Okaloosa County BOCC — April 27, 2013 — Amendments to Purchasing Manual — reading text

AMENDMENT OF PURCHASING MANUAL By Lynn M. Hoshihara Nabors, Giblin & Nickerson  PURPOSE OF THE AMENDMENTS • IMPLEMENT RECOMMENDATIONS OF AUDITOR GENERAL • STRENGTHEN EXISTING PURCHASING PROCEDURES • CONSOLIDATE THE PURCHASING MANUAL AND CONTRACT, LEASES & NON-GRANT AGREEMENT POLICIES & PROCEDURES Auditor General Recommendations CONFLICT OF INTERESTS Implement policies and procedures to ensure that future purchases of goods and services are not made from vendors in which a potential conflict of interest exists.  Auditor General Recommendations PROCUREMENT PROCESS Ensure that the selection process for the acquisition of professional services is documented. Maintain documentation evidencing the basis for decisions made by selection committees and require members to sign the ranking sheets.  Auditor General Recommendations TRAVEL • Ensure the preapproval of travel expenditures for all authorized persons. • Ensure use of properly completed and signed travel vouchers to support all travel expenditures. Auditor General Recommendations PURCHASING CARDS 1. Independent review and approval shall be documented for all P-Card expenditures 2. Employees and reviewers shall certify they reviewed the applicable P-Card expenditure report Auditor General Recommendations PURCHASING CARDS 3. P-Card certification and receipt forms shall be timely signed by employees 4. Employees must acknowledge the receipt of goods & services 5. County records shall evidence the authorized public purpose served by the expenditure  Other Proposed Changes Procurement Procedures – No Contact Clause – Bid/Proposal Protest Procedures Contract/Lease Approval Form – Requires signatures of authorizing officials and employees, rather than initials.