Novato Fire District Board of Directors Finance Committee Meeting Agenda July 19, 2016

Transcription

1 Novato Fire District Board of Directors Finance Committee Meeting Agenda July 19, 2016 Time: 9:00 a.m. Location: Administration Building Heritage Conference Room 95 Rowland Way, Novato, CA The Finance Committee meeting agenda and all supporting documents are available for public review at 95 Rowland Way, Novato, CA, 72 hours in advance of a scheduled board meeting. A fee will be charged for additional copies of board meeting documents. District facilities and meetings comply with the Americans with Disabilities Act. If special accommodations are needed, please contact the District Executive Assistant as soon as possible, but at least two days prior to the meeting. ROLL CALL Director Worth Fenner, Jr. Fire Chief Mark Heine Director Bill Davis Finance Director Dan Hom OPEN TIME FOR PUBLIC EXPRESSION (Please observe a three minute time limit.) This is an opportunity for any member of the public to briefly address the Finance Committee on any matter that does not appear on this agenda. Items that appear to warrant a more lengthy presentation or Committee consideration will be placed on the agenda for discussion at a future meeting. CONSENT CALENDAR ITEMS 1. Minutes of Finance Committee Meeting March 15, Minutes of Finance Committee Meeting May 17, Minutes of Finance Committee Meeting June 15, Review of Fire Chief s credit card expenses 5. Review of Deputy Fire Chief s credit card expenses UNFINISHED BUSINESS 1. Finance Committee Charter The committee to review, discuss and recommend to the full Board. Approved by Director Fenner, Jr. on July 8, 2016 Finance Committee Agenda 7/19/16 Page 1 Page 1

2 NEW BUSINESS 1. Purchasing Policy 1-IX-6 The Finance division will make a presentation on the purchasing policy. INFORMATIONAL ITEMS 1. Monthly Report of County School and District Investments as of May 31, TENTATIVE AGENDA ITEMS FOR FUTURE MEETINGS Committee members may discuss or request future agenda items for Committee Consideration. ADJOURNMENT Finance Committee Agenda 7/19/16 Page 2 Page 2

3 Consent Calendar Items Section Page 3

4 Novato Fire District Board of Directors Finance Committee Meeting Minutes March 15, 2016 The meeting was called to order by Chair Fenner, Jr. at 9:02 a.m. in Heritage conference room, 95 Rowland Way, Novato, CA COMMITTEE MEMBERS PRESENT Directors Worth Fenner, Jr. and Bill Davis, Fire Chief Mark Heine, Finance Director Dan Hom. STAFF PRESENT None. OPEN TIME FOR PUBLIC EXPRESSION No public comments were made. CONSENT CALENDAR ITEMS 1. Minutes of Finance Committee Meeting January 19, 2016 M/s Heine/Fenner, Jr. motioned to approve consent calendar item 1 as presented. Passed. UNFINISHED BUSINESS District Reserve Funds The committee reviewed and discussed the status, use, amount, and purpose of the District s reserve funds. M/s Heine/Davis motioned to recommend a transfer of $2million dollars from unassigned reserve fund to retiree health care reserve fund and $1millon from unassigned reserve fund to apparatus reserve fund. Passed 4-0 NEW BUSINESS 1. District s Five Year Financial Projection The committee reviewed the District five year financial projections. There were no actions taken. 2. Marin County Public Employee s Retirement Association (MCERA) Actuarial Findings The committee reviewed the preliminary MCERA actuarial findings. There were no actions taken. The Finance Director Dan Hom provided an overview of the Marin Public Employees Retirement Association draft report from their actuarial. There no actions taken. TENTATIVE AGENDA ITEMS FOR FUTURE MEETINGS Committee members to follow up in April reserve fund balance transfers. DRAFT Finance Committee Minutes 3/15/16 Page 1 Consent Calendar -1 Page 4

5 ADJOURNMENT There being no further business to conduct chair Fenner, Jr. adjourned the meeting at 10:30 a.m. Submitted by Denise Wade, Recording Secretary Draft Finance Committee Minutes 3/15/16 Page 2 Page 5

