§ 2-197. Authority and duty of county coordinator, procurement coordinator and department directors.

(a)

Unless otherwise provided for in this article, the procurement of goods and services shall be under the supervision and management of the procurement coordinator, with the cooperation of the applicable county department utilizing or requesting the procurement of such goods or services. It shall be the duty, responsibility, and authority of the procurement coordinator to:

(1)

Procure or supervise the procurement of all goods and services, except as otherwise provided for herein, required by the board and departments for which payment is made from funds of the county or funds granted to the county by any state or federal agency or private person.

(2)

In conjunction with the county departments, prepare and enforce standard specifications which shall apply to all goods or services procured for the use of the county.

(3)

Maintain current files of qualified sources of supply for goods and services required by the county.

(4)

Perform other related duties as may be assigned by the board or the county coordinator.

(5)

Sign and authorize on behalf of the county duly issued purchase orders or assign said responsibility to a designee.

(6)

Sign and authorize purchase or procurement agreements or contracts on behalf of the county which have been reviewed for form by the county attorney, which agreements or contracts are for procurements of less than $3,000.00 in total value, for goods or services which have been authorized in the adopted county budget, or assign said authority to a designee.

(7)

Take all reasonable steps to insure that the specifications for an item to be procured are developed to allow competition among providers of the item whenever practicable.

(8)

Maintain a system of accountability and numbering of all contracts for procurement of goods and services under the jurisdiction of the board whether exempt from the procurement procedures or not.

(9)

Reject all bids or proposals in a selection process, and cancel the related competitive sealed bid or proposal process, as may be in the best interest of the county.

(b)

The county coordinator, or his/her designee, will have the authority to sign and authorize purchase agreements or contracts on behalf of the county which have been reviewed for form by the county attorney, which agreements or contracts are for procurements of less than $20,000.00 in total value, for goods or services which have been authorized in the adopted county budget.

(c)

The county coordinator may adopt operational procedures governing the functions of county procurement. Such operational procedures may take the form of a purchasing manual or procurement manual, which may be administratively amended by the county coordinator as circumstances require. The guidelines for the procurement of goods and services contained in a purchasing manual must be consistent with the provisions of this article. Such guidelines may include, but not be limited to: bidding procedures including but not limited to pre-qualification of bidders, procedures for bid preparation, openings, review, administration and conferences and correction or withdrawal of bids; sealed proposal procedures including creation, review, administration and award of sealed proposals; small procurement procedures; contract award procedures; contract execution procedures; contract administration; bonding requirements; insurance requirements; purchase order procedures; payment procedures; procedures and requirements for procurements made using state or federal funds; and such other matters as may be required to establish sound procedures and processes for the procurement of goods and services under this article and applicable state and federal law.

(d)

Generally, expenditures of funds other than county tax or special assessment revenues may require special processes because of specific legal terms and conditions placed by the funding agency. Grants often have certain procurement requirements that require special procurement procedures. It is the responsibility of the user county department to identify any special requirements or provisions connection with any procurement, notify the procurement coordinator of those requirements, and work with the procurement department to ensure that all requirements are followed in the procurement of the applicable goods or services.

(Ord. No. 2018-005 , § 2, 10-2-2018)