HomeMy WebLinkAboutInterlocal Agreements - 2019.04.18 - 32207
August 30, 2019
Michigan Department of State
Office of the Great Seal
Richard H. Austin Building, 1st Floor
430 W. Allegan
Lansing, MI 48918
Dear Office of the Great Seal:
On April 18, 2019 the Board of Commissioners for Oakland County entered into an agreement per MR #19085 –
Department of Central Services – Establishment of a Comprehensive Central Support Services Interlocal Agreement.
As required by Urban Cooperation Act 7 of 1967 - MCL 124.510(4), a copy of the signed agreement with the County of
Oakland and the Oakland Community College, and the authorizing Board of Commissioners Resolution are enclosed for
filing by your office.
Send confirmation of receipt of this agreement to:
Mr. Joseph Rozell, Director of Elections
Oakland County Clerk/Register of Deeds
County Service Center, Building #14 East
1200 N. Telegraph Rd.
Pontiac, MI 48341
(Please include our Miscellaneous Resolution number on the confirmation of receipt letter for filing purposes.)
Contact our office at (248) 858-0564 if you have any questions regarding this matter.
Sincerely,
COUNTY OF OAKLAND
Joseph J. Rozell, CERA
Director of Elections
Cc: Pat Davis, Corporation Counsel, Oakland County
Donna Dyer, Corporation Counsel, Oakland County
Jon Tomkins, Chief, Central Support Services, Oakland County
Kristine Borrayo, Purchasing and Auxiliary Services, Oakland Community College
Enclosures
Memo
To: Pat Davis, Oakland County Corporation Counsel
From: Wendy McBride, Oakland County Clerk’s Office – Elections Division
cc: Donna Dyer, Oakland County Corporation Counsel
Date: August 30, 2019
Re:
MR #19085 – Department of Central Services – Establishment of a
Comprehensive Central Support Services Interlocal Agreement
Oakland Community College
On April 18, 2019 the Oakland County Board of Commissioners adopted MR #19085
– Department of Central Services – Establishment of a Comprehensive Central
Support Services Interlocal Agreement. Copies of these documents are attached for
your records. They have been filed with the Office of the Great Seal.
If you have any questions, please call me at 248-858-5823.
Memo
To: Jon Tomkins - Chief – Support Services
From: Wendy McBride, Oakland County Clerk’s Office – Elections Division
cc:
Date: August 30, 2019
Re: MR #19085 – Establishment of a Comprehensive Central Support
Services Interlocal Agreement – Oakland Community College
Good Morning-
I have attached copies of the documents for MR #19085 – Department of Central
Services – Establishment of a Comprehensive Central Support Services Interlocal
Agreement – Oakland Community College. These documents are for your records and
have been filed with the Office of the Great Seal.
If you have any questions, please call me at 248-858-5823.
Memo
To: Kristine Borrayo, Purchasing and Auxiliary Services, OCC
From: Wendy McBride, Oakland County Clerk’s Office – Elections Division
cc:
Date: August 30, 2019
Re: Agreement for Central Support Services between Oakland County and
Oakland Community College
On April 18, 2019 the Oakland County Board of Commissioners adopted MR #19085 –
Department of Central Services – Establishment of a Comprehensive Central Support
Services Interlocal Agreement. Copies of these documents are enclosed for your records.
They have been filed with the Office of the Great Seal.
If you have any questions, please call me at 248-858-5823.
OAKLAND
COMMUNITY
COLLEGE ™
Administrative Policy
Policy Type:
Policy Title:
Policy Number:
Office Responsible:
Related Policies:
Related Procedures:
Business Management
General Purchases
3.2.2
Business Services
Policy Statement
This policy governs the acquisition of all goods and services deemed necessary to support the operations
of the College. By approval of the annual budget, the Board of Trustees authorizes administration to
spend up to the total amount indicated in the annual budget. Maximum value including, cost, quality
and service, shall be sought for each dollar expended while serving the best interests of the College in all
transactions. This policy presents basic guidelines for the purchase of goods and services. In all
procurements the purchaser shall act in the best interest of the College to determine the greatest value
and promote a fair and competitive process among vendors. Purchase decisions may be made on
lowest price, but all factors such as warranties, service, additional fees, delivery schedule and quality
shall be considered. A Purchase Order is a legally binding agreement between the College and the
Supplier. The purpose of a Purchase Order is to encumber funds within the budget and serve as a
promise to pay for goods or services.
