Memorandum
Date: February 6, 2024
To: The Honorable Lake County Board of Supervisors
From: Susan Parker, County Administrative Officer
Casey Moreno, Deputy County Administrative Officer
Subject: 11:30 A.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 a requirement 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
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 a requirement for exemptions from competitive bidding and additional procedures for informal and formal bidding.