Okaloosa County BOCC — July 2, 2013 — Pages from Purchasing Manual — reading text

PURCHASING MANUAL 2 Board of County Commissioners =z Revised: 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/11, 04/02/1 O™MOOP> QrPOZEZTALH= TABLE OF CONTENTS FORWARD DEFINITIONS CODE OF ETHICS PURCHASING DEPARTMENT RESPONSIBILITIES & FUNCTIONS PURCHASING POLICIES ELECTRONIC REQUISITION PROCESS . PURCHASING PROCEDURES 1. QUOTATION REQUIREMENTS 2. APPROVAL AUTHORITY 3. FORMAL BID REQUIREMENTS 4. SOLE SOURCE ITEMS 5. LEASE AGREEMENT 6. STATE CONTRACTS 7. GCPC (GULF COAST PURCHASING COOPERATIVE) 8. 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 12-13 13-14 14 9-15 15 15 15 15 15-16 16 17-18 18 19-20 20-21 21 22-24 25-27 27 28-33 34 35-36 CONTRACTS, LEASES & NON-GRANT AGREEMENTS POLICIES AND PROCEDURES 37-45 l. SCOPE Il. OBJECTIVE Ill. AUTHORITY IV. CONTRACTS, LEASES AND AGREEMENTS FLOW PROCESS V. PURCHASING DEPARTMENT RESPONSIBILITIES VI. ISSUING DEPARTMENT RESPONSIBILITIES Vil. ISSUING DEPARTMENT MONITOR RESPONSIBILITIES Vill. COUNTY ATTORNEY RESPONSIBILITIES IX. RISC MANAGEMENT RESPONSIBILITIES X. PURCHASING SERVCIES COORDINATOR RESPONSIBILITIES Xl. AGREEMENT PROCESSING PROCEDURES XII. EMERGENCY EXCEPTION XIII. NON-COMPLIANCE PROCEDURES XIV.CHANGE ORDERS 37 37 37 38-39 39 39 39-40 40 40 40-41 41-43 43 43 43-44 XV. TASK ORDERS XVI.CONTRACT/LEASE RENEWAL XVII. INSURANCE REQUIREMENTS XVII. PAYMENTS FORM APPENDICES CONTRACT CONTROL NUMBER CONTACT, LEASE, AGREEMENT CONTROL FORM CONTRACT & LEASE INTERNAL COORDINATION SHEET EMERGENCY CONTRACT/LEASE FORM CONTRACT CLOSE-OUT CHECKLIST CONTRACT/LEASE PAYMENT APPROVAL FORM CONTRACT/LEASE PAYMENT APPROVAL FORM INSTRUCTIONS NOTICE OF COMMENCEMENT TASK ORDER APPROVAL FORM CONTRACT/LEASE RENEWAL FORM WIRELESS COMMUNICATION DEVICE USAGE AGREEMENT CERTIFICATION CONFLICT OF INTEREST DISCLOSURE FORM NO CONTACT CLAUSE SELECTION COMMITTEE MEMBER INSTRUCTIONS SOLE SOURCE PURCHASE DATA SHEET PURCHASING CARD EXPENDITURE REPORT LOST OR STOLEN PURCHASING CARD REPORTING FORM PURCHASING CARD MAINTENANCE FORM PURCHASING CARD DISPUTE FORM PURCHASING CARD AGREEMENT BID ATTACHMENTS FEDERAL TRANSIT ADMINISTRATION REQUIREMENTS BUY AMERICA POST DELIVERY CERTIFICATION GOVERNMENT DEBARMENT AND SUSPENSION CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY PROGRAM FRAUD AND FALSE OR FRADULENT STATEMENTS OR RELATED ACTS FTA PROVISIONS, CERTIFICATIONS, REPORTS, FORMS & OTHERS 44 44 45 45 47 48 49 50 51 52 53-54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69-73 74 75 76 77 78-84 All sole source procurements, except Small and Micro Purchases, must include a written cost or price analysis in accordance with FTA rules and a sole-source purchase data sheet shall be attached to the requisition. In addition, the circumstances necessitating the sole-source procurement shall be included in the written cost or price analysis to provide justification of the purchase. Lease Agreement Per Florida Statute 125.031, all leases must be approved and executed by the Board. All leases shall be thoroughly reviewed by the Purchasing Director, Department Director and the County Attorney prior to any Board action. State Contracts a. State contract prices must be included on all tabulation sheets if applicable. b. State contract prices may be used without further negotiations on items to be utilized by the County. However, periodic review will be conducted with non-state contract vendors to ensure that best prices are being received. on Purchasing Department will obtain and retain required documents from the State contract to assemble a complete procurement file. Gulf Coast Purchasing