6 Novato Fire District Board of Directors Finance Committee Meeting Minutes May 17, 2016 The meeting was called to order by Chair Fenner, Jr. at 9:00 A.M. in Heritage conference room, 95 Rowland Way, Novato, CA COMMITTEE MEMBERS PRESENT Directors Worth Fenner, Jr. and Bill Davis, Fire Chief Mark Heine, Finance Director Dan Hom. STAFF PRESENT Director Jim Galli, Deputy Fire Chief Adam Brolan, and Battalion Chief Bill Tyler OPEN TIME FOR PUBLIC EXPRESSION No public comments were made. CONSENT CALENDAR ITEMS 1. Review of Fire Chief s credit card expenses. 2. Review of Deputy Fire Chief s credit card expenses. NEW BUSINESS 1. MCERA Actuarial Valuation report as of June 30, 2015 The committee reviewed and discussed the MCERA Actuarial Valuation report as of June 30, The Finance Director Dan Hom provided a review of the recent Marin County Public Employees Retirement Association Actuarial Valuation study. The District s current unfunded pension liability is $18.2 million but the District is 89% funded in the system, a better position than several other Marin agencies. The direction was given to the Fire Chief to prepare a presentation for the full Board for their June 1 meeting. 2. Finance Committee Charter The committee reviewed and discussed the Finance Committee Charter. Director Fenner led a review of the Finance Committee charter. He asked Committee members to review the charter and to be prepared to discuss the charter and any suggested changes at the June Finance Committee meeting. TENTATIVE AGENDA ITEMS FOR FUTURE MEETINGS Committee members to follow up in April reserve fund balance transfers. None. ADJOURNMENT There being no further business to conduct chair Fenner, Jr. adjourned the meeting at 10:30 A.M. Submitted by Denise Wade, Recording Secretary DRAFT Finance Committee Minutes 3/15/16 Page 1 Consent Calendar-2 Page 6

7 Novato Fire District Board of Directors Special Finance Committee Meeting Minutes June 15, 2016 The meeting was called to order by Chair Fenner, Jr. at 9:00 a.m. in Heritage conference room, 95 Rowland Way, Novato, CA COMMITTEE MEMBERS PRESENT Directors Worth Fenner, Jr. and Bill Davis, Fire Chief Mark Heine, Finance Director Dan Hom. STAFF PRESENT Deputy Fire Chief Brolan and Battalion Chief Tyler OPEN TIME FOR PUBLIC EXPRESSION No public comments were made. CONSENT CALENDAR ITEMS 1. Review of Fire Chief s monthly credit card expenses. 2. Review of Deputy Fire Chief s monthly credit card expenses. M/s Davis/Fenner, Jr. motioned to accept and file consent calendar items as presented. Passed. NEW BUSINESS 1. Preliminary Budget FY 2016/2017 The committee reviewed and discussed the Preliminary Budget FY 2016/2017 and made a recommendation to the full Board. M/s Davis/Fenner,Jr. motioned to recommend the adoption of preliminary budget version 5 as presented to full Board. Motioned carried Novato Fire District s 5 Year Financial Projections The committee reviewed and discussed the Fire District s 5 year financial projections. The committee members directed staff to present the 5 year project to the full board on June 22, Maze & Associates Contract Extension for Fiscal Years 2017, 2018 and 2019 The committee reviewed and discussed the options of the extension of Maze & Associates contract for fiscal year 2017, 2018, 2019 or to issue a request for proposal for audit services. M/s Heine/Davis motioned to recommend to the full board the three year extension of the contract with Maze and Associates for fiscal year 2017, 2018, and Motioned carried. 4-0 DRAFT Finance Committee Minutes 6/15/16 Page 1 Page 7 Consent Calrndar-3

8 TENTATIVE AGENDA ITEMS FOR FUTURE MEETINGS Committee members may discuss or request future agenda items for Committee Consideration. 1. Review of Finance Committee Charter 2. Review and discuss expense controls procedures INFORMATIONAL ITEMS 1. Monthly Report of County School and District Investments as of April 30, ADJOURNMENT There being no further business to conduct chair Fenner, Jr. adjourned the meeting at 9:55 a.m. Submitted by Denise Wade, Recording Secretary DRAFT Finance Committee Minutes 6/15/16 Page 2 Page 8

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92 Unfinished Business 1 Finance Committee Charter (verbal report) Unfinished Business-1 Page 92

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96 New Business 1 Purchasing Policy 1-IX-6 (verbal report) New Business-1 Page 96

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98 NOVATO FIRE DISTRICT OPERATIONS MANUAL CHAPTER IX FINANCE BOOK NO. 1 ORGANIZATION SUBJECT 6 Purchasing DATE 4/27/15 CODE 1-IX-6 PAGE 2 OF 16 Rev A: 12/01/14 Payment for expenditures made under this policy will be made only upon authorization by those designated responsible in each given area, hereafter referred to as "Authorized Purchasers" (refer to Exhibit A: PROCUREMENT PROCEDURES) GRATUITIES The Officers, employees, or agents of the District shall neither solicit nor accept gratuities, favors, or anything of monetary value from a vendor / contractor / consultant, or potential vendor / contractor / consultant. Violation of this section shall be cause for disciplinary action UNLAWFUL PURCHASES If any District purchases or contracts for supplies, materials, equipment, or service providers are made contrary to the provisions of this policy, the purchase order or contract may be declared void. It is unlawful for any officer or employee to piecemeal the purchase of goods and equipment in order to avoid compliance with this policy DEFINITIONS 1. Authorized Purchaser 2. Awarding Body District personnel designated to authorize payments for expenditures or indebtedness for Fire District funds in their given area; see Exhibit B for the organizational chart. Per the California Department of Industrial Relations (DIR): An awarding body or body awarding the contract means department, board, authority, officer or agent awarding a contract for public work. In most cases the awarding body is a unit of state or local government, such as a city, county, school district, water district, special district, or a state agency. 3. Invoice Legible, vendor generated, written detail of the purpose and cost of a purchase provided by the APPROVED INITIATOR: Fire Chief Page 98

99 NOVATO FIRE DISTRICT OPERATIONS MANUAL CHAPTER IX FINANCE BOOK NO. 1 ORGANIZATION SUBJECT 6 Purchasing DATE 4/27/15 CODE 1-IX-6 PAGE 3 OF 16 Rev A: 12/01/14 vendor; must include business name, address, contact information and company logo (where applicable). 4. Original Receipt 5. Goods and Equipment 6. Goods and Services 7. Invitation to Bid (Formal Quote) 8. Government Bid Legible, vendor generated record of the purpose and cost of a purchase provided by the vendor; must include business name, address, contact information and company logo (where applicable). Any and all articles, materials, or things which shall be furnished to be used by the District, but excluding Goods and Services, Professional Services or materials furnished "in kind" in lieu. Any and all articles, materials, or things furnished to be used by the District accompanied by a Service contract for maintenance, preventative maintenance or covered repairs. Procurement by competitive bids and awards and is the required method of procurement for purchases in excess of thirty-five thousand dollars ($35,000.00) unless negotiation is necessary. Purchases in this amount require Board Approval. Purchases shall require a formal bidding process, which includes defining specifications, public notice, advertising, the receipt of sealed bids, and public opening of bids using the approved Notice for Invitation for Bids form. The purchase will be awarded to the lowest responsible bidder. Procurement of an item that has gone through a government bid process to obtain the best price. This includes GSA (Government Services Administration) CMAS (California Multiple Award Schedule) Fire-GPO (Government Purchase Organization). The District has the ability to skip the formal advertising requirement and proceed with the purchase as long as the item meets the most favorable price for the District. APPROVED INITIATOR: Fire Chief Page 99

100 NOVATO FIRE DISTRICT OPERATIONS MANUAL CHAPTER IX FINANCE BOOK NO. 1 ORGANIZATION SUBJECT 6 Purchasing DATE 4/27/15 CODE 1-IX-6 PAGE 4 OF 16 Rev A: 12/01/14 9. Piggyback Bid 10. Prevailing Wages 11. Prevailing Wages Threshold 12. Public Works Procurement of an item that has gone through the formal bidding process by another government agency. The District has the right to make minor change orders to the specifications that do not significantly change the bid and still receive the preponderance of the other government agency's price. Per the California Division of Labor Standards Enforcement (DLSE): The general prevailing rate of per diem wages (basic hourly wage rate, overtime, holiday pay rates and employer payments) for a particular craft, classification, or type of worker. Per the California Office of Policy, Research and Legislation (OPRL): Prevailing wages must be paid to all workers employed on a public works project when the public works project is over $1,000. Per the DIR Public works refers to construction, alteration, demolition, installation, or repair work (including maintenance) done under contract and paid by public funds. Public works projects do not include those done by a public agency with its own employees. 13. PWC-100 The DIR s online registration form which is required to be completed and submitted for every public works project which has been awarded a contract. 14. Request For Proposal: Procurement by sealed proposals and awards is the required method of procurement for services in excess of thirty-five thousand dollars ($35,000.00) unless negotiation is necessary. Purchases in this amount require Board Approval and shall require a formal proposal request process, which includes defining specifications, public notice, advertising, the receipt and opening of sealed proposals at a specified date APPROVED INITIATOR: Fire Chief Page 100

