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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 Page 2 of 2 M382(10/88)