Okaloosa County BOCC — April 27, 2013 — reading text

request such visits throughUpon prior approval from the Purchasing Department, county departments may interview vendors regarding specific goods/services. d. d. In interviews with salesmenvendors, no one who is not a member of the Purchasing Department may commit himselfcommitments on preference for any product or service, or give shall be made nor shall any information regarding performance or price be provided, which might in any waymay embarrass the Purchasing Department or Board of County Commissioners. e. e. All correspondence with suppliers is tovendors shall be made through the Purchasing Department, except in special cases where technical details involved make it advisable to delegate authorityrequire delegation to others. In such cases, the Purchasing Department must receive copies of all correspondence. f. f. The Purchasing Department has full authority to question the quality, the quantity, and kindtype of materials requisitioned in order thatby any department to serve the best interest of the County may be served. g. g. Quotations Quotes and specified information received from vendors must shall not be divulged except when governmental procurement regulations make quotation disclosure mandatoryrequired by law. h. h. All bidders must be afforded equal opportunitiesopportunity to quotesubmit quotes and are toshall compete on equal terms. i. i. The County will buyshall only from suppliersconduct business with vendors who have adequate financial strength, high ethical standards, and a record of adhering to specifications, maintaining shipping promises, and giving a full measure of service. New sources of supply will be given due consideration as multiple sources of supply are necessary to ensure availability of materials. j. We strive to maintain strong and enduring relationships with vendors of proven ability and those who desire to meet our needs. To accomplish this, our purchasing activities will be conducted so that vendors will value our business and make every effort to furnish our requirements on the basis of quality, service and price. k. Acceptance of gifts at any time, other than advertising novelties, is prohibited. 20 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 Packet Pg. 790  8.6.c.c Acceptance of elaborate entertainment is also prohibited. Employees must not become obligated to any suppliers and shall not conclude any County transaction from which they may personally benefit. j. l. The Purchasing Department shall conduct all adjustment negotiations with suppliersvendors. Attachment: Compare version 5 with original.pdf (1517 : Revisions to the Purchasing Manual) 21 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 Packet Pg. 791  8.6.c.c INTER-DEPARTMENTAL RELATIONS Cooperation and understanding between departments is essential in the effective operation of the Purchasing Department. a. The Purchasing Department should establish and maintain close liaison with departments in order to meet their purchase requirements. Attachment: Compare version 5 with original.pdf (1517 : Revisions to the Purchasing Manual) b. It must be emphasized, however, that the Purchasing Department does not determine the requirements for a particular purchase, but is responsible for determining the applicable quality and quantity to meet their particular needs. F. c. In cases where technical equipment, specifications, plans or designs are involved, the department concerned will indicate their requirements and all purchasing actions will be coordinated with them prior to summation of an order. BUSINESS RELATIONS WITH SALESMEN 1. It is essential to develop and maintain goodwill between the County and its suppliers. 2. The reputation of the Purchasing Department can be promoted by: a. Giving all salesmen a full, fair, prompt and courteous hearing. b. Keeping competition open and fair. c. Keeping specifications fair and clean. d. Cooperating with the seller and considering his difficulties. e. Having consistent buying policies and principles. f. Observing strict truthfulness in all transactions and in correspondence. g. Respecting the confidence of the salesman or his company as to confidential information. h. Keeping free from obligation to any vendor. 22 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 Packet Pg. 792  8.6.c.c ELECTRONIC REQUISITION PROCESS 1. Requisitioning procedures: 1. a. The electronic requisition originates electronically in the requesting department. 2. b. The requisition must be authorized by the Department Head or his designated Attachment: Compare version 5 with original.pdf (1517 : Revisions to the Purchasing Manual) representative.Director or designee. (1) All designated representatives should designees shall be listed with the Purchasing a. Department. b. c. Such list will be maintained by the Purchasing Department and Finance Department and will be reviewed annually. 3. Only items of similar nature (e.g., hardware, paint, building materials, etc) should be listed on each requisition. 4. d. The needs of each department shouldshall be anticipated and requisitioned in time to allow the Purchasing Department to obtain prices from several vendors. e. The following is an outlineInstructions for preparing your requisitions:. For more detailed instructions 5. (, refer to the Pentamation Electronic Requisition Processing Manual).. a. (1) 1st screen – Enter data in Pentamation software towhich shall include: Date, date requested, approval, ship code, recommended vendor (if known), buyer, attention of (person making request), comments (if any). b. 2nd screen – Description, measure, quantity, dept #, account #, and text (if any). (if any). (2) 6. Requisition isshall be forwarded to Purchasing’sthe Purchasing Department’s requisition printer electronically. 23 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 Packet Pg. 793  8.6.c.c G. PURCHASING PROCEDURES A. The Purchasing Department receives a requisition electronically from the requesting County department. 1. Requisitions furnished shall submit an electronic requisition to the Purchasing Attachment: Compare version 5 with original.pdf (1517 : Revisions to the Purchasing Manual) Department are to be , as outlined above. 1. The Purchasing Department shall expeditiously handled.review/process requisitions. In no event isshall a requisition to be held in excess of three (3) days without action. B. The Purchasing Department solicitsshall solicit information for the procurement of the requisitioned items. The following instructions are considered as minimum requirements: 1. Quotation Requirements a. Orders totaling $2,500.00 or less One (1) quotation required. The purchasing agentPurchasing Agent may place 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,