HomeMy WebLinkAbout96.Item 3 PPP 04-11-18 Administration Committee - Ordinance UpdatePresented by:
Marc Dubois, C.P.M.
Contracts, Purchasing, and
Materials Management
PURCHASING ORDINANCE
UPDATES
HIGHLIGHTS OF THE NEW ORDINANCE
•Raises thresholds on master contracts to address the high
volume and projected increases in repair and engineering
projects
•Further defines the roles and responsibilities for procurement
processes and contract administration
•Allows for smart contracting by extending the life of
capital assets through smaller, faster repair projects
instead of large capital projects
BID/AWARD THRESHOLD CHANGE –GOODS AND SERVICES
CURRENT
•Less than $5,000 –one quote required
•Greater than $5,000 –3 quotes required
PROPOSED
•Less than $10,000 –one quote required
•Greater than $10,000 –3 quotes required
BENEFITS TO BID/AWARD THRESHOLD CHANGE
•Accelerates the procurement process for all
departments.
•Supports OCSD’s planned maintenance environment
by accelerating procurements for preventive and
corrective maintenance work.
•Aligns OCSD with other notable agencies.
MASTER CONTRACTS AND TASK ORDERS
•Request For Proposal (RFP) competitive process is
conducted for Master Contracts
•Board of Directors approves the Master Contracts
•Task Orders originating from the Master Contracts
are competitively bid or proposed per policy
•The General Manager approves the award of the
Task Orders up to the amount authorized in the
Purchasing Ordinance
BID/AWARD THRESHOLD CHANGE -MAINTENANCE & REPAIR TASK ORDERS
CURRENT
•Task Order award maximum: $100,000
•Includes base award + any change orders
PROPOSED
•Task Order award maximum: $300,000
•Includes base award + any change orders
•Requesting General Manager authority to approve and award task orders, including change orders up to $300,000
•All new Task Order procurements between $50,000 and $300,000 will be reported to the Board of Directors on a quarterly basis
BENEFITS TO BID/AWARD THRESHOLD CHANGE
•Assists OCSD’s operating departments by
accelerating the completion of planned and future
projects, while maintaining competition.
•Increases the amount of projects that can be
completed using these Task Orders by over 40%.
•Allows for bundling of small projects to reduce project costs and maximize staff resources.
BID/AWARD THRESHOLD CHANGE -PROFESSIONAL DESIGN SERVICES
CURRENT
•Master Contract(s) maximum = $400,000 per year
•Work < $200,000 = Accelerated Task Order Proposal Process
•Work > $200,000 = Extensive Proposal Process
PROPOSED
•Master Contract(s) maximum = $600,000 per year
•Work < $300,000 = Accelerated Task Order Proposal Process
•Work > $300,000 = Extensive Proposal Process
•General Manager authority to approve and award task
orders up to $300,000
•Ability to select 1 firm for work < $25,000
•Assists OCSD’s Engineering department by accelerating the completion of current, planned, and future projects, while maintaining competition.
•Will attract additional needed Engineering consultants.
•Master Contract threshold increase ensures availability of qualified firms for the streamlined task order award process versus the extensive formal process.
BENEFITS TO BID/AWARD THRESHOLD CHANGE
QUESTIONS
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