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BACKGROUND The City Purchasing Manual (Manual) requires that purchases of goods and ancillary services of $50,000 or greater be approved by the City Council unless determined otherwise by the City Manager. As an example, if the City was to conduct a bid process to purchase a particular product that yielded uncertain bid results; the City Manager may elect to forward the matter to the Council to assure there is appropriate public review for the purchase. On the other hand, the purchase of a budgeted piece of heavy equipment (ie a backhoe), where the bid results are clear, will be authorized by the City Manager. As a result, the level of authorization is determined not only by the value of the purchase, but also by the result of the bidding process which requires a minimum of three qualified bidders. DISCUSSION As part of the City's annual purchasing process, individual vendors are provided with RPOA's authorizing departments to make numerous as-needed purchases on a regular basis throughout the year. The products purchased from the vendors vary. As an example, a firm operating in accordance with a RPOA for office supplies may, in fact, have many individual sales with the City, all of which are valued at less than a few hundred dollars; however, the overall annual purchase is equal to or greater than $50,000. In reviewing this year's listing of RPOA's, staff identified a number of vendors that, based on previous activity, will provide products that collectively may be in excess of $50,000 and/or are sole source vendors. As a result, staff determined that it is appropriate to forward these to the City Council for approval prior to issuing a RPOA for the 2011/12FY. As indicated, some of RPOA's are in the middle of a multi-year agreement however, Council is asked to approve only the current fiscal year RPOA requests. Competitive Bidding All of the vendors listed on Attachment 1, have either been selected through the City's competitive bid process or have been declared 'sole source' vendors. If a vendor is designated a sole source vendor, an explanation is included next to that vendor in Attachment 1. To date, all competitive bids for RPOA's for $50,000 or more have been completed. If additional RPOA's for $50,000 or more are identified during the 2011/12FY, the requesting department will bring those to Council for approval. Staff is recommending approval of the RPOA's listed on Attachment 1. Submitted by: Approved by: Emily Wagner ' Nelson Fialho Director of Finance City Manager Attachment: 1. Recurring (Open) and Multiple Year Purchase Order Recommendations Page 2 of 2