PLACEMENT: Consent
TITLE:
title
ADOPTION OF A RESOLUTION APPROVING THE REVISED PURCHASING MANUAL
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EXECUTIVE SUMMARY:
executive summary
Section 135.6, General Ordinances, Martin County Code, requires that the Purchasing Manual be periodically reviewed by the County Administrator. The County Administrator has conducted the required review and approved the proposed amendments to the Purchasing Manual, which are intended to improve and clarify procurement policies and procedures, incorporate current public procurement best practices, and ensure compliance with applicable state and federal laws, regulations, and grant requirements. Section 135.5, General Ordinances, Martin County Code, requires that the Board of County Commissioners adopt and amend the Martin County Purchasing Manual by Resolution.
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DEPARTMENT: Administration
PREPARED BY: Name: Krysti L. Brotherton, NIGP-CPP, CPPO, CPPB, FCCM
Title: Chief Procurement Officer
REQUESTED BY:
PRESET:
PROCEDURES: None
BACKGROUND/RELATED STRATEGIC GOAL:
Section 135.6 of the Martin County Code requires periodic review of the County's Purchasing Manual. The proposed 2026 update reflects a comprehensive review of the Manual since its adoption in 2023 and incorporates changes to improve clarity, consistency, compliance, and overall usability.
The revisions update procurement policies and procedures to reflect changes in federal and state requirements and regulations, grant funding requirements, and public procurement best practices. The Manual has been reorganized and revised to provide clearer guidance to County staff, improve consistency in procurement administration, clarify roles and responsibilities, and strengthen documentation, accountability, and internal controls.
The updated Manual includes expanded guidance for federally funded procurements, including those funded through the Federal Emergency Management Agency (FEMA), the Federal Transit Administration (FTA), and other grant-funded programs. These revisions strengthen compliance with federal requirements, improve recordkeeping and audit readiness, and enhance the County's ability to successfully manage and obtain reimbursement for grant-funded projects.
Additional updates address cooperative purchasing, sole source and single source procurements, emergency purchases, contract administration, procurement planning, vendor responsibility determinations, record retention, ethics, and conflict-of-interest requirements, all of which are aligned with current federal and state law and recognized public procurement standards.
Overall, the proposed update provides a more well-defined and comprehensive procurement framework that strengthens compliance, promotes fair and open competition, improves accountability and transparency, and supports the responsible stewardship of public funds.
ISSUES:
None
LEGAL SUFFICIENCY REVIEW:
This item has been reviewed for legal sufficiency to determine whether it is consistent with applicable law.
RECOMMENDED ACTION:
RECOMMENDATION
Move that the Board adopt a Resolution approving the revised Purchasing Manual.
ALTERNATIVE RECOMMENDATIONS
Pull this item from the Consent Agenda and provide staff with alternative direction.
FISCAL IMPACT:
RECOMMENDATION
None
ALTERNATIVE RECOMMENDATIONS
None
DOCUMENT(S) REQUIRING ACTION:
☐Budget Transfer / Amendment ☐ Chair Letter ☐Contract / Agreement
☐Grant / Application ☐Notice ☐Ordinance ☒Resolution
☐Other: