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I <br />Z G. APPROVAL OF OPEN-END BLANKET PURCHASE ORDERS INEXCESS OF <br />$5, 000 FOR FY2000-01 <br />The Board reviewed a Memorandum of September 27, 2000: <br />DATE: September 27, 2000 <br />TO: The Honorable Board of County Commissioners <br />THROUGH: James E. Chandler, County Administrator <br />Thomas Frame, General Services Director <br />FROM: Fran Boynton -Powell, Purchasing ManagerjQx, <br />SUBJECT: Approval of Open-end Blanket Purchase Orders in Excess of $5000 <br />For FY 00/01 <br />BACKGROUND INFORMATION <br />An open-end blanket purchase order is a type of purchase order set up for a specific period of <br />time and dollar limits for the purchase of miscellaneous items, materials, supplies, parts or <br />services needed by County departments. This type of purchase order is used because of the <br />uncertainty of quantities needed during the year or where it is not practical or feasible to provide <br />adequate storage. Historically the bulk of the open-end blanket purchase orders are issued to our <br />local vendors or to a manufacturer for repair/replacement parts or service. <br />Section 3.10 B.2 of the Purchasing Manual provides for a maximum limit of $200 for any single <br />item on the open-end blanket purchase order in addition to the total maximum of $5,000. It <br />further provides that should the maximum amount ($5,000) be exceeded, the requesting agency <br />shall requisition the additional need as a change order request to increase encumbered funds. <br />Furthermore, Section 3.10 C of the Purchasing Manual states that blanket purchase orders shall <br />be issued annually as requested by the department but if a requisition is for more than $5,000, <br />approval will be required by the Board of County Commissioners. <br />The current purchasing software has generated a report by department listing the total dollars <br />spent with each vendor during the previous fiscal year using open-end blanket purchase orders. <br />This number of open-end blanket purchase orders will be further reduced by the implementation <br />of the purchasing card program for Indian River County. <br />RECOMMENDATION <br />In an effort to cut down on the volume of paperwork and provide better fiscal accountability <br />between the Departments, the Office of Management and Budget, Purchasing and Finance, staff <br />respectfully reguests your approval of the following open-end blanket purchase order amounts <br />for the period October 1, 2000 through September 30, 2001. <br />OCTOBE 11, ?00% 417 <br />66 -20- <br />