§ 2-97. Authority.

(a)

Board of county commissioners. Florida Statutes ch. 125 grants authority to the Board of County Commissioners of Putnam County, Florida to enact the provisions of this Code.

(1)

All contracts, agreements (including renewals) and other purchases whose value exceeds $50,000.00 annually shall be awarded by the board prior to execution or purchase. For contracts and agreements, the threshold amount for board approval shall be based on the annual cost or annual not-to-exceed cost (i.e. not cumulative, multi-year costs).

(2)

The board shall approve any amendments, change orders and renewals to a contract originally executed by the county administrator or designees, which would increase the annual amount or annual not-to-exceed amount of the contract above the threshold limit as identified in section 2-97(a)(1). However, once approved by the board, the county administrator or designee shall have authority to execute 1) agreement renewals which do not increase the annual amount or not-to-exceed amount and 2) contract amendments which do not increase the annual amount or annual not-to exceed amount or the scope of services as approved by the board.

(3)

The board shall award contracts involving public construction and improvements, which must adhere to the formal bid and contract policy contained herein.

(b)

County administrator. The county administrator is responsible for the day-to-day administration of the county and to administer and carry out the policies of the board.

(1)

The county administrator, or designee, shall have the authority to award, sign and execute agreements, contracts and/or amendments that do not exceed $25,000.00. For those agreements, contracts and/or amendments $25,000.00—$50,000.00, the county administrator and board chairman award, sign and execute. For contracts, amendments and agreements, the threshold amount shall be based on the annual contract cost or annual not-to-exceed cost. No other employee, except as delegated by the county administrator, has the authority to sign contracts, agreements, lease agreements or any other form of contractual commitment, regardless of dollar value.

(2)

When the best interests of the county would be served, the county administrator shall have the authority to increase the dollar value of board approved contracts by an amount not to exceed $25,000.00 over the original contract amount. When the best interests of the county would be served, the county administrator and board chairman shall have the authority to increase the dollar value of board approved contracts by an amount not to exceed $50,000.00 over the original contract amount. These actions shall be reported at the next regularly scheduled board meeting.

(3)

The county administrator or designee shall have authority to approve and execute task orders for continuing service contracts up to $25,000.00. The county administrator and board chairman shall have authority to approve and execute task orders for continuing service contracts $25,000.00—$50,000.00. Any other county administrator authority, and/or delegation of authority, to approve and execute task orders may be included in agenda requests and/or agreements approved by the board when applicable.

(4)

The county administrator or designee shall have the authority to adopt operational procedures consistent with this Code, Florida Statutes and best practices governing the procurement and management of all goods, services, and construction by the county.

(c)

County attorney. The county attorney serves as legal counsel and represents the board and county departments, including procurement.

(1)

All contract, agreement and amendment templates, including terms and conditions, shall be reviewed by the county attorney for legal sufficiency.

(2)

All formal procurement templates, including invitation to bid, request for proposal, request for qualifications, etc., shall be reviewed by the county attorney for legal sufficiency.

(3)

The board, county administrator or designee may request individual legal review and approval of specific agreements, contracts, and/or amendments, or other procurement-related documents on a case-by-case basis.

(d)

General services department and director. There is hereby established a general services department of the county. The general services director shall supervise the purchasing functions of the county, perform all duties required by law and such other duties as assigned by the board and shall have the powers and duties prescribed by this Code.

The general services director shall have the power and it shall be his/her duty:

(1)

Supervise the procurement of all goods, services, and construction required by the county.

(2)

Oversee the execution and issuance of purchase orders for goods, services and construction associated with agreements, contracts, task orders, amendments and open market purchases.

(3)

Manage the county's procurement card (P-Card) program.

(4)

Assist the county administrator in the development, implementation and administration of procurement procedures and processes in the best interest of the county and in accordance with this Code, state statutes, best practices and any other applicable laws. Develop and maintain a standard purchasing manual for the county.

(5)

Act to procure for the county the highest quality in supplies and contractual services at the least expense to the county.

(6)

Discourage uniform bidding and endeavor to obtain as full and open competition as possible on purchases and sales.

(7)

Maintain and enhance vendor file.

(8)

Procure for the county all tax exemptions to which it is entitled.

(Ord. No. 2018-20 , 9-25-2018)