TO: Board of County Commissioners
THROUGH: John A. Titkanich, Jr., County Administrator
Kristin Daniels, Director, Office of Management and Budget
FROM: Jennifer Hyde, Procurement Manager
DATE: April 22, 2022
SUBJECT: Authorization to Increase Blanket Purchase Orders for Ring Power Corp and Auto Partners LLC.
__________________________________________________________________
BACKGROUND
Blanket Purchase orders are issued at the request of departments to enable as needed purchases over the course of the fiscal year. The Purchasing Manager may approve purchase orders up to $35,000 (not associated with a bid or contract), and the Administrator is authorized in Section 105.01 of the County Code to approve purchase orders up to $75,000.
ANALYSIS
The needs of some departments may exceed the Administrator’s approval authority during the course of a fiscal year. Many of these purchases reflect needs that are not easily addressed through the bid process, and therefore a waiver of the requirement for bids is reasonable and necessary.
As additional funds are needed on each Purchase Order, a change order request is entered, and is authorized by the department, the Budget Office, and Purchasing Division. Waiver of the requirement for bids and pre-authorization of the Purchase Orders by the Board will ensure the Purchase Orders can be increased expeditiously, after confirmation of the availability of funds in the appropriate account by the Budget Office.
BUDGETARY IMPACT
Funds are, or will be made available prior to any increase to the purchase orders is authorized as follows:
|
PO# |
Vendor and Material |
Current Amount |
Total Request |
Amount Spent 23/24 |
|
100418 |
Ring Power Corp - Sublet Repairs |
$75,000 |
$150,000 |
$122,373 |
|
100891 |
Auto Partners LLC (Dyer Chevrolet) - Sublet Repairs |
$75,000 |
$150,000 |
$81,588 |
|
|
Total |
$150,000 |
$300,000 |
$203,961 |
|
Justification: Off site repair needs continue to increase |
|
Account Name |
Account Number |
|
Fleet Maintenace/Vehicle Maintenance/Other Contractual Services |
50124291-033490 |
|
PO# |
Vendor and Material |
Current Amount |
Total Request |
Amount Spent 23/24 |
|
100777 |
Cole Auto Supply - Parts |
$75,000 |
$120,000 |
$100,049 |
|
Justification: Parts needed for on site repairs |
|
Account Name |
Account Number |
|
Fleet Maintenace/Fleet Maintenance/Inventory - Parts |
501-141024 |
PREVIOUS BOARD ACTIONS
Prior blanket PO increase authorizations (multiple).
STAFF RECOMMENDATION
Recommended Action
Staff recommends the Board of County Commissioners waive the requirement for bids and authorize increases to the listed Purchase Orders, as available funds are approved by Budget.