HomeMy WebLinkAboutIR 7943 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 7943
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To the Mayor and Members of the City Council August 22, 1995
r x Subject.
1973 ELIMINATION OF THE PURCHASING M&C PROCESS FOR
RENEWING ANNUAL AGREEMENTS.
On August 3, 1995, the Organizational Analysis Unit made a presentation at the City
Council Workshop on the results of their most recently completed project " Water
Department Warehouse and Procurement Study". One of the recommendations for City
Council consideration was the elimination of the Mayor & Council Communication
(M&C) process for renewal of Annual Agreements. An Annual Agreement is defined as
a contract for the procurement of goods or services for a specified period of time,
typically one year. Annual agreements will only be renewed when there is no change in
the terms and conditions. If there is a change, a new agreement will have to be negotiated.
Currently, the City Council approves all Annual Agreements for more than $15, 000.
These agreements typically include language that allows for up to two 1 year renewals of
the agreement. Each renewal now requires that an M&C be approved by City Council to
formalize the renewal. The total renewal process including the M&C process, takes an
average of 22 workdays to complete. If the M&C step in the process was eliminated, the
process time could be reduced to 7 workdays or a 68% time savings. An analysis of 27
months of M&C indicated that 340 M&Cs involved the renewal of Annual Agreements,
all of which were approved.
New language has been jointly developed with the Department of Law for inclusion in all
new agreements that would eliminate the requirement for the M&C process to renew an
Annual Agreement. All existin agreements that are going to be renewed would still
include an M&C to authorize the renewal.
�rw Staff would to City Council an a quarterly bas is a a listing
of all Annual
Agreements that are subject to renewal and that would require an M&C for a
ISSUED BY THE CITY MANAGER F0kT- CRTM,,-TE-XAS,,--, ....
„�. . � ...... ..._. __... ..... -----
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 7943
G.p.ft7EpE.0
To the Mayor and Members of the City Council August 22, 1995 �
Page 2 of 2
'XFS Subject:
g„ ELIMINATION OF THE PURCHASING M&C PROCESS FOR
RENEWING ANNUAL AGREEMENTS.
under existing policy. City Council would begin receiving the quarterly report
incorporating the list of annual agreements subject for renewal beginning in October,
1996. The attachment represents an example of vendors, commodities and services that
are currently provided by annual agreements.
Unless otherwise directed City staff will implement the new renewal policy immediately.
If you should have any questions on this matter,please let me know.
Bob Terrell
City Manager
Attachment
ISSUED BY THE CITY MANAGER FORT WORTH,TEXAS
_ �
ATTACHMENT
VENDOR COMMODITY
OR SERVICE
ERRIGAL ENTERPRISES CLEAN ER/DEGREASER
ABBA LANDSCAPE GROUND MAINTENANCE
INSTANT PHOTO POLAROID FILM
BEALL INDUSTRIES CONCRETE
GOLD LABEL, INC. DRINK MIX
COOPER ENERGY ENGINE REPAIR AND PARTS
KING BEARING BEARINGS AND SEALS
HERON INDUSTRIES METAL FABRICATION
DPC INDUS-FRIES HYDROGEN PEROXIDE
PAYLESS CASHWAYS LUMBER & BUILDING MATERIALS
JWC ENVIRONMENTAL MUFFIN MONSTER PARTS
PLANK COMPANY SHORING EQUIPMENT
EARLE JORGENSEN STRUCTURAL STEEL
LIND PAPER JANITORIAL SUPPLIES
CLEBURNE FENCE CO. FENCE MATERIALS AND INSTALLATION
LUCKY LADY FUEL
DEALER ELECTRIC ELECTRICAL SUPPLY
LAIDLAW WASTE SYSTEMS SCREENING DISPOSAL
B.F.I. CHEMICAL TOILET (PORTABLE TOILET)
.WESCO BATTERIES
WILDCAT CONTRACTORS CRANE SERVICE
�JOHNSTON PUMP CO. IVERTICAL PUMP REPAIR