Okaloosa County BOCC — April 27, 2013 — Compare version 5 with original — reading text

establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment. Okaloosa County reserves the right to request documentation showing compliance with the requirement. 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 30  EMERGENCY PURCHASES 1. Definition: An emergency purchase is defined as one brought about by a sudden unexpected turn of events (i.e., acts of God, riot, fires, floods, accidents or any circumstance or cause beyond the control of the department in the normal conduct of its business) involving health, welfare, injury or loss to the County and which can be rectified only by immediate purchase of equipment, printing, supplies, materials or service. 2. Procedures: When an event arises where an emergency purchase is required, the following procedures should be used: a. If during regular work hours (7:30 a.m. to 4:30 p.m., Monday through Friday) (1) Contact the Purchasing Department and inform them of (a) The emergency and (b) The item(s) needed to rectify the emergency (2) The Purchasing Department will procure the item(s) needed to rectify the emergency. (a) The Purchasing Department will give top priority to emergency purchases. (b) The Purchasing Department will have the authority to deviate from normal purchasing practices to satisfy an emergency requirement. The above deviations must be fully documented as to why they were necessary. b. If after regular work hours, during the weekend or on a holiday, (1) Contact the Purchasing Director or Staff and (a) Inform them of the emergency (b) Request a verbal approval to purchase (c) Give the Purchasing Department as much information as possible concerning the purchase. (1) Item(s) required (2) Estimated cost (3) Any other information about the purchase that is available. NOTE: A representative from the Purchasing Department should be on call at all times. If contact cannot be made, and the Department has established that a true emergency exists, the purchase should be obtained and administrative action taken on the next work day. (2) The using department will procure the item(s) required to rectify the emergency. 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 30  The using department should use good judgment in procuring the required item(s) at the best possible price considering the circumstances of the emergency. (3) On the first workday following the emergency, the using department will electronically submit a completed Requisition to the Purchasing Department. The requisition should indicate: (a) An emergency purchase (b) The price (unit and total cost) (c) The vendor (d) A description of the item(s) (e) The quantity purchased (f) etc. (4) After the Purchasing Department receives the completed Purchase Requisition from the using department, they will complete the Purchase Order and process it through the Finance Department for certification of funds and legality of the purchase. c. Any emergency purchase. (1) The using department head shall file with the Purchasing Department a statement certifying the conditions and circumstances requiring an emergency purchase. This shall be submitted within five (5) working days of the emergency purchase and shall include complete details surrounding the event(s) that created the emergency. NOTE: This statement should make reference to the purchase order number used in the emergency. (2) The Purchasing Department will not approve any purchase order number under this regulation as the burden of proof rests with the certifying officer; however, all statements will be reviewed by the Purchasing Department, and should there be any reasonable doubt that an emergency did exist; an opinion will be filed with the Internal Auditor. 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 30  PROFESSIONAL SERVICES NOTE: Professional services for construction work estimated to cost more than $1,000,000 and professional services for “studies” estimated to cost over $50,000 must be obtained through Request for Qualifications and cannot be tasked to consultant’s already under contract. PURPOSE To establish a standard procedure for the selection of firms providing professional services to the County. The persons empowered to make the selection must be kept free of pressures, both internal and external. DEFINITION The term Professional Service is defined as assistance obtained in support of County operations from an independent contractor in one or more of the following professional fields: 1. Appraisal Services - Real and Personal Property Appraisers. 2. Professional Architecture, Engineering, Landscape Architecture, or Registered Surveying and Mapping Services (as per 287.055 F.S.). NOTE: For the Okaloosa County Airports, requirements of 49 CRF Part 18.36 of the Federal Aviation Administration's Rules and Regulations must be met. 3. Audit and Accounting Services - Auditors and Accountants. 4. Consultants - Planning, Management, or Scientific Advisors. 5. Financial Services - Bond Counsel, Rating and Underwriting, Financial Advisor, and Investment Services. 6. Legal Services - Attorneys and Legal Professionals. 7. Construction Managers. Professional Services obtained by or paid for by the County for the benefit of indigent clients shall be considered grants and not professional services. Procurement of professional services will require approval at levels consistent with previous pages (11 and 12). The Purchasing Director may approve up to $25,000.00 and the County Administrator up to $50,000.00. Any services exceeding $50,000.00 shall require Board approval. Grant requirements (if any) must be reviewed and will override purchasing policy if required. BOARD AUTHORIZATION PROCEDURE STEP 1: Preparation of an initial Executive Summary by the requesting department or agency that: A. Explains the requested service, the scope of work and the anticipated length of the contract. B. Justifies the need for the requested service. C. Seeks Board approval to distribute "Requests for Proposals" and to establish a selection committee to review the proposals, prioritize the contending firms and negotiate an agreement with the selected firm. At 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 30  the discretion of the Board, the Board may appoint themselves as the selection committee to review the proposals and prioritize the contending firms. 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 30 STEP 2: Development and distribution of the "Request for Proposal" (RFP) document shall be coordinated between the requesting agencies and the Purchasing Department. The RFP shall include: A. A proposed scope of services sufficiently specified so as to assure that all firms have the same understanding of the request. In the event that the scope of services cannot be sufficiently specified, then the RFP shall include, at the very least, a description of the problem or issue to be addressed and the desired solution. B. A request for all firms to submit documentation of respective qualifications and expertise as related to the services referenced in the proposal. C. Specific instructions on how, when and where the proposals shall be submitted. The submittal date will be at least 21 days after the notice of request has been published. D. A requirement that the proposal be submitted as a sealed package. STEP 3: Review of all proposals received which will proceed as follows: A. The selection committee (established in Step 1C) will review all written documents submitted. B. The committee's ranking of prospective firms shall be based on the firm's capabilities, ability, adequacy of personnel, past record, recent experience, current workload and location of the firm or individual. (See attached Instruction Sheet). C. The committee may request oral presentations from the vendors when establishing the recommended priority or short list. D. The committee shall prepare its recommended priority list and notify all prospective firms of its recommendation by U.S. Mail. E. Unless a formal protest is filed, the recommended priority list established by the committee shall be presented to the Board of County Commissioners for approval prior to the commencement of negotiations. STEP 4: A. Any prospective firm who desires to formally protest the recommended rankings of the selection committee shall submit a notice of intent to protest in writing to the County Administrator within ten (10) calendar days from the mailing of the committee