Okaloosa County BOCC — May 4, 2013 — Compare version 5 with original — reading text

PURCHASING MANUAL OKALOOSA COUNTY PURCHASING MANUAL 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  TABLE OF CONTENTS PAGE A. FORWARD 3 PRINCIPLES OF PURCHASING 4 B. DEFINITIONS 3-5 C. CODE OF ETHICS 5 6-10 D. PURCHASING DEPARTMENT RESPONSIBILITIES & FUNCTIONS 10-11 E. PURCHASING POLICIES 12 11 INTER-DEPARTMENTAL RELATIONS 13 BUSINESS RELATIONS WITH SALESMEN 13 F. ELECTRONIC REQUISITION PROCESS 14 12 G. PURCHASING PROCEDURES: 1. QUOTATION REQUIREMENTS 15 12-13 2. APPROVAL AUTHORITY 15-16 13 3. FORMAL BID REQUIREMENTS 16 13-14 4. SINGLESOLE SOURCE ITEMS 16 14 5. LEASE AGREEMENT 16 14 6. STATE CONTRACTS 16 14 7. GCPC (GULF COAST PURCHASING COOPERATIVE) 17 14 8. IDENTICAL TIE BIDS OR QUOTES 17 14 ROUTING ENCUMBERING & DISPOSITION OF PURCHASE ORDER 17-18 9. ORDERING PROCESS 15 10. DIRECT PAYMENTS 17 15 11. TRAVEL AUTHORITY 18 16-17 SINGLE SOURCE DATA SHEET 19 H. CHARGE CARDSEMERGENCY PURCHASES 17-19 I. PURCHASING CARD POLICY & PROCEDURES 20-3225 FOLLOW-UP 32 SPECIFICATIONS 33 BID INVITATION 34 AWARDS & REJECTIONS 34-35 LOCAL BID PREFERENCE 35 BID BONDS 35 BANKRUPTCY OR REORGANIZATION PROCEEDINGS 35 1 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, 09/12/2011 10  FEDERAL TRANSIT ADMINISTRATION FUNDING 35 PROTECTION OF RESIDENT WORKERS 36 EMERGENCY PURCHASES 37-38 PROFESSIONAL SERVICES 39-41 J. COUNTY MANAGER/PURCHASING DIRECTOR AUTHORIZATIONCARD SYSTEM COMMONLY ASKED QUESTIONS 26 K. FOLLOW-UP PROCEDURES 41-42 27 L. PURCHASING SPECIFICATIONS 27-28 M. BID INVITATION 28-31 N. REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES 32-34 O. BID/PROPOSAL PROTESTS 34 P. WIRELESS COMMUNICATION POLICY 35-36 Q. CONTRACTS, LEASES & NON-GRANT AGREEMENTS POLICIES AND PROCEDURES 37-46 I. SCOPE 37 II. OBJECTIVE 37 III. AUTHORITY 37 IV. CONTRACTS, LEASES AND AGREEMENTS FLOW PROCESS 38-39 V. PURCHASING DEPARTMENT RESPONSIBILITIES 39 VI. ISSUING DEPARTMENT RESPONSIBILITIES 39 VII. ISSUING DEPARTMENT MONITOR RESPONSIBILITIES 39-40 VIII. COUNTY ATTORNEY RESPONSIBILITIES 40 IX. RISK MANAGEMENT RESPONSIBILITIES 40 X. PURCHASING SERVCIES COORDINATOR RESPONSIBILITIES 40-41 XI. AGREEMENT PROCESSING PROCEDURES 41-43 XII. EMERGENCY EXCEPTION 43 XIII. NON-COMPLIANCE PROCEDURES 43 XIV. CHANGE ORDERS 43-44 XV. TASK ORDERS 44 XVI. CONTRACT/LEASE RENEWAL 44-45 XVII. INSURANCE REQUIREMENTS 45 XVIII. PAYMENTS 45-46 FORM APPENDICES CONTRACT CONTROL NUMBER 48 CONTACT, LEASE, AGREEMENT CONTROL FORM 49 CONTRACT & LEASE INTERNAL COORDINATION SHEET 50 EMERGENCY CONTRACT/LEASE FORM 51 CONTRACT CLOSE-OUT CHECKLIST 52 CONTRACT/LEASE PAYMENT APPROVAL FORM 53 CONTRACT/LEASE PAYMENT APPROVAL FORM INSTRUCTIONS 54-55 2 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, 09/12/2011 10 NOTICE OF COMMENCEMENT 56 TASK ORDER APPROVAL FORM 57 CONTRACT/LEASE RENEWAL FORM 58 WIRELESS COMMUNICATION DEVICE USAGE AGREEMENT CERTIFICATION 59 CONFLICT OF INTEREST DISCLOSURE FORM 60 NO CONTACT CLAUSE 61 SELECTION COMMITTEE MEMBER INSTRUCTIONS 43 62 ATTACHMENT “ SOLE SOURCE PURCHASE DATA SHEET 63 PURCHASING CARD EXPENDITURE REPORT 64 LOST OR STOLEN PURCHASING CARD REPORTING FORM 65 PURCHASING CARD MAINTENANCE FORM 66 PURCHASING CARD DISPUTE FORM 67 PURCHASING CARD AGREEMENT 68 BID ATTACHMENTS 69 FEDERAL TRANSIT ADMINISTRATION REQUIREMENTS 70-74 BUY AMERICA POST DELIVERY CERTIFICATION 75 GOVERNMENT DEBARMENT AND SUSPENSION 76 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY 77 PROGRAM FRAUD AND FALSE OR FRADULENT STATEMENTS OR RELATED ACTS 78 3 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, 09/12/2011 10 A” 44-53 FEDERAL TRANSIT ADMINISTRATION REQUIREMENTS WIRELESS COMMUNICATION POLICY 54-56 4 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, 09/12/2011 10 . FORWARD This Purchasing Manual, established by the Board of Okaloosa County (“Board”), governs all procurements made by the Board and its employees. No contract or purchase shall be subdivided to circumvent the requirements of this Manual. B. The Purchasing Department can play a large role in reducing costs of operation of County government. The objective requires not only skillful buying, but more effective management of equipment, materials and supplies. The practice of intelligent buying is more than securing the lowest price; it is the art of obtaining good, competitive prices in response to adequate specifications. The Board of County Commissioners invites all County departments to participate in the support of the Purchasing Department, which will provide better service to all County Departments, and, at the same time, bring benefits to the taxpayers of our County. 5 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, 09/12/2011 10  PRINCIPLES OF PURCHASING 1. To consider the interests of the County in all transactions and to carry out and believe in its established policies. 2. To be receptive to competent counsel from colleagues, and to be guided by such counsel without impairing the dignity and responsibility of the department. 3. To purchase without prejudice, seeking to obtain the maximum ultimate value for each dollar of expenditure. DEFINITIONS ADVERTISEMENT – A public announcement, as required by local law, inviting bids for work or services to be performed and materials to be furnished. AGREEMENT – The written contract between the County and Contractor covering the work or services to be performed; other contract documents are attached to the agreement and made a part thereof as provided therein. The