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Sanford purchasing department to adopt PlanetBids software after years of manual processes
Summary
Purchasing Manager Marisol Ardonis told commissioners the procurement team processes more than 1,000 POs annually with a four-person staff, and the department selected PlanetBids software to reduce manual workload and improve solicitation management.
Marisol Ardonis, the city's Purchasing Manager, described the city's procurement workflow and told commissioners the department currently handles high volume work mostly by manual processes. "We do everything manually," Ardonis said, describing templates, posting on Vendorlink, and multi-hundred-page solicitations for complex projects.
Ardonis said the procurement team processed more than 1,000 purchase orders annually and completed 65 solicitations in the last fiscal year. She said the department vetted multiple software vendors and selected PlanetBids to reduce day-to-day manual work. Ardonis also described the department's coordination with accounts payable and the use of checklists and training to help departments submit complete requisitions.
Commissioners asked about staffing and assistance the city can provide to speed procurement; Ardonis said purchasing has four staff (two procurement officers, one contract specialist and support) and that quarterly trainings and an IT-supported checklist are intended to improve requisition completeness and turnaround time. There was no formal vote recorded on procurement software at the work session.
