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.
A.
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:
(1)
Specification and standardization.
(2)
Bidder's lists.
(3)
Competitive and noncompetitive purchasing.
(4)
Issuance, receipt, tabulation and award of bids
subject to the verification of the tabulation by the County Controller.
(5)
Intergovernmental and cooperative purchasing
plans and compliance with applicable state and federal regulations
pertaining to procurement.
(6)
Bonding requirements.
(7)
Publication procedures.
(8)
Contract terms and conditions.
(9)
Request for proposals and quotations.
(10)
Emergency purchases.
(11)
Purchase order process, including evidence of
receipt of material.
(12)
Electronic bidding and the use of systems designed
to reduce the cost of the purchasing process without restricting access
and objectivity.
(13)
Inventory of property.
(14)
Delivery of purchases.
B.
The Purchasing Officer will be authorized to analyze,
develop and implement innovative purchasing procedures, including,
but not limited to "on-line" purchases via computers.
C.
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.
A.
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.
B.
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.
C.
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.
D.
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:
(1)
The identification and timing of needs;
(2)
The preparation of appropriate purchasing forms;
(3)
The selection of vendors and contractors and
the award of contracts;
(4)
The inspection of commodities, supplies and
materials;
(5)
The use of blanket purchase orders and price
agreements;
(6)
The receipt and payment process; and
(7)
The prompt payment of all obligations incurred
in the purchasing process.
