Item M06
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:_ 4119/00
Division:
BOCC
Bulk Item: Yes
No x
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Department:_ Commissioner Williams
AGENDA ITEM WORDING:
Approval to give direction to the Office of Management & Budget to revise the Monroe County BOCC
Purchasing Policy to reflect more restrictive purchasing authority, as suggested in our recent Audit Report
of Monroe County Purchasing Functions.
ITEM BACKGROUND:
The recently released Audit Report of Monroe County Purchasing Function raised serious issues about
purchasing authority and how freely it is given out. That audit report suggested that the County should
decrease the number of folk with higher level purchasing authority and that the county should make sure
that everyone with that authority should have the required paperwork on file.
PREVIOUS RELEVANT BOCC ACTION:
STAFF RECOMMENDATION:
TOTAL COST:
BUDGETED: Yes:
No:
COST TO COUNTY:
REVENUE PRODUCING: Yes:
No:
AMOUNT PER MONTH
YEAR
APPROVED BY: County Attomey_ OMB/Purchasing----o-- Risk Management
DIVISION DIRECTOR APPROVAL: T" j{}H~_ )
, Nora A. WilIi~~s
./' 'c
DOCUMENTATION: Included:_ To Follow:_ Not Required:
Agenda Item #:l:mLt
DISPOSITION:
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Monroe County
Board of County Commissioners
Purchasing Policy
Mayor Wilhelmina Harvey, District 1
Mayor Pro tern Shirley Freeman, District 3
George _Neugent, District 2
Nora Williams, District 4
Mary Kay Reich, District 5
James L. Roberts
County Administrator
John Carter, Senior Director~'
Office of Management & Budget
Lisa Ernst Cherry
Purchasing Coordinator
H.l.Ull1 U\; \.....VU1.llY J. UIl:Ua~IU~ .1- UIIl:Y
3. Provides written justification for a special type ofitem and or "Sole
Source" vendor for which only the BOCC, County Administrator or
Director of OMB/Purchasing may approve at the appropriate level of
purchasing authority. The OMB/Purchasing Section must in all cases
evaluate the request for any such commodity, service or source.
4. Secures priginal invoicing on all purchases made during an emergency,
and must be signed by the required authority, then forwarded to Finance.
Eo Delegation of Authority
Subject to the limitations of these policies and any additional procedures of the County
Administrator, the OMB/Purch~ing Director may delegate authority when and where such
action is deemed necessary.
F. . Purchasing Authority
Purchasing Authority is defined as signature verification of original invoicing for receipt of the
ordered goods or services for payment by Purchase Order, Audit Slip, or other fiscal documents.
1.
Purchasing Authority shall be limited to the County Administrator,
OMB/Purchasing Director, Division Directors, Department Directors
and/or their properly authorized designees in order to insure proper fiscal
control.
2.
Purchasing Authority dollar level may be elevated to a higher level if the
County Administrator or OMB/Purchasing Director determines such to be
in the County's best interests.
PURCHASING LEVELS WHAT TO DO? PURCHASING AUTIIORlTY
FOR TOTAL DOLLAR AMOUNT WHO APPROVES?
$.01 - $5,000.00 "Request to Purchase" written or Department Director
electronic to Purchasing. or their designees.
$5,000.0 I - $10,000.00 Request to Purchase form along with Division Director or their designees.
two (2) or more written price quotes.
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$10,000.01 - $25,000.00 Request to Purchase form along with County Administrator
two (2) or more written price quotes.
Requesting Department wilI solicit
bids in conjunction with the
Purchasing Department.
$25,000.01 AND OVER Competitive Bid process BOCC prior approval required
I Governed by County Ordinance
OMB Revised 5/99
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