ADOPTED - JULY 23, 2002

Agenda Item No. 8

Introduced by the Administrative Services/Personnel and Finance Committees of the:

INGHAM COUNTY BOARD OF COMMISSIONERS

RESOLUTION AMENDING RESOLUTION # 01-313 TO CHANGE THE COUNTY'S

PURCHASING POLICIES AND PROCEDURES

RESOLUTION #02-178

WHEREAS, in 2001 the Ingham County Board of Commissioners amended policies and procedures regarding the purchase of goods and services for County funded Departments; and

WHEREAS, specific changes to purchasing policies and procedures have been recommended to reflect increases in dollar values as a result of inflation, and other changing circumstances; and

WHEREAS, these recommended changes will facilitate the operation of the Purchasing Department by streamlining various approval processes; and

WHEREAS, these recommended changes are consistent with the purchasing policies and procedures of other city and county governmental organizations within the State of Michigan.

THEREFORE BE IT RESOLVED, that the Ingham County Board of Commissioners hereby amends Resolution No. 01-313 in accordance with the following:

a. The minimum dollar level at which a County purchase order is required is increased from $500 to $2,500; and

b. Goods and services shall be competitively procured where the anticipated cost exceeds $2,500; and

c. Three (3) written quotes shall be obtained when the anticipated cost is at least $2,500 but less than $10,000 with final approval from the Purchasing Director; and

d. Three (3) written quotes shall be obtained when the anticipated cost is at least $10,000 but less than $25,000 with final approval from the County Controller and the Purchasing Director; and

e. Formal sealed advertised bids and proposals shall be obtained by the Purchasing Department when the anticipated cost is over $25,000 with final approval by the Board of Commissioners; and

f. The maximum dollar amount for which the Short Form Authorization (service contracts) can be used is increased from $20,000 to $25,000. Approval of the Purchasing Director, Controller, Liaison Chairperson and Finance Chairperson is required. A contract over $25,000 requires approval by Board Resolution. All contracts must be approved as to form by the County Attorney.

BE IT FURTHER RESOLVED, that the Ingham County Board of Commissioners hereby authorize the Purchasing Department to proceed with implementing a procurement card program.

ADOPTED - JULY 23, 2002

Agenda Item No. 8

RESOLUTION #02-178

BE IT FURTHER RESOLVED, that the competitive bidding requirement shall not be applicable to any transactions between Ingham County and any other governmental units, nor to emergency repairs or services, professional services, real estate and sole source purchases.

BE IT FURTHER RESOLVED, that the purchase of goods and services through Cooperative Purchasing Agreements, such as the State of Michigan Extending Purchasing Program, which selects it vendors through an open competitive process, shall not be subject to the aforementioned purchasing policy.

ADMINISTRATIVE SERVICES/PERSONNEL: Yeas: Swope, De Leon, Celentino, Severino

Nays: None Absent: Lynch Approved 7/16/02

FINANCE: Yeas: Grebner, Stid, Swope, Krause, Hertel, Schafer

Nays: None Absent: Minter Approved 7/17/02