Multi-Year-Purchase-Order-Cover-Page-with-TCs.pdf

This document is a Multi-Year Purchase Order Cover Page and Acceptance of Terms and Conditions template issued by the City of Pasadena for procurement purposes. The template is designed to formalize purchase order contracts with vendors and contractors, establishing a framework for multi-year agreements spanning up to five fiscal years. The cover page requires completion of essential contract information including contract number, contractor/vendor identification, contract purpose, start and expiration dates, and total purchase order amount. The document accommodates designation of a project manager with corresponding contact information and requires authorized signatures from both the vendor and City representative. Acceptance of the purchase order by either payment, shipment of goods, or provision of services constitutes the vendor's unqualified acceptance of all stated terms. The template permits attachment of up to five supporting documents to supplement the primary agreement terms.

The document serves as a standardized form that references the City of Pasadena's standard Terms and Conditions of Purchase Order, which prevail over any pre-existing contract language unless otherwise agreed upon in writing. The multi-year structure allows for annual budget allocation across five fiscal years, enabling the City to plan expenditures across extended procurement periods. The City retains the right to revoke the purchase order at any time prior to vendor acceptance, protecting municipal flexibility in procurement decisions. This template was updated in November 2024 and is intended for use across various City of Pasadena purchasing activities requiring formal contractual documentation and multi-year commitment arrangements.