HomeMy WebLinkAbout07 Budget & Procurement Dept Update 5-2-17 AGENDA ITEM SUMMARY
REGULAR MEETING DATE: May 2, 2017
AGENDA ITEM TITLE: Department Updates—Budget&Procurement
STAFF RESPONSIBLE: Connie Baker, Budget Director
ISSUE STATEMENT: Department Updates provide an opportunity for staff to share
accomplishments, trends, issues and challenges with the Board.
BACKGROUND: The department is responsible for the County's annual budget and 10-year
capital plans and coordinating the procurement of goods and services.
• Budget—Responsible for the creation and review of budgeting for all County funds,
promoting the optimal use of County resources and providing timely, accurate and useful
budget updates to County management and the Board of County Commissioners.
• Procurement—Providing efficient and timely procurement services that maximize the value
for each dollar expended using open and fair competition in accordance with the County's
operational purchasing procedures and state and federal regulations.
LINK TO STRATEGIC PLAN: Prosperous Economy—responsible and accountable stewardship
of County assets.
KEY DISCUSSION ITEMS:
Recent Accomplishments:
• Hiring of the Procurement Specialist in September 2016. Ben coordinates the acquisition of
goods and services in accordance with County policies and procedures. He prepares requests
for proposal or quotation, final award documents, contracts, and communications posted for
the vendor community. Departments have quickly realized what an asset he is and appreciate
his support through each step of the procurement process.
• Grouping supplemental requests into quarterly resolutions accompanied by a budget update.
The new process allows more review and vetting by County management before requests are
advanced to the BOCC. It gives the BOCC a better understanding of the financial impact of
proposed requests.
• Implementing a master service agreement for on-call engineering services. This is one
example of Procurement's efforts to simplify, reduce duplication and standardize processes.
Challenges and Issues:
• High demand for procurement assistance.
• Delay of updated procurement code while Katie is on maternity leave.
• Budget Director is still spending half of her time performing accounting duties (Human
Services accounting, grant reporting, cost allocation plan, etc.) due to capacity constraints of
the Finance department.
Budget and Procurement Staff:
• Connie Baker—Budget Director
• Katie McEntyre—Procurement& Contracts Manager(half-time)
• Ben Ferrara—Procurement Specialist
BUDGETARY IMPACT: None
RECOMMENDED BOCC ACTION: None
ATTACHMENTS: None