Title
Chief Administrative Office recommending the Board suspend a portion of Section 5.4.2 of Board of Supervisors Policy C-17 Procurement that requires creation of a purchase order for purchases that are within a department's authority and between $500 and $5,000, in preparation for implementation of the County's new enterprise resource planning system.
FUNDING: N/A
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DEPARTMENT RECOMMENDATION
Chief Administrative Office recommending the Board of Supervisors suspend a portion of Section 5.4.2 of Board of Supervisors Policy C-17 Procurement that requires creation of a purchase order for purchases that are within a department's authority and between $500 and $5,000, in preparation for implementation of the County's new enterprise resource planning (ERP) system.
BACKGROUND/REASON FOR RECOMMENDATION
Board of Supervisors Policy C - 17 Procurement requires departments to enter purchase orders in the County's purchasing system for orders that are within the department's authority, even when a vendor does not require a purchase order. The policy was written this way due to a system limitation that does not provide for tracking of commodity utilization at the time of invoice payment. Procurement and Contracts relies on commodity utilization information to determine when competitive bidding may be required for a commodity.
One of the efficiencies of the new ERP system is the ability to enter commodity information at the time of invoice payment, eliminating the need for a purchase order to be entered solely for commodity-tracking purposes. There are several instances in which the new ERP system will provide efficiencies that will require revisions to the Purchasing Ordinance and Policy. The Procurement and Contracts Division has been working to identify and draft these revisions throughout the ERP development and testing process, and will bring those forward to the Board this Fall. This request comes before the rest of the revisions so that departments ca...
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