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M <br />INDIAN RIVER COUNTY <br />OFFICE OF MANAGEMENT AND BUDGET <br />PURCHASING DIVISION <br />DATE: March 21, 2023 <br />TO: BOARD OF COUNTY COMMISSIONERS <br />THROUGH: Michael C. Zito, Interim County Administrator <br />Kristin Daniels, Budget Director <br />FROM: Jennifer Hyde, Purchasing Manager <br />SUBJECT: Adoption of Modifications to the Purchasing Manual <br />BACKGROUND: <br />Section 105.06 of the Indian River County Code of Ordinances directs the county administrator to <br />prepare a purchasing policies and procedures manual, which is commonly referred to as the Purchasing <br />Manual. Revisions are necessary from time to time, and while not required by code, the administrator <br />has always directed the changes be presented before the Board for their information and concurrence. <br />The updated manual will be posted to the County web site for easy access. <br />nicri icanti• <br />The following substantial revisions have been made and approved: <br />1. Contact information has been updated throughout to reflect the pending email domain change. <br />2. Paragraph 1.3.D is clarified to add explicit authorization for the Administrator and Purchasing <br />Manager to waive the requirements of the manual within their authority threshold ($35,000 for <br />the Purchasing Manager and $75,000 for the County Administrator). A redundant statement is <br />incorporated here and removed from paragraph 1.3.M. <br />3. Section 2 is updated to reflect the electronic nature of the requisition, purchase order, and <br />vendor self serve processes. <br />4. Section 2.6 Change Orders is modified to facilitate use of electronic workflow in Tyler ERP, <br />rather than pdf forms, for department and budget approval of changes to purchase orders. <br />5. Section 3.6 is updated to include the restriction on purchasing "attractive items," on blanket <br />purchase orders. This ensures the items are appropriately tagged and inventories, in accordance <br />with the new Capital Asset Policy. <br />6. Section 4 is modified to accommodate the receipt of electronic, rather than hard copy, bids. <br />Section 4 is also modified to incorporate the pending utilization of the Contracts module in <br />Enterprise ERP. <br />7. Paragraph 4.2.d is clarified to allow negotiation with a single responsive bidder. <br />RECOMMENDATION <br />Staff recommends the Board note its concurrence with the changes approved by the Interim County <br />Administrator. <br />ATTACHMENTS: <br />Changes to the Purchasing Manual <br />71 <br />