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ARF- 5559

Regular Agenda Item 2. D.

Special BOS Meeting

Meeting Date:	06/25/2019
Submitted For:	Mary Springer	Submitted By:	Marian Sheppard, Clerk of the Board
Department:	Finance

Information

Request/Subject

Proposed Revision to Policy No. BOS-FIN-113 - Procurement to reflect a change to Section 2 (C).

Background Information

On November 20, 2018, the Board approved the new Procurement Policy (No. BOS-FIN-113). Section 2(C) Formal Solicitation Bid Threshold is currently set at $50,000. The $50,000 threshold limits the ability to solicit informal written quotes from small businesses and local suppliers. Staff proposes to increase the Informal Bid Threshold from $50,000 to $100,000 to streamline the ability to procure items with competitive three written quotes instead of a full formal bid process.

Chapter 23 of the Arizona Procurement Code, Part D., paragraph B states, "Any procurement that does not exceed the aggregate dollar amount of less than one hundred thousand dollars shall be restricted, if practicable, to small businesses as defined in rules adopted by the director. The procurement officer shall rotate the small business solicited to compete for any procurement of less than one hundred thousand dollars. If it is impracticable to restrict a particular procurement to small businesses, the procurement officer shall make a determination setting forth the reasons and place it in the contract file."

On June 18, 2019, the Board was presented with a proposed change to Section 2 (C) of Policy No. BOS-FIN-113 to increase the amount of $50,000 to $100,000 for the informal bid threshold for discussion. At that time Mary Springer, Finance Director, advised that the revised policy would be presented to the Board for action at its June 25th meeting.

Evaluation

The Board of Supervisors was provided an opportunity to have a thorough discussion on the proposed policy change at its June 18, 2019, Work Session. The Board must vote to accept the proposed policy change.

Conclusion

The proposed change to Policy No. BOS-FIN-113 - Procurement is being presented to the Board to approve the change.

Recommendation

Staff recommends that the Board of Supervisors approve the increase in the Informal Bid Threshold from $50,000 to $100,000 to streamline the ability to procure items with competitive three written quotes instead of a full formal bid process.

Suggested Motion

Information/Discussion/Action to approve a proposed revision to Section 2(C)-Formal Solicitation Bid of Policy No. BOS-FIN-113 - Procurement. (Mary Springer)

Attachments
Revised Policy No. BOS-FIN-113
Chapter 23-Arizona Procurement Code