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Home My WebLink About04-159RESOLUTION NO. 04-159 A RESOLUTION AMENDING THE ST. LUCIE COUNTY MANUAL OF PURCHASING REGULATIONS BY AMENDING PARAGRAPH 3 {SPENDING LIMITS) OF SECTION 4.5 (CARDHOLDER USE OF PURCHASING CARD) TO ADD SUBSECTION (e) WHICH ALLOWS THE COUNTY ADMINISTRATOR TO AUTHORIZE THE PURCHASING DIRECTOR TO MAKE PAYMENTS ON PURCHASES BY CREDIT CARD IN ORDER TO TAKE ADVANTAGE OF DISCOUNTS; AND FURTHER AMENDING THE ST. LUCIE COUNTY MANUAL OF PURCHASING REGULATIONS BY CREATING SECTION 18.9 (HARDWARE/SOFTWARE) WHICH REQUIRES ALL COUNTY COMPUTER PRODUCTS, PROGRAMS, AND ALL OTHER RELATED ITEMS FOR PURCHASE, BE SENT TO THE INFORMATION TECHNOLOGY DIRECTOR OR HIS DESIGNEE FOR REVIEW AND APPROVAL BEFORE ANY PURCHASES ARE MADE FOR ST. LUCIE COUNTY, FLORIDA WHEREAS, the Board of County Commissioners of St. Lucie County, Florida, has made the following determinations: 1. On October 7, 1985, the Board of County Commissioners for St. Lucie County, (the "Board") adopted Resolution No. 85-212 which established the purchasing regulations and procedures for St. Lucie County, Florida, as set forth in the St. Lucie County Manual of Purchasing Regulations and Procedures (the "Purchasing Manual"); and since that date the Purchasing Manual has been amended from time to time, most recently by Resolution No. 04-66. 2. In order to take advantage of discounts offered when paying with the Purchasing card, it is necessary to amend the Purchasing Manual by amending Paragraph 3 (Spending Limits) of Section 4.5 (Cardholder Use of Purchasing Card). 3. In order for computer products, programs, and all other related items to be compatible with Information Technology Programs it is necessary to amend the Purchasing Manual by creating Section 18.9 (Hardware/Software) which requires all requests be sent to the Information Technology Director or his designee for review and approval before any purchases are made for St. Lucie County, Florida. NO~/, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of St. Lucie County, Florida: 1. The St. Lucie County Manual of Purchasing Regulations and Procedures is hereby amended as shown in the attached Exhibit 2. This resolution shall become effective upon adoption. After motion and second the vote on this resolution was as follows: CHAIRMAN PAULA A. LEWIS ABSENT VICE CHAIRMAN JOHN D. BRUHN AYE COMMISSIONER FRANNIE HUTCHINSON AYE COMMISSIONER DOUG COWARD AYE COMMISSIONER CLIFF BARNES AYE PASSED AND DULY ADOPTED this 25th day of May, 2004. ATTEST: ,~ ..... .~ BOARD OF COUNTY COMMISSIONERS .~ ,~,'~,~,i~ ~;:~,~? ":':'"~ST. LUCIE COUNTY, FLORIDA ' ,' ERK ~ES~ .,. '. ' j~;~ CHAI~A~ ' · ~x~ .... l.~. ,- S~ EXHIBIT "A" 3. TERMINATION OR TRANSFER OF CARDHOLDER When an employee ends his/her employment or is transferred to another department, the Department Director shall collect the Purchasing Card, destroy it (cut it in half), and submit the pieces of the card to the Purchasing Card Administrator. If the Department Director is unable to collect the Purchasing Card when an employee leaves, he/she shall immediately notify the Purchasing Card Administrator by telephone followed by a memo. The Purchasing Card Administrator will ensure that the card is canceled. 4.5 CARDHOLDER USE OF PURCHASING CARD 1. CARDHOLDER USE ONLY The Purchasing Card shall only be used by the employee whose name is embossed on the card. No other person is authorized to use the card. The cardholder is responsible and accountable for all transactions that occur on his/her card. Upon receipt of the Purchasing Card, the cardholder should NOT sign the back of the card, but, should write in indelible ink one of the following: SEE PHOTO ID, SEE COUNTY ID, or SEE DRIVERS LICENSE. 2. COUNTY PURCHASES ONLY The Purchasing Card is to be used for County authorized purchases only. The Purchasing Card shall not be used for any personal use and any such use will require immediate reimbursement and will result in disciplinary action which may include dismissal. 