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Board of County Commissioners Meeting Minutes - Final March 11, 2025 Purchasing Manager Jennifer Hyde addressed Commissioner Adams, clarifying that staff sought approval for specific purchase orders. Regarding the Sandridge items, staff was obligated to use designated suppliers, which prevented them from initiating a bidding process. In addition, staff requested a waiver of the bidding requirement since purchase orders exceeding $75,000 fall outside the Administrator's authority and require the Board's approval. Lastly, emergencies often arise, and there was a limit for repair purchases, including concrete repairs. She stated that maintaining flexibility with these purchase orders was crucial to ensure funds were available for contractors. This proactive request was meant to secure pre -approval for a specific vendor rather than seeking approval post -factum. The Board and staff continued to discuss the purchasing process and the Administrator's approval authority. Commissioner Adams emphasized that transparency was achieved through open discussions and expressed her appreciation to the Chairman for initiating such dialogue. She underscored the importance of ensuring that everyone was up to date. To enhance this communication, she suggested that the Administrator include these four items in his quarterly Administrative Approvals report. This way, the Board would be informed about when and how funds were spent. Deputy County Administrator Mike Zito explained that Sanridge's inventory management operated as a rolling stock system. The team analyzes the previous year's sales data to project current sales and maintains a flexible inventory. Staff typically budget 5% to 10% more than the prior year, which has proven effective. Chairman Flescher emphasized the importance of accountability to the public we serve, especially as they contribute through their taxes. The Board must ensure these funds were allocated responsibly, fairly, and transparently. It was crucial to keep the public well-informed. A motion was made by Commissioner Adams, seconded by Commissioner Moss, to approve staffs recommendation, and to direct the County Administrator to include the budget amendment items in the quarterly update. The motion carried by the following vote: Aye: 5- Chairman Flescher, Vice Chairman Loar, Commissioner Adams, Commissioner Earman, and Commissioner Moss 9.E. 25-0334 Waiver of Bid Requirement for Stryker Equipment Maintenance Recommended Action: Staff recommends the Board of County Commissioners waive the requirement for bids and authorize the Purchasing Division to issue purchase orders for the current Stryker Procore annual maintenance program. Indian River County, Florida Page 4