College purchasing shall occur within defined authority, approved policies and procedures and in
accordance with State and federal guidelines and rules for public procurement.
Delegation of Authority
The procurement of goods and services is the responsibility of the Vice Chancellor for Administrative
Services acting on behalf, and through the authority of the Chancellor and the Board of Trustees. The
Director of Purchasing and Auxiliary Services, through the authority of the Vice Chancellor for
Administrative Services is responsible for the implementation and oversight of this policy. The Director
of Purchasing and Auxiliary Services is responsible for reviewing and updating the policy when
necessary.
Purpose
The purpose of this policy is to delineate (1) the authority and responsibility of the Purchasing
Department, (2) the procedures and processes to be utilized by the Purchasing Department to ensure a
continuous supply of goods and services necessary to support student learning, instructional support,
and College administration and operation, and (3) the scope of the policy.
The responsibility of the Purchasing Department includes:
A. Provide purchasing services in an effective and efficient manner.
B. Maintain public confidence in the procedures and processes used by the College in purchasing
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goods and services through an open and competitive process.
C. Ensure fair and equitable treatment of all persons who seek to provide goods, supplies and
services to the College.
D. To procure equipment, materials, supplies and services in a timely manner, at prices that are
fair and reasonable and provide the overall best value to the College.
E. Establish and maintain safeguards to ensure a purchasing system of high quality and integrity.
Procurement of Goods and Services
Procurement of College goods and services through the commitment of College funds may be
transacted via the following methods:
1. Purchase Requisition/Purchase Order
a. Small Purchases – Less than $5,000
b. Intermediate Purchases –$5,000 but less than $25,000
c. Large Purchases – $25,000 and greater
2. Direct Purchase/Check Request
3. Blanket Purchase Order
4. Purchasing Card (“P-Card”)
1a. Small Purchases are those that are less than $5,000
The College has a decentralized purchasing authority for Small Purchases. Competitive bidding is
not required for an individual purchase with an anticipated value, including shipping charges,
less than $5,000; however the requesting department must investigate pricing options to ensure
it is making a sound economical purchase. Purchasing retains the right to obtain additional
quotes and make the final selection. A purchase order is required prior to making the purchase.
A department may request that Purchasing assist in obtaining competitive quotations for any
procurement.
1b. Intermediate Purchases are those that are $5,000 but less than $25,000
Purchasing Services must be involved to insure compliance with applicable policies and statutes
and a purchase order is required prior to making the purchase. Purchasing will request at least
three (3) competitive quotations or bids from different vendors. The College is bound to accept
the lowest qualified bid. If a department does not agree to the lowest bid, a written justification
must be sent to Purchasing for approval. Purchasing retains the right to obtain additional bids
and make final selection for contract/award.
1c. Large Purchases are those that are $25,000 and greater
Purchasing Services has the overall responsibility for the solicitation, evaluation, contract and
award of all large purchases. Purchasing Services must be involved in the complete process to
insure compliance with applicable policies and statutes. A purchase order is required prior to
making a purchase. All procurement transactions in this category must be processed by
Purchasing. Purchasing will determine the best competitive bid process for each purchase on a
case by case basis.
The College is bound to accept the lowest qualified bid. If a department does not agree to the
lowest bid, a written justification must be sent to Purchasing for approval. Purchasing retains
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the right to obtain additional bids and make final selection for contract/award.
All large purchases must be approved by the Chancellor and/or the Vice Chancellor for
Administrative Services. Contracts $50,000 and greater must be signed by the Vice Chancellor
for Administrative Services.
2. Direct Purchases
For purchases which are less than $1,000 a purchase order is not required; however are still
available if required by the vendor. Once the invoice is received a Request for Check (FS-09)
form must be processed accordingly for proper payment. Common uses for Direct Purchases
include but are not limited to, memberships, emergency repairs and registration fees. The
individual placing the order not only must have the proper authority to do so, but also has the
responsibility to make purchases that are in the best interest of the College. Direct purchases
are still required to be accompanied by a contract (such as an independent contractor
agreement) when applicable. All purchases must be made within the confines of the allotted
budget.