101 NOVATO FIRE DISTRICT OPERATIONS MANUAL CHAPTER IX FINANCE BOOK NO. 1 ORGANIZATION SUBJECT 6 Purchasing DATE 4/27/15 CODE 1-IX-6 PAGE 5 OF 16 Rev A: 12/01/14 and time; contract will be awarded to the respondent whose services best meet the needs of the District while remaining a cost-effective option. 15. SB 854 The California Senate Bill (No. 854) containing the language which defines the new and/or revised statutory obligations for awarding bodies regarding monitoring and compliance with the prevailing wages law and the registration of contractors / subcontractors. 16. Single or Sole Source A. Sole Source means only one individual/company can provide the goods and/or equipment needed, and that any attempt to obtain bids would only result in that same individual/company being available to meet the need. The use of a Sole Source is generally discouraged; legal reasons for the use of a Sole Source contract include: 1. Only one individual/company has a product that will meet the project s needs 2. Only one individual/company can perform the work; or 3. The existence of an unusual and compelling urgency; or 4. For the purpose of industrial mobilization or 5. Procurement of expert services; or 6. An international agreement; or 7. National security; or 8. Public interest B. Single Source means the District actively selects one supplier although many are available when there is a strong justification for what the one supplier has over the other suppliers. APPROVED INITIATOR: Fire Chief Page 101

102 NOVATO FIRE DISTRICT OPERATIONS MANUAL CHAPTER IX FINANCE BOOK NO. 1 ORGANIZATION SUBJECT 6 Purchasing DATE 4/27/15 CODE 1-IX-6 PAGE 6 OF 16 Rev A: 12/01/14 The District requires detailed and comprehensive documentation to justify Single or Sole Source purchases utilizing the Single or Sole Source Worksheet (Form AD-59a). 17. Small Purchase (Informal Quote) Process utilized to obtain competitive pricing; must be used for the procurement of goods and equipment over five hundred ($500.00) dollars up to thirty-five thousand dollars ($35,000.00). For this process at least three written vendor quotes are to be obtained and documented on the AD-59 Form PROCESS AND DOCUMENTATION The Purchasing Agent shall retain procurement records for at least a three-year period, or such longer period as required by applicable statute or law. GOODS AND EQUIPMENT (G&E) Up to $35,000 Authorized Purchasers shall make efforts to identify the best price from a minimum of three suppliers, preferably within the boundaries of the District. Documentation shall be obtained to justify the purchase. $500 or less Receipts and/or vendor-generated invoices will suffice as the record supporting the price paid. Over $500 Quotation details for the three vendor quotes shall be either (a) written on the AD-59 Form, including make, model, price, discounts and written vendor-generator quotes, or (b) printed internet vendor-generated quotes (i.e. Amazon.com, etc.) which are to be attached to the AD-59 Form. Authorized Purchasers are responsible for making all such purchases at the most favorable price for the APPROVED INITIATOR: Fire Chief Page 102

103 NOVATO FIRE DISTRICT OPERATIONS MANUAL CHAPTER IX FINANCE BOOK NO. 1 ORGANIZATION SUBJECT 6 Purchasing DATE 4/27/15 CODE 1-IX-6 PAGE 7 OF 16 Rev A: 12/01/14 GOODS AND EQUIPMENT (G&E) District, consistent with efficient operation. Authorized Purchasers shall secure competitive quotations before making such purchases whenever possible; single or sole source purchases are discouraged, and multiple vendor utilization is encouraged to ensure no favoritism and that the lowest responsible quote is awarded. Purchase Order Forms, AD-59 Forms, AD-59a Forms, receipts, memoranda, and/or other documentation will suffice as the record supporting the price paid. Upon placement of the order, the Purchase Order Form is to be distributed as follows: o White copy is provided to the vendor o Goldenrod copy is certified by the Authorized Purchaser with regard to correct pricing and available funding, then submitted to the Accounting Specialist o Yellow and pink copies are to retained by the Authorized Purchaser Upon receipt of the item: o Packing slips, receipts, or invoices are to be attached to the yellow copy, certified by the Authorized Purchaser to approve payment, then forwarded to the Accounting Specialist o The pink copy is retained by the Authorized Purchaser for their records. Over $35,000 Purchasing Agent shall submit a request to the Board for the purchase Procurement by competitive bids and award (Invitation For Bid/IFB) is the required method of procurement for this level of purchase unless an exception applies Bids shall be solicited by public notice The method and extent of public notice shall be prescribed by the Board in accordance with applicable State requirements All bids shall be submitted sealed to the Purchasing APPROVED INITIATOR: Fire Chief Page 103

