Okaloosa County BOCC — May 4, 2013 — Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY — reading text

Date ------------------------------------------------------------------------------------------------------------ REVIEW BY PURCHASING DEPARTMENT VERIFY IF OTHER SOURCES OF SUPPLY MEETS THIS NEED Vendor #1 Contact: Phone No.: Vendor #2 Contact: Phone No.: Vendor #3 Contact: Phone No.: Buyer Comments: _____________________________________________ _____________________ Signature of Buyer Who Reviewed Date Purchasing Services Coordinator Comments: Purchasing Services Coordinator Signature Date ------------------------------------------------------------------------------------------------------------ PURCHASING MANUAL - SOLE SOURCE DETERMINATION Comments: Approve: Disapprove: Amount of Purchase: Date: __________________________________ _____________________ Purchasing Director Signature Date 62  OKALOOSA COUNTY PURCHASING CARD EXPENDITURE REPORT Below is an account of all Purchasing Card expenditures for: Name of Employee/Department _________________________________________________________________________ Purchasing Card Number ________________________________________________________________________________ For the month of ________________________________________________________________________________________ DESCRIPTION OF ITEMS PURPOSE OF DATE GOODS/ DATE VENDOR PURCHASED AMOUNT DEPT. ACCOUNT TRANSACTION SERVICES RECEIVED NUMBER NUMBER I HEREBY CERTIFY THAT ALL PURCHASES CONTAINED HEREIN WERE FOR OFFICIAL OKALOOSA COUNTY BUSINESS, WERE MADE IN ACCORDANCE WITH RULES AND DIRECTIVES, AND THAT I HAVE REVIEWED THIS LOG AND IT CORRECTLY REFLECTS THE CARD RECEIPTS ENCLOSED. _____________________________________________________ _______________________________________________________________ SIGNATURE OF CARDHOLDER DATE SIGNATURE OF REVIEWER DATE DELIVER TO: OKALOOSA COUNTY COURTHOUSE - FINANCE OFFICE, 302 N. Wilson Street, Suite 203 Crestview FL 32536 63  LOST OR STOLEN PURCHASING CARD REPORTING FORM TO: PURCHASING DEPARTMENT FAX: 850-689-5037 FROM: PHONE: URGENT MESSAGE PLEASE DELIVER THIS FACSIMILE IMMEDIATELY --------------------------------------------------- EMPLOYEE NAME: PURCHASING CARD NO.: DATE CARD WAS LOST/STOLEN: (If unknown, report today’s date) TIME CARD WAS LOST/STOLEN: (If unknown, report time this form was completed)) LAST KNOWN LOCATION OF CARD: LAST KNOWN TIME CARD WAS USED: (Indicate location and date of last charge) REMARKS: 64  PURCHASING CARD MAINTENANCE FORM DATE: DEPARTMENT: PHONE $ AMOUNT EMPLOYEE’S NAME NUMBER CARD NUMBER REQUESTED MAINTENANCE REQUESTED (Circle as needed) ADD CARDHOLDER (Fill out above) DELETE/CANCEL ACCOUNT (Account #) RAISE/LOWER LIMIT (Existing amount) OTHER (explain) Authorized By (Department Director) Fax Back To: 689-5037 (Purchasing Department) 65 Approved by: ________________________________ Cardholder Signature: ________________________ OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS PURCHASING CARD DISPUTE FORM Company Name: Cardholder Name: Cardholder Account Number: Statement Date Transaction Date Merchant Name/Description Amount Posting Date Reference Number Check the description most appropriate to your dispute. If you have any questions, contact . 1. Alteration of Amount: The amount of the sales draft has been altered from $ to $ . (Please include copy of sales draft) 2. Unauthorized Mail or Phone Order: I certify the charge listed above was not authorized by me or any person authorized by me to use this account. I have not ordered merchandise by phone or mail or received goods and services as represented above. 3. Cardholder Dispute: I did participate in the above transaction; however, I dispute the entire charge, or a portion, in the amount of $_____________because: 4. Credit Not Received: The merchant has issued me a credit slip for the transaction listed above; however, the credit has not been posted to my account. The date on the voucher is between 30 and 90 days old. (Please include a copy of the credit voucher.) 5. Imprinting of Multiple Slips: The above transaction represents multiple billing to my account. I only authorized one charge from this merchant for $ . I am still in possession of my card. 6. Merchandise Not Received: My account has been charged for the above transaction, but I have not received this merchandise. I have contacted the merchant. 7. Merchandise Not Received: My account has been charged for the above transaction, but I have since contacted this merchant and canceled the order. I will refuse delivery should the merchandise still 8. be sent. Merchandise Returned: My account has been charged for the transaction listed above, but the merchandise has been returned. Provide a description of the circumstances. (Please include postal 9. receipt if applicable.) Inadequate Description/Unrecognized Charge: I do not recognize this charge. Please supply a copy of the sales draft for my review. 10. I am no longer disputing this charge. 66  OKALOOSA COUNTY PURCHASING CARD AGREEMENT I, , agree to the following regarding my use of the Purchasing Card: (Print Name) 1. I understand that I am being entrusted with a valuable tool and will be financially obligating Okaloosa County and will strive to obtain the best value for the taxpayers of Okaloosa County. 2. I understand that under no circumstances will I use the Purchasing Card to make personal purchases. Willful intent to use the Purchasing Card for personal use may result in disciplinary actions, including termination of employment. 3. I will follow the established procedures for using the Purchasing Card. Failure to do so may result in the revocation of my use privileges or other disciplinary actions. Additionally, I will follow all County purchasing requirements. 4. I have read the Purchasing Card provisions contained in the Purchasing Manual and understand the requirements for using the Purchasing Card. 5. I agree that should I violate the terms of this Agreement and use the Purchasing Card for personal use or gain, I will reimburse the County for all incurred charges and any fees related to the collection of those charges. Employee Name (Print) Employee Signature/Date 67  BID ATTACHMENTS The following are requirements that shall be included in all bid specifications (Special Conditions section) for projects that are funded through/by the U.S. Department of Transportation, Federal Transit Administration. Additional FTA requirements that may be required can be found in the matrix located in Appendix A. Okaloosa County reserves the right to reject any/all bids that are submitted incomplete or without these documents. 1. Buy America 2. Bus Testing 3. Lobbying 4. Clean Air 5. Civil Rights 6. Bid Protests 7. Government Debarment and Suspension 8. Fraud 9. The Purchasing Director has the authority and responsibility to ensure Federal requirements are met regarding all procurements of goods and services utilizing FTA Funds. That person will also have the ability to stop any procurement activity if it conflicts with Federal procurement practices. 10. The Okaloosa County Coordinated Transportation Office shall ensure that all required portions of the Uniform Administrative Requirements for Grants & Cooperative Agreements (49CFR-Part 18 & Circular 4220 are complied with. 11. The Purchasing Department & Okaloosa Coordinated Transit will maintain current copies of the above documents and familiarize themselves with the requirements. 12. Okaloosa Coordinated Transit shall maintain a written record of all purchases utilizing FTA funds showing the purpose of the expenditure. 68  FEDERAL TRANSIT ADMINISTRATION REQUIREMENTS UNDER 49 CFR, PARTS 18 AND 19, AND CIRCULAR 4220 BUY AMERICA - The contractor agrees to comply with 49 U.S.C. 5323(j) and 49 CFR Part 661 which provide that Federal funds may not be obligated unless steel, iron, and manufactured products used in FTA-funded projects are produced in the United States, unless a waiver has been granted by FTA or the product is subject to a general waiver. General waivers are listed in 49 CFR 661.7 and include final assembly in the United States for 15 passenger vans and 15 passenger wagons produced by Chrysler Corporation, microcomputer equipment, software, and small purchases (currently less than $100,000) made with capital, operating, or planning funds. Separate requirements for rolling stock are set out at 5323(j)(2)(C) and 49 CFR 661.11. Rolling stock not subject to a general waiver must be manufactured in the United States and have a 60 percent domestic content. A bidder or offeror must submit to the FTA recipient (Okaloosa County) the appropriate Buy America certification (below) with all bids on FTA-funded contracts, except those subject to a general waiver. Bids or offers that are not accompanied by a completed Buy America certification must be rejected as non-responsive. This requirement does not apply to lower tier subcontractors. Certification requirement for procurement of steel, iron, or manufactured products. Certificate of Compliance with 49 U.S.C. 5323(j)(1) The bidder or offeror certifies that it will meet the