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Buyer & Commodity Code LookupCentralized Purchasing Policy
Mission Statement
The mission of the Kent County Purchasing Division is to provide cost-effective, quality goods and services for all County Departments in accordance with public procurement guidelines established by the Board of Commissioners. This responsibility includes the evaluation and standardization of goods and services, the disposition of obsolete or surplus goods, and providing equal opportunities for vendors.
Centralized Purchasing Policy
I. POLICY
1. Policy: Kent County Government is committed to centralized purchasing. The centralized purchasing process shall use open market procedures that foster fair competition with the objective of obtaining the lowest overall cost for the citizens of Kent County. Open market procedures shall be implemented without regard to race, color, religion, national origin, age, sex, height, weight, marital status, or disability unrelated to an individual's ability to provide required goods or services.
II. PRINCIPLES
1. Statutory References: The Kent County Board of Commissioners may establish rules and regulations to manage the interest and business of the County under Public Act 156 of 1851 [MCLA 46.11(M)]. The County Administrator/Controller, pursuant to Public Act 257 of 1927 [MCLA 46.13b], is responsible for the purchase of all books, stationery, materials and supplies required by the County, or its officers and agents, except where the Board of Commissioners directly enters into a contract of purchase, and provides for payment in a resolution authorizing such contract of purchase.
2. County Legislative or Historical Records: Centralized Purchasing was established by resolution of the Board of Commissioners on April 15, 1975.
3. Operational Guidelines - General: The Division of Purchasing of the Fiscal Services Department shall be responsible for the procurement of all goods and services for all departments, agencies and the Judiciary of Kent County. The Purchasing Manager will be the administrative head of the Division of Purchasing.
3.a. Delegation of Authority: The Purchasing Manager may delegate any purchasing authority granted to him/her by the Board to a department director (or his/her designee) of Kent County. The Purchasing Manager must make the delegation, alteration, and revocation of authority in writing.
3.a.1. Granting of Authority: Authority may be granted in the following circumstances:
3.a.1.a. A project requires direct management.
3.a.1.b. A project requires technical expertise that is not available from the staff of the Purchasing Division.
3.a.1.c. A project is time sensitive and the Purchasing Division is not able to deploy the resources needed to meet the project's deadlines.
3.a.1.d. When a department is required by a funding source to procure goods and services in a manner which is constrained or restricted by the funding source.
3.a.1.e. Any other procurement activity that is deemed to be in the County's best interests by the Purchasing Manager.
4. Operational Guidelines - Additional:
4.a. Compliance with Laws and Grant Regulations: All purchasing activities and open market procedures shall comply with all federal, state, and local laws as well as any applicable grant regulations.
4.b. Environment:The Kent County Board of Commissioners is committed to the preservation of the environment and encourages the purchase of products that contain recycled content. In addition, all County departments and agencies will, with the assistance of the Purchasing Division, recycle paper and other products whenever possible.
4.c. Commitment to Technology:The Board is committed to the acceptance and implementation of cost-effective technology. The Purchasing Division shall evaluate and, where cost-effective, implement changes in technology. The areas of technology to be explored include, but are not limited to, electronic data interchange, procurement cards, credit cards, imaging, e-commerce, Internet, World Wide Web, and computer hardware and software.
4.d. Ethics: The Board will hold the staff of the Purchasing Division to the highest level of moral and ethical standards. The Purchasing Division shall adhere to the ethical standards promulgated by the National Institute of Governmental Purchasing and the Michigan Public Purchasing Officers Association.
4.e. Surplus/Obsolete Asset Management:The Purchasing Division shall be responsible for storage and disposal of surplus and obsolete County assets.
4.f. Contracts:All contracts will be negotiated in accordance with the County's Fiscal Policy for Contracts.
4.g. Recovered and Confiscated Property: The Purchasing Division shall be responsible for disposal of recovered and confiscated property.
4.h. Failure to Follow Policy:The County shall not be responsible for the costs of goods and services ordered or purchased by any County official or employee that are not obtained in accordance with this policy. Contracts negotiated outside of this policy will be considered invalid and non-binding.
4.i. Exceptions:
4.i.1. Department of Aeronautics:All procurement for projects funded by the Federal Aviation Administration will be processed through the State as required by the terms and conditions of the grant. The Purchasing Division, unless the Purchasing Manager has delegated the authority to the user department, will process all other purchases.
4.i.2. Kent County Drain Commission:All procurement activity funded by a special assessment for the construction, cleaning, deepening, and widening of drains within the County as prescribed by the Drain Code of 1956.
5. Implementation Authority: Upon adoption of this Statement of Policy and Principles, the Kent County Board of Commissioners authorizes the County Administrator/Controller to establish any standards and procedures which may be necessary for implementation and to delegate the implementation of the said standards and procedures to County purchasing staff.
6. Distribution:Upon adoption, this policy will be distributed by the County Administrator/Controller's Office to all County departments, agencies, and the Judiciary.
7. Periodic Review:The County Administrator/Controller will review this policy at least every two years and make any recommendations for changes to the Finance and Physical Resources Committee.
Equal Opportunity
Kent County Government is committed to centralized purchasing. The centralized purchasing process shall use open market procedures that foster fair competition with the objective of obtaining the lowest overall cost for the citizens of Kent County. Open market procedures shall be implemented without regard to race, color, religion, national origin, age, sex, height, weight, marital status, or disability unrelated to an individual's ability to provide required good or services.
