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• r INDIAN RIVER COUNTY OFFICE OF MANAGEMENT AND BUDGET PURCHASING DIVISION DATE: December 8, 2022 TO: BOARD OF COUNTY COMMISSIONERS THROUGH: Jason E. Brown, County Administrator Kristin Daniels, Budget Director FROM: Jennifer Hyde, Purchasing Manager SUBJECT: Adoption of Modifications to the Purchasing Manual BACKGROUND: Section 105.06 of the Indian River County Code of Ordinances directs the county administrator to prepare a purchasing policies and procedures manual, which is commonly referred to as the Purchasing Manual. Revisions are necessary from time to time, and while not required by code, the administrator has always directed the changes be presented before the Board for their information and concurrence. The updated manual will be posted to the County web site for easy access. DISCUSSION: The following changes have been made and approved: 1. Section 1, General Information, has been updated to make explicit policy statements required for the county to be eligible for federal funding, as well as pass through funding to the sheriff from the Florida Department of Law Enforcement (FDLE). These statements were added in the Ethics and Conflict of Interest, and Project Involving Federal Funding paragraphs in the General Provisions, Purposes and Applications section, and in a new Full and Open Competition section. Section 1 has also been amended to add explicit authorization for the use of alternate construction project delivery methods such as job order contracting (JOC) and design -build. Section 1, Definitions has been updated to expand the capabilities of the Request for Information (RFI) process, which is most often used to obtain information about available products to help develop solicitation documents. It would be advantageous to use this short response process to prequalify vendors to provide supplemental services paid for directly by the public, such as food trucks for various events, and therefore, that explicit authority has been added. Typically, these vendors pay the county a portion of their proceeds, or a flat daily rate, with the annual revenue amounts well below the bid threshold. 4. The time for vendors to make notice of protest in connection with a competitive selection process has been reduced from seven to five calendar days. When notified by a department of a pending agenda for award of a solicitation, Purchasing makes public notice of intent regarding the bid, effectively starting the protest clock. Often this notification to Purchasing is not able to 11