13.G.1.
Approval of Changes to Purchasing Manual and Procedures and
Authorization to Advertise for Public Hearing for Changes to Chapter
105 Indian River County Code
Recommended Action:
Staff recommends the Board approve the submitted changes to the Procurement
Policies and Procedures Manual, and authorize staff to advertise for a public
hearing for modifications to Chapter 105 Indian River County Code.
Procurement Manager Jennifer Hyde opened the item by introducing her staff,
their qualifications, and the division's goal. She then presented the proposed
changes to the Indian River Code (Code) and updates to the Purchasing Manual
and Procedures (Manual). The changes sought to address the challenges of
increased costs and delivery times, low spending thresholds, and cyber security.
Proposed changes to Chapter 105 of the Code included reorganization of the
content, moving procedures to the Manual, an spending threshold increase for the
County Administrator, and required disclosure of vendor ownership by County
employees. Proposed changes to the Manual included increasing the quote
threshold to $10,000, increasing the formal procurement (bid) threshold to
$100,000, increasing the Procurement Manager's threshold to $100,000,
increasing the County Administrator's authority to $200,000, increasing bid
security to $200,000, and increasing the construction bond requirement to
$200,000. The section ended with a list of miscellaneous changes related to the
bid and award process.
Chairman Flescher expressed reservations at increasing the County
Administrator's threshold to $200,000. He was uncomfortable granting the
authority to spend such a large amount without the Board's approval; he
suggested setting the limit at $100,000. Vice Chairman Loar received information
from Ms. Hyde on the benefits to lowering the bond capacity on certain projects.
Commissioner Earman was assured that the changes would make the County
more efficient and more responsive during emergencies.
Commissioner Earman was in favor of increasing the Administrator's threshold,
and sought input from Administrator Titkanich on how to ensure communication
regarding expenditures. The Administrator noted he produced a quarterly report
and offered to create a monthly one instead. Chairman Flescher maintained his
objection to being notified only after the money was spent, except in cases of
emergency, and noted he could call a special call meeting to discuss large
expenditures. Ms. Hyde informed Commissioner Adams that typical projects in
the $100,000 to $200,000 range included roofing bids, boardwalks, painting,
power washing and other large repair work. Commissioner Moss expressed
support for staff's recommendation.
