Okaloosa County BOCC — February 4, 2014 — Purchasing Manual Cover Page & Table of Contents

PURCHASING MANUAL oe Board of County Commissioners ur 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, 04/02/13 11/04/13, 02/4/14 O7™mMIOF> O7OZESET AH TT 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 3-5 6-10 10-11] 11-12 12 12-13 13-14 14 15-16 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 I. 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. RISK MANAGEMENT RESPONSIBILITIES X. PURCHASING SERVICES COORDINATOR RESPONSIBILITIES Xl. AGREEMENT PROCESSING PROCEDURES XIl. EMERGENCY EXCEPTION XIll. 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 44 44 4 TASK ORDERS XV. XVI. CONTRACT/LEASE RENEWAL INSURANCE REQUIREMENTS 5 XVII. To) wv 3 2 7 < a = . - fa Lg ra a ia: ; ¢ = Lg > ¢ x <a < 3 q il tan Stan os i et a ke a AZ “$F NILIAAR ER PRATT BET CONTRACT CONTROL IPO LPI RRS TO RIVET PI AQ “40 EORM LEASE AGREENAENT CONTROI CONTACT. ee OS Bd a a nS 9 nk i 8 a AQ COORDINATION SHect CPI OITA TI OIE Et LEASE INITERNAL beh naan es eon CONTRACT. 2 CPOE TERT Te EMERGENCY CONTRACT/I EASE FORKA EEF I OT RIN TEINS PT PTE r4 co OS ak 9 a aoe Sema oo Sr ae ek rs So or 0 re oe CONTRACT CIOSE OUT CHECKLIcT FORM CONTRACT/LEASE DAVMIENT ADDR OVAI iste] => iI 0 OS ar oe es ae ee ae oY aa ee E264 e~ se od FORM INS TRIICTIONG CONTRACT/LEASE DAVMIENT APPRPOVAI Al SS ae ee 8 a ae ee 9 a re ee oo Ore ee a Li NOTICE OF COMMENCENAENT CASTE TSI PRS TRC St EORAM PIETY PERIOD ES EPCS OPE TASK ORDER ARDROVAI FORM CONTRACT/LEASE PENIC\AL OY a ay a oo ea cor a se eo re DISCLOSLIPE CFORKA ba eo he ee ne THETO AST CONELICT OCINTEREST a a 8 a a oe EO G4 ime) SELECTION COMAAITTEE MACRARER INICTDIICTIONS he hh oe eee eee ee ee ae oe 8 ee ee re ee ee SOLE SOURCE DIIRCLIACE DATA GurcT SOF SS PRETO REPRE E Et NOCONTACTCLALISE POP EAI PCTIRST CLAUSE E2 OD NDITIIRE DEPORT PPE PS PEE EI EF TET TES PRI PT DIIRCHASING CARD Eypre BA LOSTOR-STOLEN DLIPCLIASING CARD RERDORTING coOpAA i lS ao a ae oe a ln ek aS SOP IT PT ITT FS PTT 65 PURCHASING CARD MAINTENARICE FORKA POR TINIE PAE TTT ETE EFS RTE 6S 3 DISPIITE EORAA TPT PE ES TTT FERIA OTT PAINE RPLIRCHASING CARD G7 62 69.732 DID FEDERAL TRANSIT ADMIAUSTRATION RBEOLURERAENTS PP EIEN EE RPA SET PEI OTT EINES AE PECL TPE TV PERE E> DLIRCHASING CARD AGCREEAACAIT PRI PCPA TORS CPE PRS REET EP ET RID. ATTACHNAEAITS STEPPE TECTED TA VMCERTIFICATION Linn 8 gat Sone ta re ink kr BUY AMERICA DOST DELIVER RPE PRT TERT CIO TORI ST was t ISPERISION PEEP ETE TREES OI OT ECT TY GOVERNMENT DERBARMAENT AND cl ae ee aa ke