Okaloosa County BOCC — June 21, 2016 — Purchasing Policy Revision

1. Consolidating purchases of like or common items to obtain maximum economic benefits. Establishing standardization of procuring materials, supplies, and equipment, where practical. Promoting good will between the County and its vendors. Preparing and submitting annual operating budgets for the Purchasing Department. Conducting pre-bid conferences for formal bids. Maintaining a list of all vendors interested in submitting quotes/bids on County purchases. Advertising for bids on purchases in excess of $50,000.00 Monitoring and controlling the County Purchasing Card System. PURCHASING POLICIES Per 2 CFR §200.110, Okaloosa County elects to use the previous procurement standards for an additional two (2) fiscal years, retroactive to October 1, 2015, before adopting the procurement standards 2 CFR §200.317 - 200.326. The following policies are hereby established and shall be adhered to: a. All requests for quotes, goods and services must be initiated by the Purchasing Department. If necessary, authority to request quotes may be delegated. b. Vendors may be received in other departments upon request or approval of the Purchasing Department. c. Upon prior approval from the Purchasing Department, county departments may interview vendors regarding specific goods/services. d. Ininterviews with vendors, no commitments on preference for any product or service shall be made nor shall any information regarding performance or price be provided, which may embarrass the Purchasing Department or Board. e. All corespondence with vendors shall be made through the Purchasing Department, except in special cases where technical details require delegation to others. In such cases, the Purchasing Department must receive copies of all correspondence. f. The Purchasing Department has full authority to question the quality, the quantity, and type of materials requisitioned by any department to serve the best interest of the County. g. Quotes and specified information received from vendors shall not bé divulged except when required by law. h. All bidders must be afforded equal opportunity to submit quotes and shall compete on equal terms. i. The County shall only conduct business with vendors who have adequate financial 9