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County Administrator's Report 15. 3.

BCC Regular Meeting

Technical/Public Service Consent

Meeting Date:	02/19/2015
Issue: Purchasing Policies PP-120 and PP-130
From:	Stephan Hall
Department:	OMB
CAO Approval:

RECOMMENDATION:

Recommendation Concerning Purchasing Policies and Procedures PP-120 "Piggybacking Off Other Entities Contracts" and PP-130 "Utilizing State of Florida Term Contracts" - Stephan Hall, Management and Budget Services Interim Department Director

That the Board approve the revisions to the Purchasing Policies and Procedures PP-120 "Piggybacking Off Other Entities Contracts" and PP-130 "Utilizing State of Florida Term Contracts," to include the requirement for a formal bid for purchases meeting the mandatory bid amount prior to the determination to go forward with a purchase utilizing the bid of another agency or the State of Florida Department of Management Services, "piggybacking."

BACKGROUND:

A presentation was made at the Committee of the Whole on November 13, 2014, recommending some guidelines to be in place before being allowed to piggyback on the bid of another agency and utilize the contract of another agency such as a State/GSA contract. The recommendation was to require that Purchasing conduct a formal bid that will remain on the street for a minimum of 30 days for purchases meeting the mandatory bid amount. If it is determined after the bid results are evaluated that there are no bids lower than price included in the current "piggybackable" contract, the Board recommendation will be to piggyback or purchase from the available current contract. If there is a lower, responsive bidder, then the Board recommendation will be to award based on the County's bid determination. As with all formal bids, the bids will be advertised in the Pensacola News Journal and placed on the County’s web site. The Purchasing Policies relating to the practice of utilizing the bids or another agency termed "piggybacking" have been revised to reflect the direction of the Board of Commissioners.

BUDGETARY IMPACT:

N/A

LEGAL CONSIDERATIONS/SIGN-OFF:

N/A

PERSONNEL:

N/A

POLICY/REQUIREMENT FOR BOARD ACTION:

These policies are being presented for review and approval for purposes of information and documentation.

IMPLEMENTATION/COORDINATION:

The policies will be incorporated in the Policy and Procedure manual of the Office of Purchasing.

Attachments
PP-120
PP-130
PP-120Revised2/19/2015
PP130revised 2/19/2015