The Division of Purchasing and Supplies shall be responsible for contracting for the purchase or lease of all materials, supplies, furnishings, equipment, insurance and surety and fidelity bonds or other personal property and nonprofessional services.
The Purchasing Officer shall head the Division of Purchasing and Supplies. The Purchasing Officer shall be a certified Public Purchasing Officer and meet the requirements established by the National Institute of Governmental Purchasing. A minimum of five years of supervisory experience in public and/or private purchasing operations within eight years preceding the date of employment may be substituted for certification.
The Purchasing Officer shall adopt rules and procedures covering the general operation and administration of purchasing. Such rules and procedures shall include, but shall not be limited to the following:
Specification and standardization.
Competitive and noncompetitive purchasing.
Issuance, receipt, tabulation and award of bids subject to the verification of the tabulation by the County Controller.
Intergovernmental and cooperative purchasing plans and compliance with applicable state and federal regulations pertaining to procurement.
Contract terms and conditions.
Request for proposals and quotations.
Purchase order process, including evidence of receipt of material.
Electronic bidding and the use of systems designed to reduce the cost of the purchasing process without restricting access and objectivity.
Inventory of property.
Delivery of purchases.
The Purchasing Officer will be authorized to analyze, develop and implement innovative purchasing procedures, including, but not limited to "on-line" purchases via computers.
The purchasing rules and procedures adopted pursuant to this Administrative Code shall be included in a Purchasing Manual, prepared, reviewed and periodically revised by the Purchasing Officer in consultation with the Department of Law. The Purchasing Manual shall be prepared within six months of the adoption of this Administrative Code.
Units of the Executive Branch, County Officers, Independently Elected County Officials, the Courts and Agencies which require materials, supplies, furnishings, equipment, insurance, surety and fidelity bonds, other personal property, and nonprofessional services shall submit a requisition to the Purchasing Officer describing the type and quantity of goods or services required.
Unless otherwise provided for in this Administrative Code in § 5-805.02, Budget Transfers, and § 5-903.03, Emergency Competitive Procurement Process, the Purchasing Officer shall not approve a requisition and proceed with a contract or purchase unless there is a current appropriation in the Comprehensive Fiscal Plan against which requisition can be made. If the Purchasing Officer does not approve the requisition, the Purchasing Officer shall attach a memorandum thereto setting forth the specific objections to the requisitioning County officer or independently elected County official, department or division, within the Executive Branch, or other board, commission or agency.
Except as otherwise provided in this Administrative Code, all purchases, leases or rentals, of materials, supplies, furnishings, equipment, insurance, surety and fidelity bonds, other personal property and nonprofessional services shall be coordinated and requested through the Division of Purchasing and Supplies.
The Purchasing Officer may delegate purchasing authority and prepare policies and procedures governing the delegation of purchasing authority, including the manner in which such activities shall be monitored and controlled by the Purchasing Officer. The policies and procedures shall cover, at a minimum the following:
The identification and timing of needs;
The preparation of appropriate purchasing forms;
The selection of vendors and contractors and the award of contracts;
The inspection of commodities, supplies and materials;
The use of blanket purchase orders and price agreements;
The receipt and payment process; and
The prompt payment of all obligations incurred in the purchasing process.