Subject:
Title
Re: Approval of the Revised Board Policy BCC-25, “Procurement.”
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Fiscal Impact:
There is no fiscal impact to this requested action.
Dept/Office:
Central Services/Purchasing Services
Requested Action:
Recommendation
It is requested that the Board of County Commissioners approve revisions to Board Policy BCC-25, “Procurement.”
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Summary Explanation and Background:
Board Policy BCC-25, “Procurement” (the Policy), the objective is to maximize the value received for public procurement by providing safeguards for maintaining quality, accountability, and integrity as well as ensuring the fair and equitable treatment of all persons involved in public procurement. The revisions to the Policy will enhance these objectives. The following summarizes these revisions:
1. Revised the Objective of the Policy to state the object of this Policy clearly.
2. Revisions to the Definitions and References Section include:
a. Decrease the formal written bid to $50,000 from $75,000.
b. Grammatical change to the definition of Capital Outlay Item
c. Update the definition of Consultant Agreements.
d. Added Assistant County Manager and Office Director to the definition of Designees.
e. Removed the definition for Equipment Rental.
f. Removed the definition for Formal Quote.
g. Informal Quote was revised and increased to $50,000 from $25,000. This will allow department/office directors to quote their minor procurement requirements more efficiently and competitively.
h. Grammatical change to the definition of Purchasing Card
i. The definition of the Purchase Order was clarified.
j. Request for Qualification added an abbreviation, “RFQ,” for this type of solicitation.
3. Revisions to Section III. include the following:
a. Section III.G. was revised to $3,000 from $1,000 for small purchases. The threshold of $1,000 was last updated in 2015.
b. Section III.H. was clarified.
c. Section III.H.1. Revised to authorize department/office directors to quote supplies and services up to $50,000 or less. Purchasing small supplies and services within this threshold will expedite and provide greater efficiency to departments/offices.
d. Section III.L. 2. Removed. Protest procedures will be completed before all protested procurements are awarded.
e. Section III.L.6. removed rejection of all submitted bids or proposals above $200,000. This was amended in Section III.O. to allow the County Manager to reject all submitted bids, requests for proposals, or requests for qualification upon the approval of the department/office director and the Purchasing Manager.
f. Section III.P. was revised for clarity.
g. Section III.Q. removed the sentence that requires formal reporting to the Board or the County Manager when less than three formal quotes are received. This information is kept and posted on the County’s vendor platform.
h. Section III.R. was revised for clarity.
i. Section III.L.S. added an exemption from formal advertising for professional education or training of county employees.
j. Section III.L.U. authorized the County Manager to approve all necessary rentals to continue County operations when total payments do not exceed $200,000 per year and the term does not exceed five (5) years.
Clerk to the Board Instructions: