To: Board of Supervisors
From: County Administrative Office
Agenda Section: Departmental
SUBJECT:
title
Introduction of Ordinance to Amend Chapter 5 of Division 4 of Title II of the Humboldt County Code Relating to the Purchasing Agent of Humboldt County §245-1 et seq Sections 245-2, 245-2.5, 245-3 items (a), (c), (d), (h), 245-4, 245-6 and 245-10
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Introduce the attached Ordinance to Amend Chapter 5 of Division 4 of Title II of the Humboldt County Code Relating to the Purchasing Agent of Humboldt County section 245-1 et seq Sections 245-2, 245-2.5, 245-3 items (a), (c), (d), (h), 245-4, 245-6 and 245-10 by title (Attachment 1), and waive the first reading;
2. Set the Ordinance for adoption at least one week away;
3. Direct the Clerk of the Board to publish the pre-adoption summary of the Ordinance and to post a certified copy of the full text of the proposed Ordinance in the office of the Clerk of the Board, both publication and posting to be done at least five (5) days prior to the Board meeting at which the Ordinance will be adopted. [Government Code Section 25124 (b)(1)]; and
4. Direct the Clerk of the Board, within 15 days after adoption of the Ordinance, to publish a post-adoption summary of the ordinance with the names of the Supervisors voting for and against the Ordinance, and to post in the office of the Clerk of the Board a certified copy of the full text of the adopted Ordinance and amendments along with the names of those Supervisors voting for and against the Ordinance [Government Code Section 25124 (b)(1)].
Body
SOURCE OF FUNDING:
Central Services Fund (3555)
DISCUSSION:
On July 1, 1969, the Board of Supervisors adopted Ordinance #681 establishing the duties and responsibilities of the Purchasing Agent. This ordinance was subsequently codified as Humboldt County Code §245-1 et seq. The ordinance was reviewed in 2005 as part of the General Services Department and County Administrative Office’s reorganization. Revisions were made to the ordinance in August 2011 and in March 2014 to conform the county’s ordinance to current state law and to the Purchasing Policy. There is a need to bring an additional revision of the ordinance before your Board for adoption to update county-wide purchase practices. This ordinance revision will be the basis for the upcoming revision to the Purchasing Policy.
On May 5, 2020, the Board of Supervisors reviewed the Humboldt County Code Relating to the Purchasing Agent of Humboldt County section 245-1 et seq Sections 245-2, 245-2.5, 245-3 items (a), (c), (d), (h), 245-4, 245-6 and 245-10 and requested Section 245-2 Emergency Duties to be changed to read: Purchasing Agent to engage independent contractors to perform services related to the local emergency for the county, with or without furnishing of materials, where the aggregate cost does not exceed Two Hundred Fifty Thousand Dollars ($250,000). This reflects a decrease from the proposal presented on May 5, which allowed for the purchase of an aggregate amount not to exceed Five Hundred Thousand Dollars ($500,000).
The proposed amendments to Chapter 5 of Division 4 of Title II of the Humboldt County Code Relating to the Purchasing Agent of Humboldt County Code §245-1 et seq. are:
1. Section 245-2 sets forth Purchasing Agent specific duties. The revisions are:
(b) Adds the availability and use of legal contractual documents to procure goods and services.
(i) Updates the record retention to current electronic practices.
2. Section 245-2.5 Purchasing Agent Emergency Duties increases the dollar threshold for contracting services related to a local emergency from an amount not to exceed One Hundred Thousand Dollars ($100,000) to an amount not to exceed Two Hundred Fifty Thousand Dollars ($250,000).
3. Section 245-3 sets forth exceptions to standard Purchasing Practices. Revisions are:
(a) Updates the Election Code Sections applicable to the purchase of election supplies.
(c) Clarifies the title of County Road Commissioner-Public Works Director.
(d) Adds conference and training registration fees.
(h) Small value purchases of goods/materials not to exceed $1,000 threshold is increased to a $3,000 threshold and adds local vendor support statement.
4. Section 245-4 Bidding Procedures competitive bids or quotes dollar threshold is revised to $3,000 to be consistent with revised Section 245-3 (h) above. Language is added to record retention method.
5. Section 245-6 update reflects the elimination of extra equipment storage and adds the use of the county website for advertising surplus sales.
6. Section 245-10 updates the record retention practice for purchase documents using electronic storage. The maintenance of the software vendor data base is added.
FINANCIAL IMPACT:
The financial impact to the recommended action is minimal and is associated with staff time to implement.
STRATEGIC FRAMEWORK:
This action supports your Board’s Strategic Framework by managing our resources to ensure sustainability of services.
OTHER AGENCY INVOLVEMENT:
None
ALTERNATIVES TO STAFF RECOMMENDATIONS:
Board Discretion
ATTACHMENTS:
Ordinance Amending Chapter 5 of Division 4 of Title II of the Humboldt County Code
Pre-Adoption Summary Re FY 19-20 Chapter 5 of Division 4 of Title II Humboldt County Code
Post-Adoption Summary Re FY 19-20 Chapter 5 of Division 4 of Title II Humboldt County Code
PREVIOUS ACTION/REFERRAL:
Board Order No.: E-4, C-4, G-1, C-6
Meeting of: 5/24/2005, 6/7/2005, 8/23/2011, 3/25/2014
File No.: N/A