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Home My WebLink AboutMINUTES - 07131993 - 2.5 i BOARD OF SUPERVISORS (J� FRom: Barton J. Gilbert Cwtra Director of General Services 'x�)s�ta�., �.II.JJICI DATE: July 13, 1993 SUBJECT: "Warrant Request" Purchasing Procedure SPECIFIC REQUEST(S) OR RrCOMMF..NDATION(S ) & BACKGROUND AND JUSTIFICATION I . RECOMMENDATION APPROVE the attached Resolution authorizing County departments and officers to directly purchase specified items for. County business and operations using the "Warrant Request" form. II . FISCAL IMPACT Amending the "Warrant Request" purchasing procedure will result in substantial savings in processing time to the Purchasing Division of General Services and will greatly decrease the time it takes for County Departments to purchase and receive items of low dollar value and items for which there is limited or no ability to negotiate with vendors . Such items include utility installation fees, subscriptions and publications, and interpreter services . With the County' s current fiscal constraints, it is critical to provide County Departments with purchasing services in the most expedient, cost effective manner possible. This procedure will allow professional buyers to concentrate their efforts on bidding and negotiating contracts for items and services which result in even greater savings to Departments . The use of the Warrant Request form will eliminate the need to process a requisition into a purchase order. Departments can purchase directly from vendors, using one form, the Warrant Request, which is then processed through the Auditor Controller' s Office. The estimated saving is $30,000 per year, based on an average processing cost of $12 .00 per purchase order. There will be no additional work for the Departments or for the Auditor' s Office, and less work for the Purchasing Division. Departments will have the ability to order needed items and to receive them much faster, as the average time to process a requisition into a purchase order is 21 days . CONTINUED ON ATTACHMENT". x_._. YES SIGNATURE: RECOMMENDATION O►' COUNTY ADMINISTRATOR RMCOMMENDATION OF BOARD COMMITTEE A!'F'ROVF_ OTHER SIGNATUREkp(..� �� e.. ..,..,,.-.- ACTION OF BOARD UN _...---- f-OPROVED AS RECOI•IMEIJDED OTHER VOTE OF surERV1SORS I HEREBY CERTIFY THAT THIS IS A TRUE _V UNANIMOUS (ABSENT - ) AND CORRECT COPY OF AN ACTION TAKEN AYES: _ _ rAOFS __.__.._...._..._.... AND ENTERED ON TUE M 1 N`JTES OF THE BOARD ABSENT' _ ADSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED JUL 13 1993 PHIL BAICHELOR. CLERK OF TIIE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR M382/7-83 DET�U'1'Y III . BACKGROUND In 1990, California Government Code section 25501 was amended so that it is no longer mandatory that the County Purchasing Agent be utilized to purchase services, supplies, equipment, materials, goods and other personal property. County Ordinance 90-115, passed in November, 1990, added to the Ordinance Code Section 25501 which provided for the Board of Supervisors, by resolution, to authorize County departments and officers to purchase services and goods without using the County Purchasing Agent. Resolution 90/724 authorized the direct purchase of certain specified items without utilizing the Purchasing Agent. The Resolution attached for approval expands the list of specified items and includes items under $200 which are not authorized by blanket purchase order or for which County contracts have not existed and do not exist. In October, 1992, the Purchasing Division of General Services implemented an automated purchasing system which has provided information on the number and value of purchase orders issued. In analyzing the available information, Les Littman, Purchasing Services Manager, realized that the time required for processing purchase orders for small dollar expenditures was proportionately much higher than the expenditures . Thirty-six per cent of the requisitions accounted for less than one per cent of the dollars spent. In addition to the savings realized by not processing requisitions for small dollar items, if that processing time is redirected towards bidding and negotiating large contracts for County Departments, substantial additional savings could be realized. During the past two years the Purchasing Division has negotiated contracts which save thousands of dollars . Examples, with estimated annual savings, include: Stationery supplies $200, 000 Personal Computer "Clones" 200,000 Medical/surgical supplies 30, 000 Pharmaceuticals 40, 000 It is proposed that the "Warrant Request" procedure be expanded to include other specific items which must be purchased and for which there are limited vendors available, as well as to include items which cost less than $200, with some restrictions, as stated in the proposed Resolution. The Auditor-Controller and County Counsel were apprised of this proposal, and both have given their input and approval . Orig/Contact: B. J. Gilbert--313-7100 cc: General Services Department Administration Purchasing Auditor-Controller County Administrator County Counsel THE BOARD OF SUPERVISORS, CONTRA COSTA COUNTY, CALIFORNIA Adopted this Order on July 13, 1993 , by the following vote: AYES: Supervisors Powers, Smith, Bishop, McPeak and Torlakson NOES: None ABSENT: None SUBJECT: "Warrant Request" ) RESOLUTION NO. 93/ 429 Purchasing Procedure ) (Govt.C. 54201 ff. & Ord.C. S 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. Any such authorized item purchases may be made only as provided by this Resolution, and in accordance with current departmental appropriated budget accounts by obtaining a warrant from the Auditor-Controller utilizing its prescribed "Warrant Request" form. Further, any such authorized item purchases shall be made only in compliance with any applicable County policies, regulations, and administrative bulletins (e.g. , any required approved travel authorization, County Administrator and/or Board of Supervisors imposed purchasing restrictions or moratoriums, etc. ) . Effective August 1 , 1993, and subject to the above, County depart- ments 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 . 1 . Association Dues and Membership Fees . 2 . Postage, Federal Express, and UPS. 3 . Lodging. 4 . Registration. 5 . Facility Rental and Food--Training. This item covers obtaining facilities for training use on a one-time or very infrequent basis similar to lodging, as well as catering at such training facilities or group meals at restaurants . 6 . Advertising. This item covers advertising for County employment opportunities to notify potential candidates of temporary or permanent jobs with Contra Costa County. 7 . Legal Process Service Fees . This item includes, among other things, the service of subpoenas (civil and criminal) , summons, 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 District (BART) tickets, fares for other forms of public transportation, and bridge tolls . 9 . Permits, fees, and licenses paid to governmental agencies . This item covers, for example, permits to store flammable liquids and land use permits . -1- RESOLUTION NO.. 93/429 10 . Utility installation fees (General Services and Public Works Departments only) . 11 . Books, subscriptions, and publications, including tele- phone directories . 12 . Interpreter and translation services . 13 . Reimbursement to health care providers for services performed on referral by Health Services Department staff. 14 . Legal notices . 15 . Items under $200 . 00 which are not authorized by blanket purchase order or for which County contracts do not exist and have not existed. The following items are to be excluded from the Warrant Request Purchasing Procedure, regardless of cost. Furniture, including chairs, desks, lamps, tables, etc. Computer hardware and software. Cellular telephones . Printing services . Appliances, including refrigerators, microwave ovens, televi- sions, VCR's, etc. Office supplies on contract. Building related charges such as utilities, custodial services, elevator maintenance, etc. Additions to existing fixed assets . This Resolution supersedes Resolution 90/724 adopted on November 8, 1990 . Orig/Contact: General Services Department Barton J. Gilbert--313-7100 cc: General Services Department Administration Purchasing Auditor--Controller County Administrator County Counsel -2-