Okaloosa County BOCC — April 27, 2013 — Okaloosa County Purchasing Manual-5 — reading text

PURCHASING MANUAL 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, 09/12/11  TABLE OF CONTENTS A. FORWARD 3 B. DEFINITIONS 3-5 C. CODE OF ETHICS 6-10 D. PURCHASING DEPARTMENT RESPONSIBILITIES & FUNCTIONS 10-11 E. PURCHASING POLICIES 11 F. ELECTRONIC REQUISITION PROCESS 12 G. PURCHASING PROCEDURES 1. QUOTATION REQUIREMENTS 12-13 2. APPROVAL AUTHORITY 13 3. FORMAL BID REQUIREMENTS 13-14 4. SOLE SOURCE ITEMS 14 5. LEASE AGREEMENT 14 6. STATE CONTRACTS 14 7. GCPC (GULF COAST PURCHASING COOPERATIVE) 14 8. IDENTICAL TIE BIDS OR QUOTES 14 9. ORDERING PROCESS 15 10. DIRECT PAYMENTS 15 11. TRAVEL 16-17 H. EMERGENCY PURCHASES 17-19 I. PURCHASING CARD POLICY & PROCEDURES 20-25 J. PURCHASING CARD SYSTEM COMMONLY ASKED QUESTIONS 26 K. FOLLOW-UP PROCEDURES 27 L. PURCHASING SPECIFICATIONS 27-28 M. BID INVITATION 28-31 N. REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES 32-34 O. BID/PROPOSAL PROTESTS 34 P. WIRELESS COMMUNICATION POLICY 35-36 Q. CONTRACTS, LEASES & NON-GRANT AGREEMENTS POLICIES AND PROCEDURES 37-46 I. SCOPE 37 II. OBJECTIVE 37 III. AUTHORITY 37 IV. CONTRACTS, LEASES AND AGREEMENTS FLOW PROCESS 38-39 V. PURCHASING DEPARTMENT RESPONSIBILITIES 39 VI. ISSUING DEPARTMENT RESPONSIBILITIES 39 VII. ISSUING DEPARTMENT MONITOR RESPONSIBILITIES 39-40 VIII. COUNTY ATTORNEY RESPONSIBILITIES 40 IX. RISK MANAGEMENT RESPONSIBILITIES 40 X. PURCHASING SERVCIES COORDINATOR RESPONSIBILITIES 40-41 XI. AGREEMENT PROCESSING PROCEDURES 41-43 XII. EMERGENCY EXCEPTION 43 XIII. NON-COMPLIANCE PROCEDURES 43 XIV.CHANGE ORDERS 43-44 XV. TASK ORDERS 44 1  XVI.CONTRACT/LEASE RENEWAL 44-45 XVII. INSURANCE REQUIREMENTS 45 XVIII. PAYMENTS 45-46 FORM APPENDICES CONTRACT CONTROL NUMBER 48 CONTACT, LEASE, AGREEMENT CONTROL FORM 49 CONTRACT & LEASE INTERNAL COORDINATION SHEET 50 EMERGENCY CONTRACT/LEASE FORM 51 CONTRACT CLOSE-OUT CHECKLIST 52 CONTRACT/LEASE PAYMENT APPROVAL FORM 53 CONTRACT/LEASE PAYMENT APPROVAL FORM INSTRUCTIONS 54-55 NOTICE OF COMMENCEMENT 56 TASK ORDER APPROVAL FORM 57 CONTRACT/LEASE RENEWAL FORM 58 WIRELESS COMMUNICATION DEVICE USAGE AGREEMENT CERTIFICATION 59 CONFLICT OF INTEREST DISCLOSURE FORM 60 NO CONTACT CLAUSE 61 SELECTION COMMITTEE MEMBER INSTRUCTIONS 62 SOLE SOURCE PURCHASE DATA SHEET 63 PURCHASING CARD EXPENDITURE REPORT 64 LOST OR STOLEN PURCHASING CARD REPORTING FORM 65 PURCHASING CARD MAINTENANCE FORM 66 PURCHASING CARD DISPUTE FORM 67 PURCHASING CARD AGREEMENT 68 BID ATTACHMENTS 69 FEDERAL TRANSIT ADMINISTRATION REQUIREMENTS 70-74 BUY AMERICA POST DELIVERY CERTIFICATION 75 GOVERNMENT DEBARMENT AND SUSPENSION 76 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY 77 PROGRAM FRAUD AND FALSE OR FRADULENT STATEMENTS OR RELATED ACTS 78 2 A. FORWARD This Purchasing Manual, established by the Board of Okaloosa County (“Board”), governs all procurements made by the Board and its employees. No contract or purchase shall be subdivided to circumvent the requirements of this Manual. B. DEFINITIONS ADVERTISEMENT – A public announcement, as required by local law, inviting bids for work or services to be performed and materials to be furnished. AGREEMENT – The written contract between the County and Contractor covering the work or services to be performed; other contract documents are attached to the agreement and made a part thereof as provided therein. The term agreement does not include grant agreements. AWARD – The acceptance, by the County, of the successful bidder’s proposal. BID – The offer or proposal of the bidder submitted on the prescribed form setting forth the prices for the work or service to be performed. BIDDER – Any individual, partnership, firm or corporation, acting directly or through a duly authorized representative, who submits a proposal for the work or service contemplated. BIDDING DOCUMENTS – The advertisement or invitation to bid, instruction to bidders, the bid form and the proposed contract documents, including all addenda issued prior to receipt of bids. BIDDING REQUIREMENTS – The advertisement or invitation to bid, instruction to bidders and the bid form. BOARD OF COUNTY COMMISSIONERS (“Board”) – The public body or authority with whom the Contractor or Lessee has entered into the agreement and for whom the work or service is to be provided. BONDS – Performance and payment bonds and other instruments of security. CENTRAL REPOSITORY – File of all Board of County Commissioner fully executed contracts, leases and non-grant agreements maintained in auditable format by the Purchasing Services Coordinator in