104 NOVATO FIRE DISTRICT OPERATIONS MANUAL CHAPTER IX FINANCE BOOK NO. 1 ORGANIZATION SUBJECT 6 Purchasing DATE 4/27/15 CODE 1-IX-6 PAGE 8 OF 16 Rev A: 12/01/14 GOODS AND EQUIPMENT (G&E) Agent The Board may reject any or all bids for any or all goods and equipment A tabulation of all bids received, whether accepted or rejected, shall be open for public inspection Unless all bids are rejected for good cause, award shall be made to the lowest responsive & responsible bidder In determining the lowest responsive & responsible bidder, the Board shall take into consideration the quality offered and its conformity with the specifications, delivery, discount terms and conditions of the bids, and any other information and data required to prove the responsiveness and responsibility of the bidder The following documents must be retained as record of the purchase: o All formal bid documentation generated by the selection process; o Basis for contractor selection; o Justification for procurement other than a competitive basis; o Basis for award cost of price. GOODS AND SERVICES (G&S) Up to $35,000 Authorized Purchasers are responsible for making all such purchases at the most favorable price for the District, consistent with efficient operation. Documentation by purchase type shall be obtained to justify the purchase. Such purchases fall into two Categories 1. Service for pre-existing equipment Supporting documentation: - A fully executed Service Contract including Terms and Conditions, Scope of Services, Pricing Schedule, and applicable Insurance requirements - Any other pertinent paperwork supporting the APPROVED INITIATOR: Fire Chief Page 104

105 NOVATO FIRE DISTRICT OPERATIONS MANUAL CHAPTER IX FINANCE BOOK NO. 1 ORGANIZATION SUBJECT 6 Purchasing DATE 4/27/15 CODE 1-IX-6 PAGE 9 OF 16 Rev A: 12/01/14 GOODS AND SERVICES (G&S) price paid. 2. Service with new equipment purchase Supporting documentation: - A fully executed Service Contract including Terms and Conditions, Scope of Services, Pricing Schedule, and applicable Insurance requirements - AD-59 or AD-59a - Purchase Order - Any other pertinent paperwork supporting the price paid For Category 2 purchases Authorized Purchasers shall: o Secure competitive quotations before making such purchases whenever possible; single or sole source purchases are discouraged, and multiple vendor utilization is encouraged to ensure no favoritism and that the lowest responsible quote is awarded. o Make efforts to identify the best price from a minimum of three suppliers, preferably within the boundaries of the District. o If not a sole source, provide quotation details for the three vendor quotes on the AD-59 Form including make, model, price, and discounts; written vendorgenerated quotes shall accompany the AD-59 Form. o If a sole source, provide completed AD-59a Form. Upon placement of the order, the Purchase Order Form is to be distributed as follows: o White copy is provided to the vendor o Goldenrod copy is certified by the Authorized Purchaser with regard to correct pricing and available funding, then submitted to the Accounting Specialist o Yellow and pink copies are to retained by the Authorized Purchaser Upon receipt of the item: o Packing slips, receipts, or invoices are to be attached to the yellow copy, certified by the Authorized Purchaser to approve payment, then forwarded to the APPROVED INITIATOR: Fire Chief Page 105

