AGENDA DATE: 12/11/2024
TITLE:
Title
Purchasing Manual Update
BODY
SUBJECT/PROPOSAL/REQUEST: Resolution to amend and readopt the County’s Purchasing Manual
ITEM TYPE: Consent Action Item
STAFF CONTACT(S): Richardson, Herrick, Bessette, Sumner, McNally, Vaughan
PRESENTER (S): Sumner, McNally
LEGAL REVIEW: Yes
REVIEWED BY: Jeffrey B. Richardson
BACKGROUND: Albemarle County’s most recent Purchasing Manual was adopted by the Board of Supervisors in October 2018, and amended in March 2020, August 2021, and September 2022. It governs County government and public school procurement in accordance with the Virginia Public Procurement Act (VPPA).
Following an extensive review of the Manual, staff from the Office of Procurement embarked on a redraft of the entire document. Having completed a new draft in Fall 2024, staff recommend the adoption of this updated version of the Manual, which 1) aligns County policies with recent revisions to the VPPA, 2) reflects current best practices, and 3) increases the clarity of the Manual’s content.
STRATEGIC PLAN: Mission - To enhance the well-being and quality of life for all community members through the provision of the highest level of public service consistent with the prudent use of public funds.
DISCUSSION: Staff recommends that this proposed revised Manual be adopted with an effective date of April 1, 2025, to coincide with the implementation of the new financial management system. Differences between the current and proposed version of the Manual are listed in Attachment A. The most notable changes include:
Changes intended to align the Manual with amendments to the VPPA:
- Increase the small purchase threshold from $100,000 to $200,000.
- Increase the non-transportation construction threshold to require solicitation from $100,000 to $300,000
Changes intended to implement best practices:
- Creating an independent chapter covering ethics in public procurement.
- Designating specific responsibilities to participants in the procurement process.
- Language directing the purchasing agent to monitor Small, Women-owned, and Minority-owned (SWaM) business participation in County procurement.
- Language that encourages using departments to have diversity in procurement evaluation committees.
Changes intended to improve readability and content clarity:
- Creating an independent definitions chapter; referring to the Virginia Code for terms defined therein.
- Adding in-text references to the Virginia Code (with hyperlinks to the Legislative Information System website) for ease of legal reference.
- Adding in-text hyperlinks to County or external resources when referenced in the Manual.
- Consolidating information regarding the competitive sealed bidding process from six chapters into one.
- Consolidating information regarding the competitive negotiation process from eight chapters into one.
- Consolidating information regarding common exemptions from competitive procurement requirements from three chapters into one.
- Removing language on best practice that is purely descriptive and does not describe County policy or provisions of the VPPA.
- Line edits for concision and clarity throughout the Manual.
- Rearranging the order of Manual chapters.
The updated Purchasing Manual in its entirety is included as Attachment B.
BUDGET IMPACT: No budget impact is expected, although it is reasonable based on these changes that there will be increased efficiencies for the time of staff and customers who utilize the Manual.
RECOMMENDATION:
Recommendation
Staff recommends that the Board adopt the attached Resolution (Attachment C) to adopt the updated Albemarle County Purchasing Manual with an effective date of April 1, 2025 to coincide with the implementation of the new financial management system.
ATTACHMENTS:
A - Summary of Changes
B - Updated Purchasing Manual
C - Resolution