Beaufort County staff preview new purchasing code and explain 'after-the-fact' purchases

At a Beaufort County Finance Committee workshop, procurement staff reviewed a draft purchasing code intended to replace the county's existing procurement rules and improve clarity around emergency and after-the-fact purchases.

The draft, which staff described as a "brand new code," was produced over several months by the county's legal team, outside counsel, procurement and finance staff. John Robinson, who led the presentation, said the intent is to accept comments from council and the public, revise the draft and bring a finalized policy to the Finance Committee for consideration on Aug. 26. "This is the draft version of the Beaufort County's new purchasing code," Robinson said.

Why it matters: The draft would change how the county documents and authorizes purchases, increase certain dollar thresholds for staff execution, and formalize a ratification process for purchases made without prior authorization. Robinson said the draft includes roughly 45 definitions, new guidance on exemptions (art, library materials, utilities, FBO services) and a separate approach for professional consulting and engineering services that relies on qualifications rather than price.

Key details: The draft raises the threshold for procurement director and chief finance officer contract authority to $50,000 (up from $35,000 under the prior policy), sets administrator authority at up to $150,000, gives committees authority for certain ranges, and reserves purchases above $200,000 to full council approval. Robinson read the draft definition of ratification: "Ratification means the act of approving or offering formal consent to a treaty, contract, or agreement making it officially valid." He said ratification for after-the-fact purchases would be approved by the county administrator or a designee and requires written notification and a justification prepared by purchasing staff.

Council members pressed staff on practical examples and consequences. When asked to explain "after the fact" purchases, Robinson said it covers situations where a good or service is received or a contract is executed without a valid purchase order; the purchasing director would then vet the expense, notify the relevant department head in writing and prepare documentation for ratification. A council member asked about employee discipline; Robinson said the county would investigate and discipline as appropriate but emphasized the process'not the punishment'is meant to protect both the county and vendors.

Procurement process and checks: Robinson described the document review system as an internal routing control intended to force review and signature by the right offices. He outlined competitive solicitation types (IFB, RFP, RFQ), described score-sheet evaluations by a selection committee and said procurement will continue to use pre-bid meetings, selection committees and engineering reviews as needed. On sole-source and single-bid scenarios, staff said they generally attempt resolicitation, use engineering or pricing reviews to confirm fairness and, when warranted, negotiate with a single bidder to obtain a reasonable price.

Vendor outreach and equity: To broaden competition and support disadvantaged or local firms, the county plans to use OpenGov, a solicitation platform with a vendor registration and disadvantaged-business questionnaire. Robinson said the platform extends outreach far beyond the county's old system; staff reported that in some solicitations OpenGov notified thousands of potential vendors compared with the prior 100—150-notification reach. Council members recommended PIO outreach and training to help small groups register and respond to solicitations.

What happens next: Staff invited written comments and said they would incorporate feedback and return a revised policy for Finance Committee consideration on Aug. 26. The workshop produced no formal ordinance vote; it served as a staff briefing and committee review.