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

such orders with specific vendors based upon their experience and knowledge of pricing factors. b. Orders in excess of $2,500.00 but less than $50,000.00 Minimum of threeThree (3) WRITTEN quotations required. If unable to obtain three (3) quotes, the Purchasing Agent shall document the attempts made and/or an explanation as to why three (3) quotes are unattainable. Tabulation sheet and quotations must be attached to order foras back-up information. A verbal quotation may be obtained but must be subsequently confirmed in writing. Order will be awarded based on verbal quotation. (1) (1) When written quotations are requested, the Purchasing Agent must use good judgment in establishing the reply date. A maximum ofHowever, in no case shall it exceed ten (10) days for local quotations and twelve (12) days is sufficient timefor non-local quotations. (2) A verbal quotation may be obtained but must be subsequently confirmed in writing. Order will be awarded based on verbal quotation. c. Quotations for Bulk Fuel Purchases Purchasing Agent shall obtain written quotes based on the “Rack Price,” which to receiverequire a one (1) day reply. date. Quotes shall be reviewed and approved by the Purchasing Director or designee prior to issuing the Purchase Order. Due to the urgency of bulk fuel purchases, Board approval is not required. 2. Approval Authority 24 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. Purchases up to $25,000.00 Requires or less require approval of Department HeadDirector and Purchasing Director or their designees. b. Purchases fromin excess of $25,001.00 toand equal to or less than $50,000.00 Requires require approval of the issuing Department Head, Director, the Purchasing Director, and the County Administrator or their designees. c. Purchases in excess of $50,000.00 Requires require Board approval prior to Purchasing includingpurchasing, which shall include items on State and GSA contracts, replacement of materials, parts, repair and maintenance of existing equipment. d. Deviation from the $50,000.00 limit for emergencies, as defined in the Emergency Purchases section, is authorized for the replacement of materials, parts, repair and maintenance of existing equipment. However, the deviation will shall be coordinated with the Chairman of the Board or, if unavailable, with the Vice-Chairman and shall be reported at the next Board meeting. 25 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  Chairman of the Board or in his absence, coordination will be with the Vice-Chairman, and will be reported at the next Board meeting. e. Prior to authorizing any expenditure listed above, the Department Director shall review the purchase and determine that the expenditure serves a public purpose and that the necessary approval and procedures for the expenditure has been complied with. 3. Formal Bid Requirements a. Formal bids are required for all purchases in excess of $50,000.00. b. Purchases requiring formal bids must be approved by the Board. (1) The purchase requisition should shall be signed approved by the Department (1) Head Director or his/her designated representativedesignee. (2) (2) The Board of County Commissioners may approve in open session purchases of over $50,000.00 without formal bids where it is deemed that itto be most advantageous to the County. (3) Risk Management shall negotiate and recommend to the Board for approval, policies of insurance coverage for property, liability and special risk insurance that would be most advantageous to the County. c. See “Bid Invitation” section for the procedure on processing formal bids. 4. Single Sole-Source Items In those instances where competitive pricing cannot be obtained, a sole source purchase data sheet must be completed and attached to the requisition. The request must meet both of the following criteria: a. It is the only item that will produce the desired results (or fulfill the specific need).) and b. The item is available from only one source of supply. 5. Lease Agreement Per Florida Statute 125.031, all leases must be approved and executed by the Board of County. Commissioners. All leases must be signed only by the Chairman of the Board. 6. State Contracts a. State contract prices must be included on all tabulation sheets whereif applicable. b. “State contract prices may be used without further negotiations on items 26 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  to be utilized by the County.”. However, periodic checksreview will be madeconducted with non-state contract vendors to insureensure that best prices are being received. c. Purchasing Department will obtain and retain required documents from the State contract to assemble a complete procurement file. 7. Gulf Coast Purchasing Cooperative (GCPC) Items may be purchased from bids advertised by the GCPC without further competitive research. Items purchased from these bids will be subject to approval per the County Approval Authority Levelsthresholds. 27 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  8. Identical (Tie) Bids or Quotes a. Award of Tie Bids or Quotes: The award of tie bids or quotes shall be determined either by lot or on the basis of factors deemed to serve the best interest of the County. In the case of the latter, there must be adequate documentation to support thesuch a decision. b. Executive Order 10936, concerning reporting of identical bids: Executive Order 10936, dated April 24, 1961 (26 Federal Register 3555) requests state and local governmental bodies to report to the Attorney General of the United States information on identical bids. Whenever identical bids are received, the Purchasing Director and County Attorney shouldshall work together to satisfy the requirements of the executive order. 9. Ordering Process a. A purchase order is prepared for theany requisitioned items. The vendor offering the best value to the County shall be awarded the purchase. (1) The vendor offering the best value to the County should be awarded the purchase. b. The completed purchase order isshall be forwarded electronically to the Finance Department, Clerk of the Circuit Court. (1) The Finance Department rules on the legality ofshall review the purchase, order and certifiesdetermine that the expenditure serves a public purpose, that the necessary approvals and procedures for the expenditure have been complied with and certify that funds are available for the purchase. The funds are encumbered and obligated at this point in the purchasing process. The Finance Department forwardsshall forward the certified purchase order to the Purchasing Department. Note: No County employee is allowed to obligate County funds for purchases or contracts until the above process is completed. c. The Purchasing Department receivesshall distribute copies of the certified purchase order fromas follows: (1) Original Copy (White). a. Send to vendor, then send to requesting department to be used as a “Receiving Report.” b. When all materials are received, the Department Director or designee shall sign and return the Receiving Report to the Finance Department and distributes the copies as follows:to authorize payment. (1) Original Copy (White): Faxed to Vendor, then sent to requesting department to use as a “receiving report”. When materials are all received the Department 28 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  Head or his designated representative signs and returns to the Finance Department, authorizing