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BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
DATE: April 2, 2013
TO: Honorable Chairman and Members of the Board
FROM: Richard Brannon
SUBJECT: Revisions to the Purchasing Manual
DEPARTMENT: Purchasing
BCC DISTRICT: All
STATEMENT OF ISSUE:
The attached Purchasing Manual has been revised to incorporate the recommendations from the
Auditor General’s Office, as well as input from various county departments and county officials.
The revised Purchasing Manual contains updated policies and procedures which will govern all
procurement of goods and services within the county.
BACKGROUND AND ANALYSIS:
The initial draft of the revised Purchasing Manual was presented to the Board at its March 19,
2013 meeting. Provided in the board’s packet includes a clean final draft version as well as a
strikeout/underline version of changes from the version presented in the March 19th meeting and
a strikeout/underline version those changes from the original manual.
The following is a list additional changes that have been made:
• Inclusion of a penalty provision for Code of Ethics violations.
• Pursuant to recommendations from the Board’s external auditor, the process for P-Card
expenditure approvals now specifically state that:
o County Administrator’s P-Card expenditures shall be reviewed and approved by
the Board
o Board member P-Card expenditures shall be reviewed and approved by the
Clerk’s Finance Department.
• Pursuant to requests submitted by the Federal Transit Administration (“FTA”), several
provisions have been included pertaining to purchases involving FTA funding.
• Require that purchases presented to the Board for approval be thoroughly reviewed by
the Department Director, Purchasing Director and County Administration.
• Require the Purchasing Department to coordinate with the Information Systems
Department on issuance and monitoring of county-owned wireless communication
devices.
• There were several sections that needed to be relocated within the manual. In the strike-
through version you’ll notice sections I, J, K, L, M, N & O were added (pages 21- 28)
and lined through (pages 36 - 48) to identify this relocation.
OPTIONS: Approve/Disapprove.
RECOMMENDATION: Approve and adopt the revised Purchasing Manual.
RECOMMENDED BY:
APPROVED BY:
James D. Curry, County Administrator