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HomeMy WebLinkAboutAgenda Report - August 20, 2008 E-15AGENDA ITEM E's % 5 CITY OF LODI COUNCIL COMMUNICATION rM AGENDA TITLE: Adopt Resolution Authorizing the City Manager to Enter into Agreement with the State of California Department of General Services for the Issuance of a CAL -Card to the Buyer and Purchasing Technician MEETING DATE: August 20, 2008 PREPARED BY: Budget Manager RECOMMENDED ACTION: That the City Council adopt a resolution authorizing the City Manager to enter into agreement with the State of California Department of General Services for the issuance cf a CAL -Card to the Buyer and Purchasing Technician. BACKGROUND INFORMATION: The City's purchasing policies and procedures adopted by the City Council by Resolution 2005-261, allows for the purchase of materials, supplies, small tools and equipment costing $500 or less through the use of a CAL -Card procurement card. The CAL -Card is a VISA purchase card that can be used anywhere VISA credit cards are accepted. The CAL -Card program has many benefits, including: • Ability to set spending limits per purchase/per month and to specify types of purchases allowed by each individual card holder; • All State of California CAL -Cards are barred from making purchases from a standard list of prohibited merchant category codes which can be expanded by the City; Reduces the need to use petty cash or blanket purchase orders for small purchases; Consolidates invoices from many vendors onto one statement, payable to just one vendor which reduces the number of checks processed by Accounts Payable; Allows the CAL -Card administrator to monitor expenditures of all card holders through an online access program; Rewards the city with rebates for timely payments; reduces and/or eliminates late and finance charges currently being incurred by some vendors due to short payment terms. Staff is recommending the issuance of a CAL -Card procurement card to the Buyer and Purchasing Technician positions FISCAL IMPACT: None; the CAL -Card is a no cost program. APPROVED: Blg, City Manager FUNDING AVAILABLE: Not applicable Budget Manager Prepared by: Susan Bjark, Management Analyst II RESOLUTION NO. 2008-166 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGERTO ENTER INTOAGREEMENT WITH THE STATE OF CALIFORNIA DEPARTMENTOF GENERAL SERVICES FOR THE ISSUANCE OF A CAL -CARD TO THE BUYERAND PURCHASING TECHNICIAN WHEREAS, on December 21, 2005, the Lodi City Council ratified purchasing policies and procedures that allows for the use of CAL -Card procurement cards for low- cost expenditures that would be impractical to process through the purchase order system; and WHEREAS, CAL -Cards may be used for single purchases of less than $500; and WHEREAS, staff recommends the issuance of CAL -Card procurement cards to the Buyer and Purchasing Technician. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize the City Manager to enter into agreement with the State of California Department of General Services for the issuance of a CAL -Card to the Buyer the Purchasing Technician Dated: August 20, 2008 hereby certify that Resolution No. 2008-166 was passed and adopted by the City Council of the City of Lodi in a regular meeting held August 20, 2008, by the following vote: AYES: COUNCIL MEMBERS — Hansen, Hitchcock, Johnson, Katzakian, and Mayor Mounce NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS— None ABSTAIN: COUNCIL MEMBERS— None 2008-166