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Item D1BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: JANUARY 21, 2015 Bulk Item: Yes X No Division: TDC Department: Staff Contact Person/Phone #: Kelly Scarbrough 296-1552 AGENDA ITEM WORDING: Approval to update the TDC Operations Manual with a revised TDC Purchasing Policy to reflect the changes of the Monroe County Board of County Commissioners (BOCC) purchasing policy that was revised during the October 2014 BOCC meeting. ITEM BACKGROUND: TDC approved same at their meeting of December 16, 2014. PREVIOUS RELEVANT BOCC ACTION: CONTRACT/AGREEMENT CHANGES: STAFF RECOMMENDATIONS: Approval TOTAL COST: BUDGETED: Yes X No COST TO COUNTY: NO COST SOURCE OF FUNDS: TDC REVENUE PRODUCING: Yes No AMOUNT PER MONTH Year APPROVED BY: County Atty X OMB/Purchasing N/A Risk Management N/A DOCUMENTATION: DISPOSITION: Revised 11/06 Included X Not Required AGENDA ITEM # DATE: January 21, 2015 TO: Monroe County BOCC FROM: Harold Wheeler, Marketing Director Tourist Development Council RE: Approval to revise the TDC Operations Manual Purchasing Policy to reflect the Monroe County Purchasing Policy The Tourist Development Council, at their meeting of December 16, 2014, approved revisions to the TDC Purchasing Policy in Section II of the TDC Operations Manual to reflect the Monroe County Purchasing Policy which was revised during the October 2014 BOCC meeting. I have attached the following: 1. New County Purchasing Policy 2. Current TDC Purchasing Policy (approved by the TDC on September 11, 2012) 3. Proposed TDC Purchasing Policy The TDC is requesting approval of these revisions to the Purchasing Policy to be reflected in the TDC Operations Manual. New Monroe Coun-11 Purchasin.-A Ii PURCESING HAT TO DO? PURCESINGAUTHORITY LE'-TLS (�VHOAPPROITSIPAYS) FOR TOTAL DOLLAR X1,101INT S.01 - S L000.00 Rullase Older ilot requied. Depaftmeiit Nectoy or tli6 desipees SL000.01 -$�.000.00 Requff'es Request to Ruchase fomi uIttea or Departilielit Director orily electfollic to Ptucliasn'ig� S520.01 - $25.000A Request to Pachase form alorig With m-o (2) or Ptuchm'ig Director and Divisioll mole mitteii p rice quotes as, docimmited by Director oik Requesting Departmeirts. S25,000,01 - S49A9.99 Request to Puchase form along with M-o (2) or Comity AdiiListiator mly moie mireii price quotes, Requestirig Depailiumt �lll solicit bidsn'i colti'mictim With the Pivchasitig Departirint, S50,000,00AND KR Competitive Bid process BOCC BOCC piioi approval required. Govemed by Cotm, orditialice, as supplemmted by the I Rucliasuig Policies arid Piocedtires �,iaiivat Current TDC Purchasing 'n le- TDC PURCHASING POLICY: The Monroe County TDC (also applies to District Advisory Committee's) follows the purchasing procedures as outlined in the Monroe County Purchasing Policies and Procedures Manual. There are four (4) levels of purchasing as follows: PURCHASING LEVELS WHAT IS REQUIRED APPROVAL FOR TOTAL DOLLAR REQUIRED AMOUNT $.01 - $5,000.00 Requires Request to Purchase Office Manager or written or electronic to Purchasing TDC Director Signature $5,000.01 - $10,000.00 Requires Request to Purchase form TDC Director along with two (2) or more written Signature price quotes as documented by requesting departments. $10,000.01 - $49,999.99 Requires Request to Purchase form TDC Approval along with two (2) or more written And TDC Director price quotes as documented by Signature requesting departments. $50,000.00 AND OVER Requires Competitive Bid process. TDC Approval And BOCC approval BOCC prior approval required. Governed by County Ordinance, as supplemented by the Purchasing Policies and Procedures Manual. (BOCC 10/17/12) A copy of the Monroe County Purchasing Policies and Procedures Manual can be obtained by contacting the Monroe County Purchasing Department. Erra�ra �� P��ir� icy TDC PURCHASING POLICY: The Monroe County TDC (also applies to District Advisory Committee's) follows the purchasing procedures as outlined in the Monroe County Purchasing Policies and Procedures Manual. There are five (5) levels of purchasing as follows: PURCHASING LEVELS WHAT IS REQUIRED APPROVAL FOR TOTAL DOLLAR REQUIRED AMOUNT $.01 - $1,000.00 Purchase Order not required Office Manager or TDC Director Signature $1,000.01 - $5,000 Requires Request to Purchase Office Manager or written or electronic to Purchasing TDC Director Signature $5,000.01 - $25,000.00 Requires Request to Purchase form TDC Director along with two (2) or more written Signature price quotes as documented by requesting departments. $25,000.01 - $49,999.99 Requires Request to Purchase form TDC Approval along with two (2) or more written And TDC Director price quotes as documented by Signature requesting departments. $50,000.00 AND OVER Requires Competitive Bid process. TDC Approval And BOCC approval BOCC prior approval required. Governed by County Ordinance, as supplemented by the Purchasing Policies and Procedures Manual. A copy of the Monroe County Purchasing Policies and Procedures Manual can be obtained by contacting the Monroe County Purchasing Department.