3. SPENDING LIMITS The Department Director approving the assignment of a Purchasing Card will set two limits for each cardholder: single purchase limit and 30-day limit. The maximum limit shall be $2499 for a single purchase. Additional limitations may be imposed by the requesting Director. b. Requests for spending limit changes shall be initialed by a memo to the Purchasing Director by the Department Director. A purchase may be made of multiple items, but the invoice cannot exceed $2499.00 or the Cardholder's limit if less than $2499.00. Charges for purchases shall not be split to stay within the single purchase limit. Splitting charges will be considered abuse of the Purchasing Card Program. d. When it is in the best interest of the county, the Purchasing Director or Designee (s) can over ride larger purchases. When in the best interest of the County, the County Administrator may authorize the Purchasing Department to make payment by credit card to take advanta~qe of discounts. The funds will be encumbered until paid by the card. 4. OTHER CONDITIONS a. All items purchased over-the-counter must be immediately available. No back ordering is allowed. b. All items purchased during one telephone transaction must be delivered in a single delivery. If an item is not immediately available, no back ordering is allowed. c. All items purchased by telephone must be delivered by the vendor within the 30-day billing cycle. The order should not be placed without this assurance. 18.7 MODULAR FURNITURE This section has been added to provide additional guidance as it specifically relates to modular furniture. However, the guidelines established in Section 18.6 (Asset Capitalization) of this Purchasing Manual also apply. modular to have it In accordance with Auditor General recommendations, it is recommended that furniture be capitalized as part of the building when it is management's intent permanently installed. B. When this is not the case, it should be capitalized as equipment and furniture, by individual unit or by lot. 18.8 HARDWARE COSTS Capitalization guidelines are set forth in Section 18.6 (Asset Capitalization) of this Purchasing Manual. A. This section has been added to provide additional guidance as it specifically relates to computer hardware. COMPUTER HARDWARE CAPITALIZATION: Govt. Fund Accts. Proprietary Fund Accts._ 564000 New Equipment 564000 (If $750.00 or more) 564000 Cost of Additions/U pgrades 564000 (If $750.00 or more) Perm. - Add-on NonPerm - Sep. Asset 551501 Cost of Additions 551501 (If Less than $750.00) 551501 Replacement/Upgrade of 564000 Add-on or Major Component (If $750.00 or more) 564000 Cost to Replacement Asset 564000 Disposition of Computer Hardware - The procedures for the disposition of County property are addressed and should be followed as outlined in Section 18.4 of this Purchasing Manual. 18.9 HARDWARE/SOFTWARE The IT Director, or his designee, is responsible for all County computer and telephone equipment, software, computer security, data and voice circuits, and has final decision making authority over all computer-related purchases. All computer-related purchases must be reviewed and approved by the IT Director in advance, including the purchase of hardware, software, peripherals, upgrades, licenses, data and voice circuits, and any item that is connected to the County network or a stand-alone computer. Computer-related purchase requests will be reviewed with consideration of the following items: * Intended usage * Initial and on.qoing training requirements * Compatibility and adherence to County standards * Maintenance, repair and support requirements * Cost/benefit relationship, inclusive of the total cost of ownership * Security * Availability of alternative solutions * Budgetary constraints * Other considerations related to County-wide goals, policies or benefits All requests must be in writing and fully explained. This also applies to donated equipment and equipment valued below $750.