Cooperative (GCPC) Items may be purchased from bids advertised by the GCPC without further competitive research. Items purchased from these bids will be subject to approval per the Approval Authority thresholds. Identical (Tie) Bids or Quotes a. Award of Tie Bids or Quotes: The award of tie bids or quotes shall be determined either by lotor on the basis of factors deemed fo serve the best interest of the County. In the case of the latter, there must be adequate documentation to support such a decision. b~ £xecutive Order 10936-eoncemingteperting-eHidernticat bids: Executive @) ; t-24; ister requests state OTe y Ordering Process a. A purchase order is prepared for any requisitioned items. The vendor offering the best value to the County shall be awarded the purchase. b. The completed purchase order shall be forwarded electronically to the Finance Department. 15 (1) The Finance Department shall review the purchase order and determine that the expenditure serves a public purpose, that the necessary approvals and procedures for the expenditure have been complied with and certify that funds are available for the purchase. The funds are encumbered and obligated at this point in the purchasing process. The Finance Department shall forward the certified purchase order to the Purchasing Department. Note: With the exception of Purchasing Card purchases, no County employee is allowed to obligate County funds for purchases or contracts until the above process is completed. cS: The Purchasing Department shall distribute copies of the certified purchase order as follows: (1) Original Copy (White). a. Send to vendor, then send to requesting department to be used as a “Receiving Report.” b. When all materials are received, the Department Director or designee shall sign and return the Receiving Report to the Finance Department to authorize payment. (2) 2°¢ Copy (Yellow) shall be retained by the Purchasing Department as a file copy. (3) 3 Copy (Pink) shall be sent to the requesting department as a teference/file copy. 10. Direct Payments All departments shall submit payment requests directly to the Finance Department for the following items: (1) Postage/Shipping (2) Subscriptions, Publications, Legal Advertisements (3) Memberships (4) Travel (Hotel, Registration, Employee, Transportation of Discharged Inmates per section 951.04, Florida Statutes) (5) Training (Tuition, Lab Fees, Books, Required Course Material for Approved Schooling) 5 A jectric, Water & Sewer, , Garbage, Internet, etc.) (8) Court Orders (9) Recurring Budgetary Appropriations (with County Administrator's annual approval} (10) Notary Services (11) Risk Management Claim Settlements (12) | Refunds (deposits and overpayments) (13) | Employee reimbursements (14) Banking Finance Fees (15) | Recording Fees (16) | Value Adjustment Board Fees (17) Insurance Policy Payments 16 Date: Contract No.: Change Order No.: Owner: __OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS Contractor: Original Contract Price: Net change by previously authorized Change Orders: Present Contract Price: This Change Order will (add/deduct): New Contract Price: Original Contract Time: Original Substantial Completion Date: Net change by previously authorized Change Orders: This Change Order will (add/deduct): New Contract Time: New Substantial Completion Date: APPROVALS REQUESTED BY: PROJECT ENGINEER: CONTRACTOR: OWNER: DATE: DATE: DATE: DATE: This Change Order is an amendment to the Contract/Agreement between Contractor and the Owner, and all other contract provisions shall remain in full force and effect unless specifically amended in writing, signed by both parties.