Okaloosa County BOCC — April 27, 2013 — reading text

Department’s requisition printer electronically. G. PURCHASING PROCEDURES A. The requesting department shall submit an electronic requisition to the Purchasing Department, as outlined above. 1. The Purchasing Department shall expeditiously review/process requisitions. In no event shall a requisition be held in excess of three (3) days without action. B. The Purchasing Department shall solicit information for the procurement of the requisitioned items. 1. Quotation Requirements a. Orders totaling $2,500.00 or less One (1) quotation required. The Purchasing 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 12 Packet Pg. 702  8.6.c.b Three (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 as back-up information. (1) When written quotations are requested, the Purchasing Agent must use good judgment in establishing the reply date. However, in no case shall it exceed ten (10) days for local quotations and twelve (12) days for non-local quotations. Attachment: Okaloosa County Purchasing Manual-5 (1517 : Revisions to the Purchasing Manual) (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 require 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 a. Purchases $25,000.00 or less require approval of Department Director and Purchasing Director or their designees. b. Purchases in excess of $25,001.00 and equal to or less than $50,000.00 require approval of Department Director, the Purchasing Director, and the County Administrator or their designees. c. Purchases in excess of $50,000.00 require Board approval prior to purchasing, 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 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. 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 shall be approved by the Department Director or designee. 13 Packet Pg. 703  8.6.c.b (2) The Board may approve purchases of over $50,000.00 without formal bids where it is deemed to 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. Sole-Source Items Attachment: Okaloosa County Purchasing Manual-5 (1517 : Revisions to the Purchasing Manual) 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. 6. State Contracts a. State contract prices must be included on all tabulation sheets if applicable. b. State contract prices may be used without further negotiations on items to be utilized by the County. However, periodic review will be conducted with non-state contract vendors to ensure 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 Approval Authority thresholds. 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 such a decision. b. Executive Order 10936, concerning reporting of identical bids: Executive Order 10936, dated April 24, 1961 (26 Federal Register 3555) requests state 14 Packet Pg. 704  8.6.c.b 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 shall work together to satisfy the requirements of the executive order. 9. Ordering Process a. A purchase order is prepared for any requisitioned items. The vendor offering the best value to the County shall be awarded the purchase. Attachment: Okaloosa County Purchasing Manual-5 (1517 : Revisions to the Purchasing Manual) b. The completed purchase order shall be forwarded electronically to the Finance Department. (1) The Finance Department shall review the purchase order and determine 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 shall 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 shall distribute copies of the certified purchase order as 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 to authorize payment. (2) 2nd Copy (Yellow) shall be retained by the Purchasing Department as a file copy. (3) 3rd Copy (Pink) shall be sent to the requesting department as a reference/file copy. 10. Direct Payments All departments shall submit payment requests directly to the Finance Department for the following items: (1) Postage/Shipping (2) Subscriptions, Publications, Legal Advertisements (3) Memberships (4) Travel (Hotel, Registration, Employee) (5) Training (Tuition, Lab Fees, Books, Required Course Material for Approved Schooling) (6) Permits (7) Utilities (Electric, Water & Sewer, Phone, Garbage, Internet, etc.) (8) Court Orders (9) Recurring Budgetary Appropriations (with County Administrator’s 15 Packet Pg. 705  8.6.c.b annual approval) (10) Notary Services (11) Risk Management Claim Settlements (12) Refunds (deposits and overpayments) (13) Employee reimbursements (14) Banking Finance Fees (15) Recording Fees (16) Value Adjustment Board Fees 11. Travel Attachment: Okaloosa County Purchasing Manual-5 (1517 : Revisions to the Purchasing Manual) a. Travel-related expense payments and/or reimbursements are governed by County policy and procedures applied under the provisions of Section 112.061, Florida Statutes. b. All travel must be authorized and approved. Travel requests must be accompanied by a signed statement by the traveler’s supervisor stating that such travel is on official business and stating the purpose of such travel. 1. Travel up to $100.00 may be approved by the Department Director or designee. 2. Travel over $100.00 must be approved by the Department Director and County Administrator or