4/6/1999 - Laserfiche WebLink

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BOOK M3 FAGE ON MOTION by Commissioner Adams, SECONDED by Commissioner Ginn, the Board unanimously approved the County Attorney's recommendation that the pig owners meet with County staff and that a motion for rehearing be filed. 11.C. PURCHASING POLICY The Board reviewed a Memorandum of March 29, 1999: Date: March 29,1999 To: The Honorable Board of County Commissioners Thru: James E. Chandler, County Administrator From: Thomas W. Frame, General Services Director t) Subject: Purchasing Policy BACKGROUND: Recently, a question arose regarding an interpretation of the Purchasing Manual as it relates to purchases from State and governmental contracts and the need to acquire Board approval for such purchases over $5,000. As a matter of practice, budgeted purchases off a State contract or other governmental contracts have been processed through the Purchasing Division without any further approval by the Board regardless of the $5,000 bid and award cap. ANALYSIS: This was done predicated on Section 3.8 of the Purchasing Manual, which indicated that the process as identified in Section 2.0.29 was not required for purchases over $5,000 bought on State or governmental contracts. Section 2.0.29 is the definition of the term Formal Bid" and defines it as "the process through which purchases exceeding ,$5,000.00 are advertised to encourage maximum vendor participation and awards for such purchases can only be mode by Board of County Commissioners." This interpretation has been used since November 20, 1990, the adoption of the Purchasing Manual. Additionally, purchasing staff have indicated that this interpretation has been pointed out and reviewed by auditors without criticism. Another opinion is that the reference back to Section 2.0.29 from Section 3.8 of the Purchasing Manual only negates the necessity of the formal bid and not the necessity for approval by the Board of County Commissioners. Inasmuch as this interpretation has been used for eight years without problem, it would be reasonable to assume that a continued interpretation would be appropriate. As a matter of information, staff is currently reviewing the Purchasing Manual for recommended changes since the document is eight years old. At the time that the manual is brought forward for approval of any revisions, the language could be clarified at that time. RECOMMENDATION: Staff would request theBoard's confirmation of the current interpretation as a matter of operational policy, i.e., budget approved goods and services purchased via a State contract or other governmental contract would not require further approval of the Board of County Commissioners. APRIL 6, 1999 . -94- •