Item D06 D6
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
October 16, 2024
Agenda Item Number: D6
2023-3079
BULK ITEM: Yes DEPARTMENT: Tourist Development Council
TIME APPROXIMATE: STAFF CONTACT: Ammie Machan 305-296-1552
N/A
AGENDA ITEM WORDING: Approval to update TDC Operations Manual to update TDC
Purchasing Policy in Section II to change "Marketing Director" to "President/CEO"
ITEM BACKGROUND:
TDC approved same at their meeting of September 17, 2024
PREVIOUS RELEVANT BOCC ACTION:
BOCC has approved previous versions of the TDC Purchasing Policy for inclusion in the TDC
Operations Manual.
INSURANCE REQUIRED:
No
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Updated TDC PURCHASING POLICY.pdf
FINANCIAL IMPACT:
N/A
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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 Office
Manager/Department
Director*** or designee
$5,000.01 - $9,999.99 Requires the Requisition in the finance Office
system. Price reasonableness Manager/Department
documentation is required to be Director*** or designee
maintained by the Requesting
Department.*
$10,000.00 - $19,999.99 Requires the Requisition in the finance Office
system along with two (2) or more price Manager/Department
quotes** Director*** or designee
$20,000.00 — $34,999.99 Requires the Requisition in the finance Office
system along with two (2) or more price Manager/Department
quotes** Director*** authorized for
purchases up to 34,999.99.
Designee allowed for
purchases up to
$19,999.99 only
$35,000.00 - $100,000.00 Requires the Requisition in the finance TDC Approval and TDC
system along with two (2) or more price President/CEO
quotes** Approval
$100,000.01 - $150,000.00 BOCC prior approval required along with TDC Approval
three (3) or more written price quotes.** And BOCC approval
$150,00.01 AND 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.
(Insert BOCC approval Date)
* 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, documented
verbal quotes from the vendor/contractor, or documentation of pricing found on the internet.
***Department Director— Sales, Market Research and Film
A copy of the Monroe County Purchasing Policies and Procedures Manual can be obtained by
contacting the Monroe County Purchasing Department.
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