§ 102-367. Using agency requirements.

(a)

Relationship with using agencies and other county agencies and departments. The purchasing agent shall maintain a close and cooperative relationship with the using agencies. The purchasing agent shall afford each using agency reasonable opportunity to participate in and make recommendations with respect to procurement matters affecting the using agency. Notwithstanding any other provision in this chapter, when in consultation with the using agency with respect to a procurement matter, the purchasing agent, in cooperation with the head of the using agency, shall consult and seek technical assistance, specialized knowledge and expertise from appropriate subject matter professionals or persons within the affected using agency and, if the knowledge and expertise required are not available within the using agency, then the purchasing agent shall consult and seek technical assistance, specialized knowledge and expertise from professionals or persons in other appropriate agencies and departments of the county.

(b)

Requisitions. No expenditure for work, labor, supplies, materials or equipment under contract shall be made unless the necessity thereof be certified to by the agency for the use of which they are intended. All purchases made by the county purchasing agent shall be made only upon receipt of requisitions signed by such officers and employees of the several agencies of the county as may be designated for that purpose by the board of commissioners or other county authority.

(1)

All using agencies, with the authorization of the head of the department under which the using agency operates, shall file with the purchasing agent detailed requisitions or estimates of the department requirements of supplies, services, construction, professional or consultant services in such manner and at such times and for future periods as the purchasing agent shall prescribe in writing and as follows:

a.

Unforeseen requirements. A using agency may file with the purchasing agent at any time a requisition or estimate for any supplies, services, construction, professional or consultant services or real property, the need for which was not foreseen or anticipated when the estimates were filed under this subsection; and

b.

Revisory power of purchasing agent. The purchasing agent shall examine each requisition or estimate and shall have the authority to revise it as to quantity, quality or estimated cost, provided that the needs of the using agency are met and revisions as to quality and quantity shall be made in accordance with standards and specifications established pursuant to this article.

(c)

Estimates. All using agencies shall prepare an independent cost estimate for each project. The purchasing agent shall utilize the independent cost estimates for the evaluation of cost proposals and to assist the department of purchasing and contract compliance and evaluation committee in determining if proposals/bids are reasonably priced.

(d)

Procurement forecast. All using agencies shall file with the purchasing agent, within 30 days after the adoption of the annual budget and quarterly thereafter, a procurement forecast of their needs for the procurement of services, supplies, construction, professional or consultant services for the ensuing fiscal year or calendar quarter. The purchasing agent shall utilize such forecasts for the scheduling of work activities and of procurements to be made by the department of purchasing and contract compliance.

(e)

List of authorized signatures. Every head of a using agency shall provide the purchasing agent annually with a list of signatures of persons in the using agency who are authorized to sign requisitions on behalf of the using agency.

(Res. No. 13-0052, 1-23-13)

Note— Formerly Code, Pt. II, § 102-388.