HomeMy WebLinkAboutRESOLUTIONS - 01012001 - 2001-72 THE BOARD OF SUPERVISORS
CONTRA COSTA COUNTY, CALIFORNIA
Adopted this Order on March 6, 2001, by the following vote:
AYES: SUPERVISORS GIOIA, GERBER, DeSAULNIER, GLOVER and UILKEMA
NOES: NONE
ABSENT: NON E
SUBJECT: Warrant Request RESOLUTION NO. 2001\72
Purchasing Procedure (Govt. C. 54201 ff. and
Ord. C. §1108 —2.222)
The Board of Supervisors of Contra Costa County Resolves that:
Pursuant to County Ordinance Code Section §1108-2.222, County departments and officers may be
authorized to purchase directly certain items without utilizing the Purchasing Agent.
This resolution amends and supercedes Resolution No. 95\526, adopted November 7, 1995 and
Resolution No, 2000\531, adopted November 14, 2000.
Any such authorized item purchases must be made only as provided by this Resolution and in accordance
with available departmental currently appropriated budget accounts by obtaining a warrant from the
Auditor-Controller utilizing the "Warrant Request" form. Further, any such authorized item purchases
shall be made only in compliance with any applicable County policies, regulations and administrative
bulletins.
Effective March 6, 2001, and subject to all provisions stated above, County departments and officers are
hereby authorized and may, in lieu of using the Purchasing Agent, directly purchase the following
specified items required for County business and operations, regardless of cost:
1. Association dues and membership fees.
2. Postage, Federal Express, and UPS.
3. Lodging.
4. Registration, including fees for conference booths.
5. Facility rental and food. This item covers obtaining facilities for use on a one-time only or very
infrequent basis, similar to lodging. It also covers catering or food purchases for County sponsored
meetings and events, including group meals at restaurants.
6. Advertising. This item covers advertising for County employment opportunities, and other
advertising related to County business and operations.
7. Leizal Process Service Fees. This item includes, among other things, the service of subpoenas (civil
and criminal), summonses, probate notices, guardianship and LPS documents, and service of other
legal proceedings (orders to show cause, unlawful detainer notices, notices to debtors, etc.).
8. Bus fares, Bay Area Rapid Transit (BART) tickets, fares for other forms of public transportation and
bridge tolls.
9. Permits, fees, and licenses Raid to governmental agencies.
10. Utility installation fees (General Services and Public Works departments only).
11. Books, subscriptions and publications, including telephone directories.
12. Legal notices.
Resolution 2001/72
13. Professional medical services payable by the Health Services Department based upon a specified fee
schedule,
THE FOLLOWING ITEMS ARE LIMITED TO A MAXIMUM OF $500.00, EXCLUDING
SALES TAX, SHIPPING AND HANDLING, PER WARRANT REQUEST.
14. Computer hardware and software which are on the Department of Information Technology's list of
pre-approved items.
15. Commodities under$500.00.
16. One time services costing less than $500.00, not covered under a County contract, and authorized by
the Purchasing Agent.
ITEMS OTHER THAN SPECIFIED ABOVE MAY NOT BE PURCHASED UNLESS
ALLOWABLE BY ORDINANCE AND GOVERNMENT CODE AND APPROVED BY THE
PURCHASING AGENT.
THE FOLLOWING ITEMS ARE EXCLUDED FROM THE WARRANT REQUEST
PURCHASING PROCEDURE, REGARDLESS OF COST.
• Professional services costing more than $500.00, covered by California Government Code Section
31000.
• Printing services.
• Lease or rent of land and/or buildings.
• Building maintenance related charges and services, such as custodial services, elevator maintenance,
etc.
• Additions to existing fixed assets.
I hereby certify that this is a true and correct copy of
an action taken and entered on the minutes of the
Board of Sup isorson the date shown,
ATTESTED:% �/O,
11"0/
PHIL BATCHELOR,Clerk of the Board
of Supervisors and County Administrator
B 11fAA,r_,Deputy
Orig. DeptJ General Services Department
Contact: Barton J. Gilbert—313-7100
cc: General Services Department
Administration
Accounting
Purchasing
County Auditor-Controller
County Administrator
County Counsel
2001 /72
TO: BOARD OF SUPERVISORS
FROM: Barton J. Gilbert, Director of General Services Contra
Costa
DATE: March 6, 2001 y County
SUBJECT: ACCEPT RESOLUTION 2001\72, AMENDING
RESOLUTION 2000\531 -WARRANT REQUEST
PURCHASING PROCEDURE
SPECIFIC REQUESTS OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
1. RECOMMENDATION:
Accept and Adopt Resolution No.2001\72, Warrant Request Purchasing Procedure, to update the Warrant
Request procedure to restrict purchases of professional services and to expand purchases of commodities
under$500.00.