support of the Finance Department’s Contracts & Grant Office original file. CERTIFICATES OF COMPLIANCE – Written statements by the manufacturer stating the material furnished is in conformance with the work specifications. CHANGE ORDERS – A document recommended by Managing Department, which is signed by the Contractor, approved by the Board (following authorization levels) and fully executed by the Chairman. Authorizes additions, deletions or revision in the work or an adjustment in the contract price or contract times and issued on or after effective date of agreement. CONTRACT – The written agreement covering the work or service to be performed. The awarded contract shall include, but not limited to: the advertisement, contract form, the proposal, performance bond, payment bond, certificates of compliance, required insurance certificates, the specifications, plans and any addenda issued to bidders. 3 CONTRACTOR – The person, firm or corporation with whom the managing department has entered into the agreement (non-grant). CONTRACT/LEASE CONTROL NUMBER – A systemized unique number assigned to each fully executed contract, lease or agreement providing ready reference, status and totality of the agreement. CONTRACT/LEASE DATABASE – Computer automated agreement file in numerical contract/lease control number sequence, affording organized rapid search and retrieval of specific agreements. COPIES – Reproduced signed contracts, leases, agreements, amendments or change orders and supporting documentation maintained in the repository. DEPARTMENT MONITOR – The Department Director, or designee, responsible for oversight and review of contracts within the issuing/managing County Department. EFFECTIVE DATE OF AGREEMENT – The date indicated in the agreement on which it becomes effective. EXECUTION OF AGREEMENT – Successful bidder shall sign the necessary agreements for entering into the contract, lease or agreement and return to the Managing Department. EXPIRED FILES – File of agreements that final payment has been approved by the Board or the time period fixed in the contract, lease or agreement has expired. Retention is 15 years for capital improvements and 5 years non-capital improvements. FINAL PAYMENT – Payment issued upon satisfactory completion and final close-out of agreement or lease. FINANCE DEPARTMENT CONTRACTS & GRANTS OFFICE – The section under the Clerk of Court mandated by State Statute to file and keep all original contract documents. FULLY EXECUTED AGREEMENT – Contract, lease or agreement executed by the Contractor or Lessee submitted with all required supporting contractual documentation, approved by the Board and signed by the Chairman. ISSUING DEPARTMENT – The Department from which the bidding document, agreement or lease are to be issued and where the agreement procedures are to be administered. LESSEE – Tenant or Renter, person paying rent and to whom a lease is given. LESSOR – One who leases to a tenant. Owner or Landlord. MANAGING DEPARTMENT DIRECTOR – Issuing Department official responsible for administration of the Agreement. NOTICE OF COMMENCEMENT – The form required by Growth Management for construction/improvements involving all unincorporated areas of the County. NOTICE OF AWARD – The written notice by the Purchasing Department to the successful bidder stating that upon compliance by the bidder with the conditions enumerated therein the agreement, within the time specified. Purchasing Department will sign and deliver the award. 4 NOTICE TO PROCEED – A written notice given by the managing department fixing the date on which the agreement times will commence. The Contractor shall begin to perform his/her obligation according to the agreement documents on this date. ORIGINAL – Initial, non-reproduced signed agreements, amendments, change orders, task orders from Purchasing Department. Required to be retained by the Finance Department Contracts & Grants Office. PAYMENT BOND – The approved form of security furnished by the Contractor and his/her surety as a guaranty that he will pay all bills and accounts for materials and labor used in the work or services. PERFORMANCE BOND – The approved form of security furnished by the Contractor and his/her surety as a guaranty that the Contractor will complete the work or service in accordance with the terms of the agreement. PURCHASING SERVICES COORDINATOR – Purchasing Department assigned person whose function is to establish, maintain and track status of all Board of County Commission fully executed contracts, leases and agreements (non-grant). SPECIFICATIONS – Those