BACKGROUND

Throughout the upcoming 8-Month Period Ending December 31, 2015 the Village departments will purchase materials and services from a variety of vendors on an as needed basis; the vendor selected having submitted the lowest price.  However, in aggregate, purchases from the attached list of vendors will likely exceed $10,000 before the end of the period ending 12/31/15.  Separate Purchase Orders are issued for some of these expenditures as they occur during the fiscal year.  Blanket purchase orders are also used to process some these purchases, which enables better control and tracking of small purchases and allows staff an efficient way to track these purchases.

Staff from various departments are requesting waivers of formal bidding requirements for the vendors on the attached list.  Some of the vendors are sole source suppliers or have been providing proven, exceptional service and competitive pricing over the past years.  Each year this spreadsheet is reviewed in an effort to ensure those vendors listed perform services or provide materials that are in the best interest of the Village.

These purchases are made from various accounts in the Village’s General, Water & Sewer, Fleet, Parking, and other funds.

RECOMMENDATION

It is recommended that the Board of Trustees waive the requirements of formal competitive bidding and authorize the purchase of goods, materials and services from the listed vendors during the 8-Month Period Ending 12/31/2015.