File #: 24-207    Version: 1 Name:
Type: Action Item Status: Agenda Ready
File created: 2/22/2024 In control: BOARD OF SUPERVISORS
On agenda: 2/27/2024 Final action:
Title: 1:00 P.M. - (Continued from February 6, 2024) – Public Hearing – Consideration of an Ordinance Amending the Purchasing Ordinance: Article X of Chapter Two of the Lake County Code to include increased purchasing limits, additional definitions, modify requirements for exemptions from competitive bidding and additional procedures for informal and formal bidding
Sponsors: Administrative Office
Attachments: 1. ARTICLE_X.___PURCHASING 2.27.pdf, 2. Ordinance with Track Changes
Date Ver.Action ByActionResultAction DetailsMeeting DetailsVideo
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Memorandum

 

 

Date:                                          February 27, 2024

 

To:                                          The Honorable Lake County Board of Supervisors

 

From:                                          Susan Parker, County Administrative Officer

                                          Casey Moreno, Deputy County Administrative Officer

 

Subject:                     (Continued from February 6, 2024) 1:00 P.M. - Public Hearing - Consideration of an Ordinance Amending the Purchasing Ordinance: Article X of Chapter Two of the Lake County Code to include increased purchasing limits, additional definitions, modify requirements for exemptions from competitive bidding and additional procedures for informal and formal bidding

 

Executive Summary:

Staff is requesting that Article X of Chapter Two of the Lake County Code be amended to increase the purchasing limits, include additional definitions, modify a requirement for exemptions from competitive bidding and additional procedures for informal and formal bidding.

 

Of the 35 counties we were able to obtain copies of their purchasing policies, all but 6 have significantly higher limits before requiring BOS approval.   The distinction between RFP and formal bids is something that is currently missing as well as the procedures for RFP. 

 

The following sections have the proposed changes:

Section 2-34. Definitions: (m) Purchase Order or Written Purchase Order, (n) Bid, (o) Request for Proposal (RFP), and (p) Request for Quotation (RFQ).

 

Section 2-36. Powers and Duties: (a-c, m, n) $25,000 is increasing to $100,000.

 

Section 2-38. Exemptions from Competitive Bidding.

                     38.2(3) is being removed and replaced with “Service provided by another governmental agency”.

                     38.3 $25,000 increased to $50,000

                     38.7 Added exemption pursuant to Election Code 13001 and 14100

 

Section 2-39. Solicitation Methods and Awarding Authority.

(a)                     $3,000 increased to $5,000

(b)                     $3,000 increased to $5,000, and $25,000 increased to $50,000

(c)                     $25,000 increased to $50,000, and $50,000 increased to $100,000

(d)                     $50,000 increased to $100,000

 

Section 2-40. Informal Solicitation and Evaluation Procedures.

40.2 is being amended to include additional procedures for an RFQ.

40.3 $3,000 increased to $5,000, $25,000 increased to $50,000, and $50,000 increased to $100,000

40.4 $50,000 increased to $100,000

 

Section 2-41. Soliciting and Awarding Formal Bids.

41.1 is amended to clarify procedures for bidding. 

41.2 is amended to include RFP procedures and is moving former 41.2 to 41.3.

41.2 to 41.5 is moving to 41.3 to 41.6.

 

Section 2-42. Emergency Purchases.

                     42.1 $3,000 increased to $5,000

                     42.2 $25,000 increased to $100,000

 

These changes will improve efficiency and clarify informal and formal bidding for further transparency.  Staff recommends your board approve the first reading of the purchasing ordinance update.

 

If not budgeted, fill in the blanks below only:

Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________ 

 

Purchasing Considerations (check all that apply):                                           Not applicable

Fully Article X. <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI>- and/or Consultant Selection Policy <http://lcnet.co.lake.ca.us/Assets/Intranet/Policy/Policies+$!26+Procedures+Manual/Ch4_2021v2.pdf>-Compliant (describe process undertaken in “Executive Summary”)                     

Section 2-38 <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI> Exemption from Competitive Bidding (rationale in “Executive Summary,” attach documentation, as needed)                     

For Technology Purchases: Vetted and Supported by the Technology Governance Committee <http://lcnet.co.lake.ca.us/Assets/Intranet/Intranet+Forms/Information+Technology/AdvPlan.pdf> (“Yes,” if checked)

Other (Please describe in Executive Summary)

 

Consistency with Vision 2028 <http://www.lakecountyca.gov/Government/Directory/Administration/Visioning/Vision2028.htm> (check all that apply):                                                                Not applicable

Well-being of Residents                                           Public Safety                                                                Disaster Prevention, Preparedness, Recovery                     

Economic Development                                           Infrastructure                                                                County Workforce                     

Community Collaboration                      Business Process Efficiency                      Clear Lake                                                               

 

Recommended Action: Consideration of an Ordinance Amending the Purchasing Ordinance: Article X of Chapter Two of the Lake County Code to include increased purchasing limits, additional definitions, modify requirements for exemptions from competitive bidding and additional procedures for informal and formal bidding.