HomeMy WebLinkAbout2000 03 13 Regular C NationsBank Purchasing Card Program
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COMMISSION AGENDA
ITEM C
March 13. 2000
Meeting
~
Consent
Informational
Public Hearing
Regular X
Mgr. /
Authorization
@
Dept.
REQUEST:
The General Services Department requests the City Commission authorize the
execution of the attached application for participation in the NationsBank (Bank
of America) Purchasing Card program.
PURPOSE:
The purpose of this agenda item is to begin the process for participating in a
purchasing card program through Bank of America.
APPLICABLE LAW AND PUBLIC POLICY:
City Charter and Administrative Code
Purchasing Policy
CONSIDERATIONS:
Staff research revealed that the vast majority of purchase orders (85%)
issued in FY 1998/1999 was for purchases under $1,000.
In that same fiscal year, 4,350 restricted purchase orders (for purchases
under $50) were issued.
The Purchasing Card program is designed to eliminate the need for restricted
purchase orders, and other purchases involving minimal costs.
- A full presentation of the program has been provided by a Bank of America
representative to staff on two separate occasions.
..-~....,
March 13, 2000
City Commission Regular Agenda
Item"C"
- There is no cost to the City for the use of the program.
Drafting of procedures, training of staff, and vendor relations are provided by
the Bank of America at no cost.
- The program's viability and reliability have been checked through discussions
with representatives of Longwood, Altamonte Springs, Cocoa, and the State
of Florida, all of whom utilize it.
Firm procedures will be compiled to assure proper and effective use of the
- card by each employee who is eventually assigned a card, and those
procedures will be modeled on those already written for the state and the
cities mentioned above.
Upon approval of this request, the City Attorney will draft an ordinance to
amend the city's current Purchasing Policy to allow for the use of the
Purchasing Card program.
FUNDING:
None Required.
STAFF RECOMMENDATION:
Staff recommends the Commission authorize the execution of the attached
application for the Purchasing Card program through NationsBank (Bank of
America).
ATTACHMENTS:
Data regarding purchase orders issued in FY 98/99
- Application for participation in the Purchasing Card program.
COMMISSION ACTION:
Purchase Orders and Restricted Orders processed FY 98-99
Annualized number of Purchase Orders Issued
3400
Purchase Orders under $1000
2580
85%
Purchase Orders over $1,000 under $2,500
276
8%
Purchase Orders over $2,501
240
7%
Restricted Purchase Orders processed
under $50.00 each
4350
State of Florida
NationsBank
Purchasing Card
Application
Check the box which applies:
D
Payments will be processed through the State
of Florida's Department of Banking and
Finance.
~ Payments will be processed directly to
~ NationsBank.
NationsBank@
To ENSURE PROMPT PROCESSING, CONFIRM THAT THE FOL.lOWING IS PROVIDED:
o Complete Application nnd Signature and Authorization: Complete all sections including Signature(s). Authorization and Certificates of Authority
o Financial Statements: For Entities processing payments through the State of Florida's Department of Ranking & Fin'1I1cc_ :-..-. !,,,,,:-..-,,,! ,,,f.--..:-.-.c.',,-,,-, ;,
o Submit the completed Applicntion, along with required documcntntion to: Forward the completed application, along ,,,ith
STATE OF FLORIDA! NATIONSBANK VISA PURCHASING CARD ApPLICATION
O N If I t- Winter Springs,
o yes, oca Ion
Does your Organization currently bank with NationsBank? Xl Yes
Entity Information (Please type or print):
Name of Entity (As it will appear on card): Limit 24 spaces:
L
Entity Legal Name
City of Winter Springs, Florida
Street Address
1126 East State Road 434
City/State/Zip Winter Springs, FL 32708
Tax ID #
Business Phone
407-327-1800
No. of Employees 228 full-time; 45 part-time
Type of Organization:
- State Agency
-x Municipality
County
[] Community College
[] District School Board
Special District (type)
Other (specify)
J County Constitutional Office (specify)
Program Administrator(s): (Day to day contact person)
Name Gene DeMarie
Title Director of General Services
Business Address 1126 East S.R. 434
a~ Winter Springs
StateFL Zip 32708
Business Phone 407 - 327 - 5 9 61
Fax number 407-327-4753
E-mail addressGDEMARIE@DIGITAL.NET
Name Nancy Vobornik
Title
Purchasing Agent
Business Address
1126 East S.R. 434
City Winter Springs
E-mail address
StateFL Zip 32708
Business Phone 407 - 327 - 5959
Fax number 407-327-6694
Program Information:
1. What is your anticipated annual purchase volume?
$1.5 million
2. How many cards do you anticipate initially? 50
At full implementation? 100
3. When do you plan to implement a Purchasing Card program (target date)?
June 1. 2000
Revised 2/98
For El1Iitics processing payments directly to NationsBank, enclose your two most recent years audited financial statemenl'i_
..' ='==;_"~-:.::~~,.~i.=.::, to your NationsBank Account Representative.
Electronic Transmission and Reporting:
DEDI
o Statement Billing File (ASCII)
Ga InfoSpan
Payment Method:
o ACH Debit
o ACH Credit
~ Wire Transfer
Signature and Authorization:
To be signed by person authorized to enter into the Agreement:
The entity named above (the "Entity"), by the signature of its authorized officer or employee below, requests that a Visa Purchasing Card account be
cstablished by NationsBank, N_A. (South) in the name of thc Entity, and that Visa Purchasing Cards be issued to the representatives of the Entity as
the Entity designates from time to time. TIle Entity agrees to be liable for transactions made on the account. and shall pay NationsBank. N.A. (South)
thc accoul1l chargcs in accordance with the NationsBank Purchasing Card Program Agreement with the State of Florida dated February 4. 1997, as it
may be amended from time to time (the "Agreemelll")_ The Entity hereby acknowledges receipt of a copy of the Agreement. The Entity agrees that
it shall be considered a Participating Entity, as such term is defined in the Agreement and as such shall fulfill all Participating Entity obligations_ If
the Entity utilizes electronic data interchange (EDI) through the Florida Department of Management Services (DMS) for billing and information
processing and to the extent that funding is not lawfully available to the Division of Purchasing of DMS to pay the EDI costs. then the Entity agrees
to pay DMS its proportionate share of electronic data intcrchange eosts (EDI), as determined at the sole discretion of DMS_ TIle Entity understands
that its participation in the Purchasing Card Program may be immediately terminated if it fails to make timely payments hereunder or otherwise as
permitted in the Agreement. If the Entity processes payments directly to NationsBank and the Agreement should terminate, NationsBank may, at its
option. upon notice to the Entity, terminate Entity's account or issue new terms for the account. I hereby certify that I am authorized to sign this
application for the NationsBank Purchasing Card Program and to contractually bind the Entity to all terms and conditions found herein, without
limitation, for the duration of the said contract. The legal basis upon which this authorization exists is as follows:
ex Florida Law (please give citation): Sec. 2(b), Art. VIII, FL Constitution: Sec. 166.021. F.S.
IX Florida Administrative Code or ordinance (please give citatio n):Sec. 3.01, 4.06, and 5.03(9) City Charter
Q} Other(pleasegivercferenceorcitation): Approval of City Commission, Meeting Date
Name (print): Ronald McLemore
P- 'd ,)
Signature: 7V~i1. :;0" r~
/ '"
City of Winter
Date:
City Manaqer
3~)I-{)O
Title:
Entity or Organization
Springs,
FL
Certificate of Authority (to be signed by Counsel for Participating Entity/Orgnnization):
Ronald McLemore
This certifies that is authorized, by the specific provisions of the Florida Statutes, Florida
(name)
Administrative Code or other legal authority cited above, to sign the application for the NationsBank Purchasing Card Program on behalf of the
named Entity/Organization in this application and by so signing binds the Entity/Organization to all terms and conditions found herein. without
limitation. for the duration of the said contract.
3/13 / ()()
Signature
9'8S d-7 '-/
Florida Bar LD_ Number