Page 19 - CONTRACT POLICY MANUAL

SECTION 1.5

COMPLIANCE MONITORING

§1.5-101 Scope

(1) It shall be the duty of the County Procurement Officer to review, on an annual basis, the
procurement records and processes of all County departments. This monitoring will be done on a
sample basis. The monitoring of the department procurement records will be conducted to facilitate
the procurement process in accordance with County policies and best practices and will not be
construed to place responsibility for department procurement on the County Procurement Officer.

§1.5-102 Specific Duties

(1) The County Procurement Officer shall select procurement records from each department on a
regularly scheduled basis for compliance monitoring. Selected records will span the range of the
procurement process. Records will be monitored using the following performance measures:

a) compliance with legal and procurement processes outlined in this manual;
b) compliance with Board policy set forth in this manual;
c) cost effectiveness of services and commodities acquired;

d) timeliness of procurement process;
e) operational efficiencies of processes used; and,
f) other policies or best practices as determined by the County Procurement Officer

§1.5-103 Process

(1) The review process is intended to be educational and will be used as a forum to provide guidance,
policy clarification and to discuss best practices. As part of the review process, department being
reviewed will be expected to make necessary corrections to bring the file folders into compliance.

(2) Upon completion of the review, the County Procurement Officer or designee shall meet to discuss
the discoveries with the appropriate Deputy Purchasing Agent and Purchasing Manager.

(3) A final written report will be submitted to the appropriate Purchasing Council member that will
include, where appropriate, a summary of the discoveries and recommendations for corrective
action.
(4) The County Procurement Officer shall, on an annual basis, submit a report to the Purchasing
Council that contains general discoveries and identifies areas that may require changes to ensure a
procurement process that is fair, effective, efficient, and in compliance with legal requirements and
Board of Supervisors policy.

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