Okaloosa County BOCC — April 27, 2013 — reading text

Attachment: Compare version 5 with original.pdf (1517 : Revisions to the Purchasing Manual) Employees. The monthly limit varies by cardholder (see the attached limit sheet). 3. Cash advances are strictly PROHIBITED. 4. What if I use the card and it is denied? Three things can cause this. a. You are above your limit. b. Your charges from the previous billing period have not been paid. c. The Vendor's Merchant Category Code is blocked from your card. 5. How will I receive my bill? The Department Coordinator will print the monthly statement using “WORKS” (credit card online program) and distribute to cardholders as necessary. 6. When are all invoices due in the Finance Department for payment? The 15th of every month. 7. What if I’m on vacation or out sick? Leave your Expenditure Report and your receipts with your Department Coordinator for processing during your absence. 8. Why do I have to keep a Monthly Expenditure Report? This report will document the items you have purchased in the event of any inquiry. It will be helpful in the event of a lost receipt or disputed charge. 9. Can I use this card to make purchases over the phone? YES, provided the vendor has the item in stock and ready for delivery. You cannot use the card to order items that will be backordered. 10. Can someone else use my card? ABSOLUTELY NOT. Use by anyone other than the cardholder is PROHIBITED. 3 Packet Pg. 867  8.6.c.c OKALOOSA COUNTY VISA CARDHOLDER PURCHASING CARD AGREEMENT I, , agree to the following regarding my use of the Purchasing Card: (Print Name) 1. I understand that I am being entrusted with a valuable tool and will be financially obligating Okaloosa County and will strive to obtain the best value for the taxpayers of Attachment: Compare version 5 with original.pdf (1517 : Revisions to the Purchasing Manual) Okaloosa County. 2. I understand that under no circumstances will I use the Purchasing Card to make personal purchases. Willful intent to use the Purchasing Card for personal use may result in disciplinary actions, including termination of employment. 3. I will follow the established procedures for using the Purchasing Card. Failure to do so may result in the revocation of my use privileges or other disciplinary actions. Additionally, I will follow all County purchasing requirements. 4. I have been given a copy of the Purchasing Card Manual and understand the requirements for using the Purchasing Card. 5. I agree that should I violate the terms of this Agreement and use the Purchasing Card for personal use or gain, I will reimburse the County for all incurred charges and any fees related to the collection of those charges. Employee Name (Print) Employee Signature/Date 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 Packet Pg. 868  8.6.c.c FOLLOW-UP 1. The function of the Purchasing Department is to supply materials and/or supplies to fulfill requisitioning department requirements. This function is not complete until satisfactory delivery of such items has been made. Aggressive follow-up should be made by the initiating department assisted by Purchasing: a. The Purchasing Department’s copy of the Purchase Order is placed in Attachment: Compare version 5 with original.pdf (1517 : Revisions to the Purchasing Manual) chronological order according to the purchase order number. All correspondence shall be documented on the Purchase Order. b. On specified date of delivery, the receiving department should ascertain if complete delivery has been made. If not, the Supply Coordinator either writes or telephones the vendor and follow-up is “logged” on the Department’s copy of the order. Negative replies from the vendor result in follow-up contact requesting specific reasons as to why delivery was not made as promised. A new, realistic delivery date is then determined if the vendor has a bona fide reason for delay of delivery. If not, the order is subject to cancellation. c. If the initiating Department cannot resolve the problem, the Supply Coordinator shall notify the Purchasing Department (Buyer) of the problem. The Purchasing Department shall make every effort to assist the initiating Department to fill the order. d. Continued broken promises, partial deliveries and/or poor service results in the Purchasing Director evaluating such performance to determine if action to remove the vendor from the bid and quotation list is warranted. e. All follow-up action shall be documented in detail. 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 Packet Pg. 869  8.6.c.c SPECIFICATIONS 1. Specifications: An accurate description of materials or services to be purchased. a. As quality and service are as important as price, the Purchasing Department must be furnished with specifications that will fulfill, but not exceed, the requirements for which the materials and/or services are intended. b. In considering and developing specifications, it must always be borne in mind Attachment: Compare version 5 with original.pdf (1517 : Revisions to the Purchasing Manual) that expenditures derived from public source and administered by public bodies cannot be expected to provide for “deluxe” or luxurious levels of quality. It is, therefore, necessary to follow a general policy toward the purchasing of good, standard grades of merchandise that represents an optimum relationship between quality and price, at all times consistent with providing a satisfactory level of service. c. Bids and quotations must be based upon adequate specifications. A lengthy specification composed or designed solely for the purpose of eliminating competition other than those able to supply a particular brand name commodity should be avoided. Actual brand name or common description should be used only when no other of its kind would be equally satisfactory. Specifications should be detailed so as to afford a basis for full and fair competitive bidding upon a common standard, and they should be free from restrictions that would tend to stifle competition. d. Detailed lengthy specifications should be faxed or e-mailed directly to the Buyer handling the order. 2. Responsibilities: The responsibility for purchase rests with the Purchasing Department and, therefore, a joint responsibility is shared with the requesting department for the specifications. Should modification or alteration to a specification to permit competitive bidding be required, the Purchasing Director will communicate such intent to the requesting department. This communication will furnish full particulars as to why a change in specifications is desired and the extent and nature of such changes. 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 Packet Pg. 870  8.6.c.c BID INVITATIONATTACHMENTS 1. Formal bid invitations are the means of conveying to various vendors’ equipment specifications, a list of materials and/or supplies that the County intends to order: a. Orders in excess of $50,000.00 will normally be requested by sealed bid invitations. b. The Purchasing Department will insure that only bids from responsible vendors are accepted. The Purchasing Department will be responsible for investigating all Attachment: Compare version 5 with original.pdf (1517 : Revisions to the Purchasing Manual) vendors requesting permission to submit bids to the County. Investigative action must be completed prior to the execution of a contract. c. Responsible vendors are furnished a bid invitation that will indicate all pertinent information necessary to submit an accurate formal bid. It will indicate the deadline for submitting their sealed bids and the time and place for the pre-bid conference and the bid opening. d. The Purchasing Department should hold pre-bid conferences prior to bid openings. The Purchasing Director, representatives from the requesting department and the vendors interested in submitting a bid should attend these conferences. The purpose of these conferences is to gain a common understanding of the bid specifications and to gain feedback from the private sector (vendors) concerning the specifications. e. At least 14 days prior to the date for opening the sealed bids, a notice will be in a local newspaper(s) announcing the bid invitation to insure all interested vendors not on file in the Purchasing Department the opportunity for submitting a bid. f. On the time and date specified, the sealed bids will be opened and recorded. The specifications will be checked for accuracy and, where applicable, samples will be requested for testing. Tabulations will be made available for review by anyone interested. g. The Tabulating Committee, consisting of the Purchasing Director and the Department