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INDIAN RIVER COUNTY <br />OFFICE OF MANAGEMENT AND BUDGET <br />PURCHASING DIVISION <br />CONSENT AGENDA <br />BF <br />DATE: November 24, 2015 <br />TO: BOARD OF COUNTY COMMISSIONERS <br />THROUGH: Joseph A. Baird, County Administrator <br />THROUGH: Jason Brown, Director, Office of Management and Budge <br />FROM: Jennifer Hyde, Purchasing Manage-' ° '' <br />SUBJECT: Adoption of Revised Purchasing Manual <br />BACKGROUND: <br />The current Purchasing Manual (Policies and Procedures) was prepared on behalf of the County <br />Administrator pursuant to the provisions of Section 105.06 of the Code of Ordinances of Indian <br />River County, effective October 2, 2012, with revisions on November 9, 2012, January 9, 2013, <br />February 11, 2014, and October 14, 2014. Paragraph 1.3.C.4 requires the Purchasing Manager to <br />review the manual annually to determine if revisions are needed, and a few updates have been <br />identified. <br />The following pages show in redline the proposed changes to the Manual's text, and the revised <br />Manual is also attached in its entirety. The changes include: <br />• Addition of a statement on ethics and conflict of interest in compliance with the OMB Super <br />Circular 2 CFR 200, Uniform Administrative Requirements, Cost Principles, and Audit <br />Requirements for Federal Awards <br />• Addition of definitions for Invitation to Negotiate and Request for Information processes <br />• Noting Purchase Orders are not issued after the fact without sufficient justification for <br />variance from approved procedures <br />• Clarification to the process for adding a new vendor <br />• Promotion of the use of the Purchasing Card when appropriate <br />• Authorization for electronic signature on bid forms in anticipation of accepting bids <br />electronically in the future <br />• Addition of a description of the reference check process <br />• Clarification of the RFP/RFQ evaluation process <br />• Noting the inclusion of non -asset items on the internal excess equipment list <br />This item is being presented for informational purposes. If no further action is undertaken by the <br />Board of County Commissioners, the County Administrator shall approve the revised Manual. <br />49 <br />