Item D02 D2
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE �� i Mayor Holly Merrill Raschein,District 5
The Florida Keys Mayor Pro Tern James K.Scholl,District 3
Craig Cates,District 1
Michelle Lincoln,District 2
' David Rice,District 4
Board of County Commissioners Meeting
January 31, 2024
Agenda Item Number: D2
2023-1936
BULK ITEM: Yes DEPARTMENT: Tourist Development Council
TIME APPROXIMATE: STAFF CONTACT: Ammie Machan 305-296-1552
AGENDA ITEM WORDING: Approval to revise Section II of the TDC Operations Manual to
update the TDC Purchasing Policy to match the Purchasing Authority Levels of the BOCC more
closely. This update also corrects a scriveners error in the amount requiring a competitive bid process.
ITEM BACKGROUND:
TDC staff have been working to update the TDC Purchasing Policy to match the Purchasing Authority
Levels of the BOCC more closely. This update also corrects a scriveners error where the amount
requiring a competitive bid process was listed as $100,000 instead of$150,000.01.
TDC approved same at their meeting of December 19, 2023.
PREVIOUS RELEVANT BOCC ACTION:
INSURANCE REQUIRED:
No
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Updated TDC Purchasing Policy.pdf
FINANCIAL IMPACT:
1004
TDC PURCHASING POLICY: The Monroe County TDC (also applies to District
Advisory Committees) follows the purchasing procedures as outlined in the Monroe
County Purchasing Policies and Procedures Manual. There are seven (7) levels of
purchasing as follows:
PURCHASING LEVELS PURCHASING
FOR TOTAL DOLLAR WHAT TO DO? AUTHORITY (WHO
AMOUNT APPROVES/WHO
PAYS)
$.01 -$5,000.00 Purchase Order not required ice I I I
anager/De�� e
Dire ** or f e
$5,000.01 -$9,999.99 Requires the Requisition in the finance ce
system. Price reasonablene
'����1��//D/////j nager artment
documentation is required ! Ie t or designee
maintained by the Reque gr � �
Department.*
$10,000.00 -$19,999.99 Requires the Requisition irilh *Kance ffice
system along w r more price, anager/Department
quotes** / � Director*** or designee
�f
$20,000.00 —$34,999.99 Requires th equisition in t finance Office
system alon � ,ith two (2) or� pre price Manager/Department
qu �`� �� Director*** authorized for
0////////////////////////// 11 / purchases up to 34,999.99.
Designee allowed for
purchases up to
$19,999.99 only
$35,000.00 -$100, % TDC Approval and TDC qui"% a Requisition in the finance Marketing Director
em a" ng with two (2) or more price
Ws**
$100 000.01 -$1 ,r 00.00 B C prior approval required along with TDC Approval
j////// r?e (3) or more written price quotes.** And BOCC approval
$ A ' OVER Requires Competitive Bid process. TDC Approval
BOCC prior approval required. And BOCC approval
Governed by County Ordinance, as
supplemented by the Purchasing
Policies and Procedures Manual.
r
(BOCC approval date)
he Requesting Department should utilize price quotes, telephone or internet research
Oj
document price reasonableness.
ice quotes can be in the form of written quotes from the vendor/contractor,
do umentated verbal quotes from the vendor/contractor, or documentation of pricing
found on the internet.
***Department Director— Sales, Market Research and Film
1005
TDC PURCHASING POLICY: The Monroe County TDC (also applies to District
Advisory Committees) follows the purchasing procedures as outlined in the Monroe
County Purchasing Policies and Procedures Manual. There are seven (7) levels of
purchasing as follows:
PURCHASING LEVELS WHAT IS REQUIRED A ROVAL
FOR TOTAL DOLLAR IRED
AMOUNT
$.01 - $5,000.00 Purchase Order not required Office Manageror TDC
Director Signature
Requires the Requisition in the finance
$5,000.01 - $9,999.99 system. Price reasonableness Office Manager or TDC
documentation is required to be Director Signature
maintained by the Requesting
Department.*
Requires the Requisition in the finance
$10,000.00 - $19,999.99 system along with two (2)or,more price Office Manager or TDC
quotes" Director Signature
Requires the Requisition in the finance
$20,000.00— $34,999.99 system along with two(2) or more,price TDC Director Signature
quotes**
$35,000.00 - $100,000.00 Requires the Requisition in the finance TDC Approval
system along with two (2) or more price And TDC Director
quotes** Signature
BOCC prior approval required along TDC Approval
$100,000.01 - $150,000'.00 with three (3) or more written price And BOCC approval
quotes.**
Requires Competitive Bid process.
$100,000.01 AND OVER TDC Approval
BOCC prior approval required. And BOCC approval
Governed by County Ordinance, as
supplemented by the Purchasing
Policies and Procedures Manual.
(BOCC 6/21/23)
* The Requesting Department should utilize price quotes, telephone or internet research
to document price reasonableness.
**Price quotes can be in the form of written quotes from the vendor/contractor,
documentated verbal quotes from the vendor/contractor, or documentation of pricing
found can the internet.
1006
NEW BOCC Purchasing Policy
PURCHASING LEVELS PURCHASING
FOR TOTAL DOLLAR WHAT TO DO? AUTHORITY(WHO
AMOUNT APPROVES/PAYS)
$0.1 - $5,000.00 Purchase Order not required Department Director or
designees
$5,000.01 - $9,999.99 Requires the Requesting Department to Department Director or,
submit a Requisition in the finance designees
system to Purchasing.Price
reasonableness documentation is required
to be maintained by
the Requesting Department.
$10,000.00 - $19,999.99 Requires the Requesting Department to Department Director or
submit a Requisition in the finance system designee
along with two (2) or more price quotes
which can be in the form of written quotes
from the vendor/contractor, documented
verbal quotes received from the
vendor/contractor, emailed quotes from the
vendor/contractor, or documentation of
pricing found on the internet.;
$20,000.00 - $34,999.99 Requires the Requesting Department to Department Director
submit a Requisition in the finance authorized for purchases up to
system along with two(2)or more price $34,999.99. Designee allowed
quotes which can be in the form of for purchases up to $19,999.99
written quotes from the only.
vendor/contractor,documented verbal
quotes received from the
vendor/contractor, emailed quotes from
the vendor/contractor, or documentation
of pricingfound on the internet.
$35,000.00 - $100,000.00 Requires the Requesting Department to County Administrator,
submit a Requisition in the finance Assistant County
system along with two (2) or more price Administrator or Purchasing
quotes which can be in the form of g
written quotes from the Director
vendor/contractor, documented verbal
quotes received from the
vendor/contractor, emailed quotes from
the vendor/contractor, or documentation
of pricing found on the internet.
$100,000'04 -$150,000.G0 BOCC prior approval required along BOCC
with three (3) or more written price
notes.
150,000.01 and over Competitive Bid process BOCC
BOCC prior approval required. Governed
by County ordinance, as supplemented by
the Purchasing Policies and Procedures
Manual.
2, If the County Administrator or Purchasing Director determines such to be in the County's
best interests, the requirements for two or more quotes or competitive solicitation may be
required for purchasing goods or services at a lower level of procurement requirements than
shown in the chart. The Requesting Department should utilize price quotes, telephone, or
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1007