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Indian River County, Florida #x�oA s MEMORANDUM �A Indian River County Administration Complex 1801 27th Street Vero Beach, Florida 32960 indianriver.gov File ID: 25-0900 Type: Consent Staff Report Meeting Date: 9/23/2025 TO: BOARD OF COUNTY COMMISSIONERS THROUGH: JOHN A. TITKANICH, JR., COUNTY ADMINISTRATOR KRISTIN DANIELS, BUDGET DIRECTOR FROM: JENNIFER HYDE, PROCUREMENT MANAGER DATE: SEPTEMBER 9, 2025 SUBJECT: APPROVAL OF CHANGES TO PROCUREMENT POLICIES AND PROCEDURES MANUAL BACKGROUND On August 19, 2025, the Board approved various changes to the Procurement Policies and Procedures Manual ("Manual"), to be effective on October 1, 2025, at the beginning of the new fiscal year. ANALYSIS Staff has identified two additional changes to the manual. First, the Budget Director's authority to approve unbudgeted capital purchases has historically equaled the amount of the Procurement Manager's authority, and any higher amounts require approval by the County Administrator. This authority has never been formally recorded in code or the Manual. Staff proposes to modify paragraph 2.4 Capital Item Purchases to add the following sentence: Requests for unbudgeted capital purchases up to $100,000 must be accompanied by the written approval of the Budget Director, and purchases over $100,000 the written approval of the County Administrator. The Information Systems and Technologies Department has agreed that existing IT procurement procedures are cumbersome to both the department and end users. Current procedures require IT to source, select, and request via requisition, every purchase, except for protective covers and cases. This can significantly delay the procurement process as IT gathers sufficient information to obtain quotes or identify appropriate products. Staff proposes to implement workflows and approved product lists to facilitate a more seamless process and allow end users to enter their own requisitions and obtain their own quotes, but with all purchases still ultimately approved by IT. Because these procedures and lists will change more frequently, the specific IT procurement process will be attached to the Manual as an attachment. The first three paragraphs of Section 10.1 of the Manual are deleted, and the fourth modified to read: Any item being installed on, or connected or plugged into, the County's computer or telephone network must be approved by the IT Department, to ensure compatibility and compliance with security protocols. Procedures for the procurement of various types of products are provided as an appendix to this manual. The fourth paragraph Indian River County, Florida Page 1 of 2 Printed on 9/18/2025 powered g LegistarTTM