3. Blanket Purchase Orders
A Blanket Purchase Order is a contractual agreement that allows a set dollar amount to be spent
in multiple payments throughout the fiscal year with a specified vendor. A Blanket Purchase
Order greater than $5,000 may be used when a vendor has been established through the
appropriate purchasing policy, and will be used throughout the fiscal year for repetitive
purchases. A single blanket purchase order in the amount of the anticipated annual spend per
vendor should be requested each fiscal year.
4. Purchasing Card (“P-Card”)
The P-Card program allows approved employees to make small dollar purchases for goods and
services, except where prohibited, directly from vendors. The program is designed to make
procurements easier and more convenient by reducing the number of small dollar requisitions,
personal funds transactions and check requests. It is the cardholder’s responsibility to be aware
of and comply with the P-Card restrictions and requirements as provided at the time of
issuance. Each cardholder is responsible for ensuring that purchases support the mission of the
College. Cardholders must ensure that all purchases are fiscally responsible, within budget or
funding constraints and adhere to all College policies and procedures.
All charges made to the card are billed directly to the College, therefore no personal or non-
business related items may be charged to the P-Card. Any violation of this policy could lead to
disciplinary action including termination from the College.
Non-Competitive Purchases/Sole Source
A non-competitive purchase/sole source procurement must be thoroughly documented and
supported. Previous satisfactory experience with a vendor by itself is not justification for a sole source.
A quotation and documented proof of sole source must be requested from the vendor. Further
negotiation of price, delivery, and terms should be done to reduce the overall cost. Submission of
justification to Purchasing Services is required and final decision as to the validity of the sole source
will be reviewed. Purchasing has the final authority to approve a sole source purchase.
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Suspension and Debarment
The College is prohibited from contracting with or making sub-awards under covered transactions to
parties that are suspended or debarred or whose principals are suspended or debarred by the federal
government. The College will assure compliance to this federal regulation via confirmation from the
Federal System for Award Management (SAM).
Change Log
8/21/1980 Initial approval (3.4.3)
7/26/1990 Revised (3.4.3)
1/17/2017 Repealed (3.4.3)
11/18/1996 Revised (3.4.2)
5/17/2010 Revised (3.4.2)
1/17/2017 Revised (3.4.2)
1/17/2017 Revised (3.4.1)
7/1/2018 Effective date (formerly 3.4.1, 3.4.2 and 3.4.3)
6/25/2019 Updated to add Suspension and Debarment section.
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Resolution #/Title
Interlocal/
Intergovernmental
Agreement Title Juris./ County
Date County
sent
Agreement to
Local Clerk
with Letter
Date BOC
Chairperson
Signed
Agreement
Date copy of
Signed
Agreement,
Local Res. &
BOC Res.
mailed to
Great Seal
with Letter
Date
SCANNED
Signed
Agreement,
Local Res.,
BOC Res. &
Letter to Great
Seal E-MAILED
to Corp
Counsel (Pat
Davis &
Deanna Fett)
with Memo
Date Fully
Executed
Original
Agreement,
copy of letter
to Great Seal,
and copy of
BOC Res. sent
to Local Unit
with Memo
Date Copy of
Fully Executed
Agreement,
Copy of Local
Res., Copy of
Letter to Great
Seal & Copy of
BOC Res. sent
to County
Department
with Memo
Update Sire
w/local
resolution,
Agreement,
Great Seal letter,
Corp Counsel,
Department and
Local Memo and
BOC Misc Res
MR #19085 - Department
of Central Services -
Establishment of a
Comprehensive Central
Support Services Interlocal
Agreement
Agreement for Central
Support Services
between Oakland
County and Oakland
Community College
Oakland
Community
College
previously sent 8/29/2019 8/30/2019 8/30/2019 8/30/2019 8/30/2019
BOC MEETING DATE: April 18, 2019
(REMEMBER TO SCAN SIGNED AGREEMENT, SAVE IN AGREEMENT FOLDER)J:\BOC\PreBoard\CLERK\Agreements\19085 - Central Services\Oakland Community College\MASTER SPREADSHEET