106 NOVATO FIRE DISTRICT OPERATIONS MANUAL CHAPTER IX FINANCE BOOK NO. 1 ORGANIZATION SUBJECT 6 Purchasing DATE 4/27/15 CODE 1-IX-6 PAGE 10 OF 16 Rev A: 12/01/14 GOODS AND SERVICES (G&S) Accounting Specialist o The pink copy is retained by the Authorized Purchaser for their records. Over $35,000 Purchasing Agent shall submit a request to the Board for the purchase Procurement by competitive bids and award (Invitation For Bid/IFB) is the required method of procurement for this level of purchase Bids shall be solicited by public notice The method and extent of public notice shall be prescribed by the Board in accordance with applicable State requirements All bids shall be submitted sealed to the Purchasing Agent The Board may reject any or all bids for any or all goods and services A tabulation of all bids received, whether accepted or rejected, shall be open for public inspection Unless all bids are rejected for good cause, award shall be made to the lowest responsive & responsible bidder In determining the lowest responsive & responsible bidder, the Board shall take into consideration the quality offered and its conformity with the specifications, delivery, discount terms and conditions of the bids, and any other information and data required to prove the responsiveness and responsibility of the bidder The following documents must be retained as record of the purchase: o All formal bid documentation generated by the selection process; o Basis for contractor selection; o Justification for procurement other than a competitive basis; o Basis for award cost of price. APPROVED INITIATOR: Fire Chief Page 106

107 NOVATO FIRE DISTRICT OPERATIONS MANUAL CHAPTER IX FINANCE BOOK NO. 1 ORGANIZATION SUBJECT 6 Purchasing DATE 4/27/15 CODE 1-IX-6 PAGE 11 OF 16 Rev A: 12/01/14 PROFESSIONAL SERVICES (PS) Up to $35,000 Authorized Purchasers are responsible for making all such purchases at the most favorable price for the District, consistent with efficient operation. Authorized Purchasers shall secure competitive proposals before making such purchases whenever possible; single or sole source purchases are discouraged, and multiple vendor utilization is encouraged to ensure no favoritism and that the lowest responsible proposal is awarded. Such purchases fall into two Categories 1. Everything BUT Public Works Projects over $1000 Documentation shall be obtained to justify the purchase in the form of: A fully executed Service Contract which includes Terms and Conditions, Scope of Services, Pricing Schedule, and Insurance Requirements for Contractor or Consultant. Written proposals generated by service providers At the subsequent Regular Board Meeting after the service has been contracted, the Fire Chief shall provide written documentation to the Board President informing the Board that a particular Professional Service was provided to the District for a specific purpose, and for a specified amount. 2. Public Works Projects over $1000 For Category 2 services, Authorized Purchaser shall: Release the project using Form AD-189: Public Works Bid Request (includes SB 854 and prevailing wage requirements) Verify that all bidders are registered with the DIR Select the winning bidder Register the project using the DIR s online PCW- 100 form within five (5) days of the award of APPROVED INITIATOR: Fire Chief Page 107

108 NOVATO FIRE DISTRICT OPERATIONS MANUAL CHAPTER IX FINANCE BOOK NO. 1 ORGANIZATION SUBJECT 6 Purchasing DATE 4/27/15 CODE 1-IX-6 PAGE 12 OF 16 Rev A: 12/01/14 PROFESSIONAL SERVICES (PS) contract Over $35,000 Supporting documentation: - A fully executed Service Contract including Terms and Conditions, Scope of Services, Pricing Schedule, and applicable Insurance requirements - AD Proof of contractor/subcontractor DIR registration - Proof of public work project DIR registration (PWC- 100 online) - Any other pertinent paperwork supporting the price paid Procurement by Request for Proposal (RFP) competitive proposals and award is the required method for procurement at this purchase level The Board shall set the Scope of Work Specifications and Criteria, which includes but is not limited to Professional Service requirements and constraints, necessary experience of the professional or firm providing the service, a maximum cost, and a measurable completion timeframe. All proposals shall be sealed and submitted to the Fire Chief or designee. A tabulation of all proposals received, whether accepted or rejected, shall be open for public inspection. The Board may reject any or all proposals for any or all Professional Services. In determining the most appropriate Professional Services proposer, the Board shall take into consideration the quality of service offered and its conformity with the needs of the District, the terms and conditions of the proposal, and other information and data required to prove the responsiveness and responsibility of the proposer. The following documentation is required for the record of the purchase: o Basis for Professional Services selection o Justification for procurement APPROVED INITIATOR: Fire Chief Page 108

