Title:
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Approve and authorize the Chairman to execute a Resolution amending the Seminole County Administrative Code by revising section 3.55 (Purchasing Policy) and providing an effective date. Countywide (Stephen Koontz, Assistant County Manager)
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Division:
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Administrative Services
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Authorized By:
Stephen Koontz, Assistant County Manager
Contact/Phone Number:
Lorie Bailey Brown/407-665-7172
Background:
Section 2 - Unauthorized Commitments Prohibited
Updates establish a streamlined review process for unauthorized commitments valued at $10,000 or less, allowing the Purchasing Manager to review and approve these items without escalation. The revised language clarifies that unauthorized commitments not approved through this process will not be paid by the County.
Section 3 - Federal Banned Vendor Check
A new compliance requirement mandates that, prior to awarding any contract involving federal funding, staff must verify that the recommended vendor and any subcontractors do not appear on the federal government’s banned vendor list (SAM.gov). Staff must document the search results in the contract file. Vendors on the banned list cannot be awarded contracts.
Section 4 - Delegation of Signature Authority
The policy now authorizes the Purchasing Manager to delegate signature authority for Fleet and Facilities title documents to the Fleet Manager or designee. This change reduces administrative bottlenecks and accelerates processing times for movement and disposition of County assets.
Section 5 - CCNA Tie‑Breaker Protocols
New procedures provide a clear framework for resolving ranking ties in Consultants’ Competitive Negotiation Act (CCNA) solicitations. When ties occur, total evaluator scores are used as the first tie‑breaker. If needed, additional deliberations or rescoring may be directed until a final ranking is established.
Section 6 - P‑Card Transaction Documentation
Revisions remove the fixed monthly deadline for P‑Card allocation. The Division will now communicate the monthly deadline in writing to cardholders, accommodating variations in banking cycles. Documentation and reconciliation requirements remain the same.
Section 7 - Clarification on P‑Card Food Purchases
The policy now explicitly states that food purchases-including meals and travel-related incidentals-are prohibited unless specifically approved by the County Manager. This clarification ensures consistent application of purchasing rules.
Requested Action:
Staff requests the Board approve and authorize the Chairman to execute a Resolution amending the Seminole County Administrative Code by revising section 3.55 (Purchasing Policy) and providing an effective date.