Subject:
Title
Updates to Purchasing Manual resulting from Code updates
label
Recommended Action:
Recommended Action
Approval by the County Administrator of updates to the Purchasing Manual resulting from Code revisions approved by the Board of County Commissioners.
• The Board of County Commissioners approved Purchasing Code (Code) revisions on February 11, 2025.
• Approval of Code revisions necessitate updates to the Purchasing Manual (Manual). These revisions will assist in expediting the overall County contracting process. The Office of County Attorney has reviewed the Manual revisions and Clerk of Court Finance has reviewed changes to Purchasing Card policy which is contained in the Manual. Below is a summary of material updates to the Manual:
• Increased the bid threshold and Purchasing Director approval authority to $150K
• Small purchase threshold increased to $25K whereby departments may purchase goods and services without quotation up to this threshold. Purchasing Card (P-card) threshold is unchanged remaining at $5K. Purchases from $5K to $25K will be processed with a purchase order.
• Establish a quick quote process up to $100k where departments have the option to utilize the Purchasing Division to receive quotes or receive quotes on their own utilizing small business participation with oversight and processing through the Purchasing Division.
• Many “piggyback” and routine commodity and service purchases may now be processed with a purchase order as compared to prior need for agreements.
• Removed construction prequalification process from Code and Manual. Construction firms are qualified through a two-step bid process or we utilize Florida Department of Transportation pre-qualified firms as allowed per Statute.
• Updated P-card procedures; no material modifications to the P-card process, Clerk Finance did not agree with use of P-card for utility bills as they wish to have everything encumbered going forward.
• Upon approval, the Purchasing Division will establish several training sessions for departmental consumption.
• Per County Code 2-159(b)(4), the County Administrator has authority to approve revisions to the Purchasing Manual.
Body
Strategic Priorities:
Smart Service Delivery
- Pursue continuous improvement
Summary:
The Board of County Commissioners approved Purchasing Code revisions on February 11, 2025.
Background/Explanation:
The Board of County Commissioners approved Purchasing Code revisions on February 11, 2025.
Fiscal Impact:
N/A
Delegated Authority:
Authority for the County Administrator to approve Purchasing Manual updates is granted under Code Section 2-159(b)(4).
Staff Member Responsible:
Merry Celeste, Purchasing Director, Administrative Services
Joe Lauro, Director, Administrative Services
Partners:
N/A
Attachments:
Purchasing Manual - redline and clean versions