HomeMy WebLinkAboutCORRESPONDENCE - GENERAL CORRESPONDENCE - FOOTWEAR WORK WEAR STIPENDAdministrative Services
Purchasing Division
City of Fort Collins
October 24, 2007
Jax Mercantile
1200 N College
Fort Collins, CO 80524
Attn Dave Chadsey, Footwear/Workwear Buyer
Dear Dave
Thank you tot meeting with our Purchasing and Utilities representatives on October 18
We all agree that the current "employee Uniform Stipend Program" works very well, and
should be continued In order to document the procedure, here is a recap of the steps of
the program
1) Each participating City department issues a Blanket Purchase Order for the
dollar amount they anticipate spending on the Uniform Stipend Program for the
calendar year
2) The City department supervisor who oversees the program issues an Allotment
Sheet to each participating City employee, authorizing the purchase of certain
lob -related clothing items (leans, boots, Carhartt items, etc) with a "not -to -
exceed" stipend amount For example 5 pairs of jeans not -to -exceed $175
3) The City employee comes to Jax to shop with their Allotment Sheet When they
are ready to check out, they bring their merchandise and their Allotment Sheet to
the Footwear counter, as the Jax employees in that area are trained to recognize
the City Allotment Sheets Items authorized on the Allotment Sheet (up to the
authorized "not -to -exceed dollar limit") are charged to the City's Blanket
Purchase Order
a) No "cash back" is given to the employee
b) Any amount over the allowed stipend must be paid by the employee
This portion is also taxable and all taxes should also be calculated and
paid by the employee
4) City employee takes their Allotment Sheet and their receipt back to their
supervisor, who will review and approve (or reject) the expenditure against the
department's Blanket Purchase Order
5) Per the discussion on October 18 (and your subsequent e-mail on 10/23), we
agree that the following discount/pricing will apply to City Uniform Stipend
Program purchases
Currently through 2007 year end
City approved Carhartt brand clothing - retail less 15%
City approved Levi brand jeans - current retail
Wrangler brand Pro Rodeo (Item 0013MWZ) jeans - $21 95/ over sizes
$24 95
215 North Mason Street „ 2nd Floor • PO Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707
Citv of Fort Collins
Administrative Services
Purchasing Division
Effective January 1, 2008
City approved Carhartt brand clothing - retail less 15%
City approved Levi brand jeans - retail less 10%
Wrangler brand Pro Rodeo (Item 0013MWZ) jeans - $22 95/ over sizes
$24 95
City approved safety toe footwear - retail less 10%
In closing, we would like to recognize that this program has worked very well in
the past Jax employees have done their part to help us manage the process,
City employees have owned up to their responsibility not to abuse the process,
and City supervisors have been diligent to review all purchases on the back end
and to stop any problems or abuses Our employees have enjoyed the benefit of
Jax' convenient location, abundant inventory and selection, competitive pricing,
and well -trained staff Altogether, this is a prime example of a win -win
arrangement between the City and an excellent local retailer Thank you again
for your efforts on our behalf
If you have any questions regarding this matter, please contact Ed Bonnette, C P M ,
CPPB, Buyer, at 970-416-2247
Sincerely,
Jam s B O'Neill II, CPPO, FNIGP
Dir ctor of Purchasing and Risk Management
M� MUM
Ed Bonnette, C P M , CPPB
Buyer
215 North Mason Street • 2nd Floor • PO Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707