HomeMy WebLinkAboutMINUTES - 12021997 - C37 C.31
BOARD OF SUPERVISORS Contra
FROM: Barton J. Gilbert, Director of General Services -f
Costa
DATE: October 27, 1997 - County
SUBJECT: Introduce Ordinance Implementing The Use Of An Authorized
Procurement Card By County Departments
SPECIFIC REQUESTS OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
I. RECOMMENDATION
Introduce Ordinance in compliance with Government Code Section 54203, which authorizes
County purchase of certain items without using the County Purchasing Agent if an authorized
procurement card is used.
H. BACKGROUND/FISCAL IMPACT
In July 1993, the Board of Supervisors approved resolution 93/429 to implement the"Warrant
Request" procedure. This procedure delegated authority to County departments to purchase
certain"low dollar" or"little value added" items and eliminated the need to process a requisition
into a purchase order. As many as 5,000 requests annually are submitted by departments directly to
the Auditor, allowing Purchasing staff to concentrate on large dollar purchases and contracts where
the greatest savings can be achieved.
Through the use of a departmental procurement card further benefits can be achieved:
1. Streamline the procurement process, saving time and money in cost of issuance of purchase
order or warrant requests.
2. Eliminate multiple invoices of low-value purchases so departments can process one invoice per
month.
3. Reduce the number of checks issued, and petty cash and demand claims processed by the
Auditor.
CONTINUED ON ATTACHMENT: X YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD ON 2 — - 19 9 � APPROVED AS RECOMMENDED_ OTHER
APPROVED the recommendations as set forth above, and REFERRED
the proposed ordinance to the Finance Committee for review.
VOTE OF SUPERVISORS
/-UNANIMOUS(ABSENT_ )
AYES: NOES: I HEREBY CERTIFY THAT THIS IS A TRUE
ABSENT: ABSTAIN: AND CORRECT COPY OF AN ACTION TAKEN
AND ENTERED ON THE MINUTES OF THE BOARD
MEDIA CONTACT: BARTON J.GILBERT(313-7100) OF SUPERVISORS ON THE DATE SHOWN.
CC: County Administrator ATTESTED t� / 9 9 7
Auditor Controller PHIL BATCHELOR,CLERK OF�RD OF
General Services Department
Administration SUPERVISORS AND COUNTY ADMINISTRATOR
Accounting
Purchasing BY DEPUTY
M382 (10/88)
e'3q
Re: Introduce Ordinance Of Procurement Card
October 27, 1997
Page-2-
In addition, the procurement card can provide a benefit to County vendors. It reduces the payment time
to within 48 to 72 hours as opposed to two to four weeks. With such prompt payment, vendors will be
encouraged to do business with the County and greater competition will yield better pricing.
Unlike personal credit cards, there are no interest charges which accrue on a monthly basis.
Auditor-Controller Kenneth J. Corcoran concurs with the recommendation of the implementation of a
procurement card for County departments. As a result, County Counsel has drafted the attached
ordinance.
Ail
Ordinance No. 97-
(County Purchasing Procedures)
The Contra Costa County Board of Supervisors ordains as follows (omitting the
parenthetical footnotes from the official text of the enacted or amended
provisions of the County Ordinance Code):
SECTION I. SUMMARY. This ordinance authorizes County purchase of certain
items without using the county purchasing agent if an authorized procurement
card is used.
SECTION II. Section 1108-2.224 is added to the County Ordinance Code to
read:
1108-2.224. Purchases by Procurement Card. Except as otherwise
required by ordinance or general law, the board of supervisors, by resolution,
may authorize county departments and officers to purchase supplies, equipment,
materials, goods and other personal property without using the purchasing agent
if a procurement card authorized by the County General Services Department is
used. Such purchases may only be made as provided for by board resolution,
any applicable county administrative bulletin and in accordance with current
appropriated budget accounts. As appropriate or necessary, the Director of
General Services shall report to the County administrator on the purchasing
done pursuant to this section. (Ord, 97-
SECTION Ill. EFFECTIVE DATE. This ordinance becomes effective 30 days
after passage, and within 15 days of passage shall be published once with the
names of the Supervisors voting for and against it in the Contra Costa times, a
newspaper published in this County.
PASSED on December , 1997, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST: Phil Batchelor, Clerk of
the Board and County Administrator Board Chair
By:
Deputy
[SEAL]
a0rdinance.doclO/97