Okaloosa County BOCC — October 6, 2015 — PURCHASING MANUAL REVISIONS — reading text

OTmmMU o> PprPOoOZEZrACTE TABLE OF CONTENTS FORWARD DEFINITIONS CODE OF ETHICS PURCHASING DEPARTMENT RESPONSIBILITIES & FUNCTIONS PURCHASING POLICIES ELECTRONIC REQUISITION PROCESS PURCHASING PROCEDURES . QUOTATION REQUIREMENTS . APPROVAL AUTHORITY . FORMAL BID REQUIREMENTS . SOLE SOURCE ITEMS . LEASE AGREEMENT . STATE CONTRACTS . GCPC (GULF COAST PURCHASING COOPERATIVE) . IDENTICAL TIE BIDS OR QUOTES 9. ORDERING PROCESS 10. DIRECT PAYMENTS 11. TRAVEL 12. FTA PROCUREMENTS EMERGENCY PURCHASES FOLLOW-UP PROCEDURES PURCHASING SPECIFICATIONS BID INVITATION REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES BID/PROPOSAL PROTESTS PURCHASING CARD POLICY & PROCEDURES PURCHASING CARD SYSTEM COMMONLY ASKED QUESTIONS WIRELESS COMMUNICATION POLICY W NN A WN — 10 10-11 11-12 12 12-13 13 13 13 13 13-14 14 15-16 17 17-19 19 19-20 20-23 23-25 25-26 26-32 33 34-35 CONTRACTS, LEASES & NON-GRANT AGREEMENTS POLICIES AND PROCEDURES 36-44 . SCOPE Il. OBJECTIVE lll. AUTHORITY IV. CONTRACTS, LEASES AND AGREEMENTS FLOW PROCESS V. PURCHASING DEPARTMENT RESPONSIBILITIES VI. ISSUING DEPARTMENT RESPONSIBILITIES VI ISSUING DEPARTMENT MONITOR RESPONSIBILITIES VIIl. COUNTY ATTORNEY RESPONSIBILITIES IX. RISK MANAGEMENT RESPONSIBILITIES X. PURCHASING SERVCIES COORDINATOR RESPONSIBILITIES Xl. AGREEMENT PROCESSING PROCEDURES Xll. EMERGENCY EXCEPTION Xl NON-COMPLIANCE PROCEDURES XIV.CHANGE ORDERS XV.TASK ORDERS 36 36 36 36-37 38 38 38-39 39 39 39-40 40-42 42 42 42-43 43 XVI. CONTRACT/LEASE RENEWAL XVII. INSURANCE REQUIREMENTS XVIII. PAYMENTS FTA Requirements FTA Appendix 43 44 44 45-53 54-103 Travel advances of 80% of the estimated travel expense for reimbursements of $50.00 or more may be requested but are not mandatory. All fravel must be settled with the Finance Department within 10 business days of fravel completion. If the County has a contract on travel service(s), it shall be the Department Director’s responsibility to ensure the contracted agency be used for all travel requirements covered under the contract, except for use of County vehicles and/or private vehicles. Department Directors must ensure that the most advantageous method of travel is used: either the contract agency, the County vehicle or private transportation. Department Directors shall compare total travel expenses of all three methods to include time away from job. Taxi fare, incurred by county employees, is listed in Section 112.061(8), Florida Statutes, as an incidental travel expense to the fraveler that may be reimbursed. Additionally, the State Department of Financial Services allows for "Actual Tips Paid to Taxi Drivers which shall not exceed fifteen (15) percent of the fare." Rule 691-42.010, Florida Administrative Code. Travel requests submitted for approval and reimbursement must be accompanied by the following items. Confirmations and itineraries are sufficient for advances. However, actual receipts, tickets, and invoices notating dates and times are required for setflement. a. Summary of Travel Expense form b. Registration forms c. Conference/class agenda (In cases where agendas dare not provided, a memo, email correspondence or letter from the meeting sponsor of business showing the meeting purpose, dates, times, and locations must be provided.) d. ltemized hotel receipt e. Flight itinerary and boarding passes f. Carrental receipt with departure and return dates g. Invoices or itemized receipts for any other incidental travel costs {taxi fare, parking fees, tolls, fuel, etc.) Airport Promotional Travel and Promofional Expenses. It is hereby determined that the Airport Department is authorized and approved to make expenditures of airport revenues to publicize, advertise, and promote the activities of the County's airports; to make known the advantages, facilities, resources, products, attractions, and atiributes of the County’s airports; to create a favorable climate of opinion concerning the County's airports; to cooperate with other agencies, public and private, to accomplish these purposes; and, in furtherance thereof, to authorize expenditures for the purposes here enumerated, including medls, hospitality, and entertainment of persons in the interest of promoting and engendering goodwill toward its airports {other than direct subsidy of air carrder operations which is prohibited) provided they are in accordance with section 331.20, Florida Statute. All fravel, meals, hospitality, and entertainment of person's expenses shall be pre-approved by the County Administrator and must not exceed $10,000 for any occurrence without the approval of the Board of County Commissioners. 16