Agenda Item 7287

October 2, 2000

SUBJECT: Board Policy G-2 (C). Purchasing Reports

PROPOSED ACTION:

That the Board of Trustees review Policy G-2 (C)(1), (2), and (3).

RELATED BOARD POLICY OR RESOLUTION:

Policy G-2 (C). Purchasing Reports

RATIONALE:

Changing the policy language from "purchase orders and contracts" to "summarized by vendor", would eliminate repetitive listing of purchase orders many of which are less than $10.00. The new report would provide the board with the level of information needed.

Policy G-2 (C) reads…Such reports shall include:

Current….(1) purchase orders and contracts awarded to HUBs

Proposed..(1) purchase orders and contracts summarized by vendor (detail listing for orders and contracts greater than $25,000) awarded to HUBs

Current….(2) purchase orders and contracts awarded to local vendors

Proposed..(2) purchase orders and contracts summarized by vendor(detail listing for orders and contracts greater than $25,000) awarded to local vendors

Current….(3) state contract and state catalog purchases made

Proposed..(3) state contract and state catalog purchases made summarized by vendor

Current….(4) and (5) no change.

BUDGETARY CONSIDERATION:

Included in FY 2000 College Budget

RESOURCE PERSONNEL:

Jerry Miller, VP Business Services

Gilbert Rodriquez, Purchasing Manager

ATTACHMENTS:

G-2. Purchasing Policy

A. There were 25 purchases from Capitol Ribbon Recycling totaling $3,439.32

B. The same 25 purchases listed individually require almost one page. Fifteen of the 25 (60%) listings were for less than $100.

C. There were 15 purchases from Johnstone Supply totaling $3,642.62 and 9 purchases from LaPrensa totaling $1,655.30. These two vendors required only two lines under the proposal and provided the same level of information as D, which is the individual listing.

D. The same two vendors listed individually require almost one page. Eight of the 24 (33%) listings were for less than $100.

E. Reagon National Advertising had four purchases. One of the four was greater than $25,000 and is listed separately.

F. MQ&C Advertising & Marketing had four purchases. One of the four was greater than $25,000 and is listed separately.

Respectfully Submitted By:

Jerry Miller, Vice President

Richard Fonte, President