodity) for the (Insert Department)
OR

Subject: Approve the Purchase (or Agreement) of (Insert Commodity or Service) for (Insert Department) via the Competitive Bidding Process, With Only One Responsive/Responsible Bid Received

DEPARTMENTAL NEEDS
Please identify the following in the Board Motion:
Identify Contractor/Vendors Total annual cost and ensuing costs beyond the first year Amount of years needed Sole/Single source H-11 (If IT related) Department Head Signature

MOVE THAT THE BOARD OF SUPERVISORS: 1. Approve and execute the one year professional service agreement with (Insert Vendor) for $xxx,xxx annually, which contains an option to renew the agreement for two additional one-year periods; and 2. Authorize the Purchasing Agent, in accordance with Ordinance No. 459, to exercise the renewal option, based on the availability of fiscal funding, and to sign amendments that do not change the substantive terms of the agreement, including amendments to the compensation provision that do not exceed the annual CPI rates.
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RECOMMENDED MOTION SERVICE FORM 11S

MOVE THAT THE BOARD OF SUPERVISORS: 1. Approve the purchase of one (Insert Product description) (model ABC-XYZ) in the total purchase amount of $xxx,xxx, and; 2. Authorize the Purchasing Agent, in accordance with Ordinance No. 459.4, to sign the purchase order. VERY Important Please justify Sole/Single source or other than low bid

RECOMMENDED MOTION PRODUCT FORM 11S

MOVE THAT THE BOARD OF SUPERVISORS:

1. Authorize the County Purchasing Agent to establish and amend Purchase Orders with (Insert Vendors), for the purchase of (Insert Product Description), for an annual aggregate amount of $xxx,xxx, and; 2. Authorize the County Purchasing Agent to shift funds, as needed, among the various POs, and to add new or rescind POs with the vendors while staying within the combined aggregate amount through (Insert end of contract date), renewed in one-year increments.

RECOMMENDED MOTION PRODUCT FORM 11S FOR MULTIPLE VENDORS

SHORT STORY
BACKGROUND: Provide a brief background of why the County needs these services or commodity. The story should be concise without unnecessary verbiage. Stick to the point.

PRICE REASONABLENESS (FUNNIES)

Common explanation and my personal favorites:
Very reasonable Vendor has a long standing relationship and the department wishes to continue the relationship, therefore the price is reasonableEND OF STORY

PRICE REASONABLENESS BUT SERIOUSLY.

Items shall be purchased at applicable current fair market rates. (Used for BPOs) Purchasing released a Request for Proposal, mailing solicitations to ?? companies and advertising on the Countys Internet. ?? responses were received, with proposals submitted by ?? vendors. The proposals were reviewed by an evaluation team consisting of personnel from Purchasing and the (Insert Dept). The evaluation team reviewed and scored each proposal based on the bidders (Insert bid criteria) (overall responsiveness to the requirements of the scope of service, the ability to perform, software and equipment capability, references and the overall cost). Cont
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PRICE REASONABLENESS BUT SERIOUSLY.CONT

Product demonstrations were held at the Purchasing Department and (Insert Responsive Vendor) was selected as the (most or lowest) responsive/responsible vendor, submitting an annual cost that shall not exceed $xxx,xxx. The other bidders proposed fees ranged from $xxx,xxx to $xxx,xxx. The evaluation committee recommends that the award be given to (Insert Responsive Vendor), as the lowest responsive/ responsible vendor with the annual amount of $xxx,xxx.
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DEPARTMENTS RESPONSIBILITY
Submit to the Purchasing Department, County Counsel, and E.O. Analyst a soft copy prior to obtaining signatures Two weeks to review all documents Provide input into agreements Fiscal review and approval IT Related H11 Form submittal and approval Provide staff to support and assist in the preparation

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