109 NOVATO FIRE DISTRICT OPERATIONS MANUAL CHAPTER IX FINANCE BOOK NO. 1 ORGANIZATION SUBJECT 6 Purchasing DATE 4/27/15 CODE 1-IX-6 PAGE 13 OF 16 Rev A: 12/01/14 Exhibit A: PROCUREMENT PROCEDURES 1. GOODS & EQUIPMENT (G&E) Purchase of equipment, materials and supplies deemed important to the continuity of business, facility repairs and operations; service contracts are NOT allowed under this section Category Amount Authorized Purchaser Pre-Approval Paperwork I Petty Cash See Policy 1-IX-5 II Up to $ Captain Executive Assistant No - Vendor Invoice and/or Original Receipt III Up to $10, Chief Officer Communications Purchaser EMS Supplies Purchaser General Supplies Purchaser Human Resources Manager Information Analyst Mechanics Supplies Purchaser No - Purchase Order - 3 Written Vendor Quotes on AD-59 Form OR AD-59a Form if a sole source vendor - Vendor Invoice IV Up to $35, Fire Chief, or Deputy Fire Chief, or Designee in absentia Yes; Purchasing Agent - Purchase Order - 3 Written Vendor Quotes on AD-59 Form OR AD-59a Form if a sole source vendor - Vendor Invoice V Over $35, None; formal bidding process known as the Invitation For Bid (IFB) Yes; Purchasing Agent & BOD Refer to the IFB process APPROVED INITIATOR: Fire Chief Page 109

110 NOVATO FIRE DISTRICT OPERATIONS MANUAL CHAPTER IX FINANCE BOOK NO. 1 ORGANIZATION SUBJECT 6 Purchasing DATE 4/27/15 CODE 1-IX-6 PAGE 14 OF 16 Rev A: 12/01/14 Exhibit A: PROCUREMENT PROCEDURES Continued 2. GOODS & SERVICES (G&S) Service Contracts associated with the purchase and/or maintenance of equipment deemed important to the continuity of business, equipment repairs and operations Category Amount Authorized Purchaser Pre-Approval Paperwork I Up to $10, Chief Officer Communications Purchaser EMS Supplies Purchaser General Supplies Purchaser Information Analyst Mechanics Supplies Purchaser Yes; Contracts Administrator & Purchasing Agent - Purchase Order (if required by vendor) - AD-59 or AD-59a (new equipment only) - Signed Contract from vendor (before District signature) - Vendor Invoice II Up to $35, Fire Chief, or Deputy Fire Chief, or Designee in absentia Yes; Contracts Administrator & Purchasing Agent - Purchase Order (if required by vendor) - AD-59 or AD-59a (new equipment only) - Signed Contract from vendor (before District signature) - Vendor Invoice III Over $35, None; formal bid process known as the Invitation For Bid (IFB) Yes; Contracts Administrator & Purchasing Agent & BOD Refer to the IFB process APPROVED INITIATOR: Fire Chief Page 110

111 NOVATO FIRE DISTRICT OPERATIONS MANUAL CHAPTER IX FINANCE BOOK NO. 1 ORGANIZATION SUBJECT 6 Purchasing DATE 4/27/15 CODE 1-IX-6 PAGE 15 OF 16 Rev A: 12/01/14 Exhibit A: PROCUREMENT PROCEDURES Continued 3. PROFESSIONAL SERVICES (PS) Contracts associated with the procurement of services deemed important to the continuity of business, facility repairs and operations which cannot be performed by any District employee; service type applicable to this category shall be at the discretion of the District. Category Amount Authorized Purchaser Pre-Approval Paperwork I Up to $35, Fire Chief, or Deputy Fire Chief, or Designee in absentia Yes; Contracts Administrator & Purchasing Agent - Form AD Contractor/subcontractor DIR registration verification - DIR PWC-100 confirmation - Signed Vendor Contract (before District signature); includes Terms and Conditions, Scope of Services, Pricing Schedule and Insurance Requirements - Vendor Invoice II Over $35, None; formal proposal process known as the Request For Proposal (RFP) Yes; Contracts Administrator, Purchasing Agent & BOD Refer to the RFP process APPROVED INITIATOR: Fire Chief Page 111

112 NOVATO FIRE DISTRICT OPERATIONS MANUAL CHAPTER IX FINANCE BOOK NO. 1 ORGANIZATION SUBJECT 6 Purchasing DATE 4/27/15 CODE 1-IX-6 PAGE 16 OF 16 Rev A: 12/01/14 APPROVED INITIATOR: Fire Chief Page 112

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126 Tentative Agenda Items For Future Meetings (verbal report) Page 126