11. FISCAL IMPACT:
There are no additional costs associated with this request. The Warrant Request Purchasing Process saves
County costs by allowing Departments to make small dollar purchases directly, without using the
traditional Requisition process through the Purchasing Agent, thereby reducing processing costs to
customer departments and to the Purchasing Division of General Services,
111. BACKGROUND:
The Warrant Request Purchasing Procedure has been edited and amended three times since it's original
adoption in 1993. A new Resolution to adopt the revised "Warrant Request Purchasing Procedure" will
amend and supersede these previous amendments.
The purpose of this amendment is two-fold:
1. To implement the changes which were recommended by the Purchasing Committee and brought to
the Board of Supervisors for approval in June, 2000.
2. To further expand the use of the Warrant Request Purchasing Procedure for small dollar(less than
$500.00) commodity purchases to help Departments obtain goods more expediently; to reduce
Buyer time to process requisitions for small dollar items; to enable vendors providing small dollar
Commodities to be paid in a more timely manner; and to reduce County costs in processing
Requisitions and purchase orders for small dollar amounts.
CONTINUED ON ATTACHMENT: X YES SIGNATURE: AL,/, c
RE
-COMMENDATION OF COUNTY ADMINISTRATOR —RECOMMENDATION OF BOARD COMMITTJ52
.,-A-PPROVE —OTHER
SIGNATURES):2ir�—
ACTION OF B0 D MqrCh 6 . 2001 APPROVED AS RECOMMENDED XX OTHER_
VOTE OF SUPERVISORS
XX UNANIMOUS(ABSENT
AYES: NOES:
ABSENTS: ABSTAIN:
MEDIA CONTACT: Mickey Davis,General Services Department/313-71'
I HEREBY CERTIFY THAT THIS IS A TRUE
CC: General Services Department AND CORRECT COPY OF AN ACTION TAKEN
Administration AND ENTERED ON THE MINUTES OF THE BOARD
Accounting OF SUPERVISORS ON THE DATE SHOWN,
Purchasing
Auditor-Controller ATTESTED 2001
County Administrator J04 ISZ.Wr—W,CLERK OF THE BOARD OF
County Counsel SUPERVISCJRS, ND COUNTY ADMINISTRATOR
BY DEPUTY
Page 1 of 2 M382(10/88)
ACCEPT RESOLUTION 2001172, AMENDING RESOLUTION
20001531 - WARRANT REQUEST PURCHASING PROCEDURE March 6, 2001
The expansion of the Warrant Request Procedure for small dollar purchases will assist departments to obtain
commodities quicker. It will further enhance the implementation of the Small Business Enterprise Program
(SBE) by reducing processing time required to pay vendors for commodities purchased. Many SBE's cannot
wait 90-120 days for payment.
In fiscal year 1999-2000, the Board of Supervisors requested a review of the County's purchasing policies and
practices. A team of staff from the following departments participated in the development of the report
approved by the Board on June 27, 2000: Auditor-Controller, Employment and Human Services, Health
Services, General Services, Public Works, Sheriff, and County Administrator. Among the recommendations in
the report were specific changes to the Warrant Request Process. Those included the elimination of the
following items:
u Interpreter and translation services;
c3 Reimbursement to health care providers for services performed on referral;
o Pre-employment screening and fitness for duty exams.
Subsequently, in November, 2000, an amended Warrant Request Purchasing Procedure Resolution was sent to
the Board for approval. That Resolution had two errors in it:
o A typographical error which stated: "THE FOLLOWING ITEMS ARE NOT TO BE
EXCLUDED..." should read: "ITEMS OTHER THAN SPECIFIED ABOVE MAY NOT BE
PURCHASED ..."
u Exclusion of language in Section 16 to read: "One time services costing less than $500.00, not
covered under a County contract, and authorized by the Purchasing Agent."
The Resolution before the Board corrects the two errors from November, 2000, and addresses the issues raised
by the Purchasing Committee, with one exception. Subsequent discussions with representatives from the
County Administrator's Office and Health Services and the Purchasing Manager have resulted in a consensus
that the Health Services Department should be allowed to use the Warrant Request process to pay for
physician's services provided on referral from Health Services where a pre-established fee schedule exists. This
concession will allow Health Services to provide referrals in an expedient manner, frequently necessary to
provide appropriate, adequate medical care to patients.
The deletion of certain restrictions, such as the purchase of Cellular phones and small appliances is a reflection
of the reduced costs of these types of items, the proliferation of use within the County and the ability of
departments to secure their own low prices by taking advantage of sales and special offers.
It is anticipated that the Procurement Card will eventually take the place of the Warrant Request Procedure for
many of these small dollar commodity purchases. The Procurement Card process is even less costly to the
County than the Warrant Request Procedure, and further enhances the ability of departments to get items
quickly and for vendors to be paid quickly. Currently approximately 100 cards have been issued in the County,
with use expanding on a monthly basis.
MD:ah
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