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

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  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. 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  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 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 their designees. 3. Out-of-County travel must be approved in advance. c. All travel must be by a usually traveled route. In case a person travels by an indirect route for his/her own convenience, any extra costs shall be borne by the traveler; and reimbursement for expenses shall be based only on such charges as would have been incurred by a usually traveled route. d. All mileage shall be shown from point of origin to point of destination and, when possible, shall be computed on the basis of the current map of the Department of Transportation. Vicinity mileage necessary for the conduct of official business is allowable but must be shown as a separate item on the expense voucher. e. Travel reimbursement rates may differ when travel is funded pursuant to grant agreements. f. Travelers shall receive a meal allowance for continuous travel of 24 hours or more which involves overnight absence outside the city or town of the official headquarters or immediate vicinity. 1. Subsistence allowances are stabled by Board resolution. 2. No one shall be reimbursed for any meal included in a convention/ conference registration fee paid by the Board, any meals included in the registration fee or provided by the convention/conference or complimentary of the lodging establishment. 3. No allowance permitted within 50 miles of the official headquarters or residence unless circumstances necessitating such overnight travel are fully explained by the traveler and preapproved. Criteria for approval shall include late night or early morning job responsibilities and excessive travel time because of traffic conditions. 4. Meal allowances: i. Breakfast – when travel begins before 6 a.m. and extends 16  beyond 8 a.m. ii. Lunch – when travel begins before 12 noon and extends beyond 2 p.m. iii. Dinner – when travel begins before 6 p.m. and extends beyond 8 p.m. g. Travel for short or day trips not resulting in in overnight absence, Class C travel, is not reimbursable. h. Travel advances of 80% of the estimated travel expense for reimbursements of $50.00 or more may be requested but are not mandatory. i. All travel must be settled with the Finance Department within 10 business days of travel completion. j. If the County has a contract on travel service(s), it shall be the Department Director’s responsibility to ensure the contracted agency be used for all travel requirements covered under the contract, except for use of County vehicles and/or private vehicles. Department Directors must ensure that the most advantageous method of travel is used; either the contract agency, the County vehicle or private transportation. Department Directors shall compare total travel expenses of all three methods to include time away from job. k. Taxi fare is listed in Section 112.061(8), Florida Statutes, as an incidental travel expense to the traveler that may be reimbursed. Additionally, the State Department of Financial Services allows for “Actual Tips Paid to Taxi Drivers which shall not exceed fifteen (15) percent of the fare.” Rule 691- 42.010, Florida Administrative Code. l. Travel requests submitted for approval and reimbursement must be accompanied by the following items. Confirmations and itineraries are sufficient for advances. However, actual receipts, tickets, and invoices notating dates and times are required for settlement. a. Summary of Travel Expense form b. Registration forms c. Conference/class agenda (In cases where agendas are not provided, a memo, email correspondence or letter from the meeting sponsor of business showing the meeting purpose, dates, times, and locations must be provided.) d. Itemized hotel receipt e. Flight itinerary and boarding passes f. Car rental receipt with departure and return dates g. Invoices or itemized receipts for any other incidental travel costs (taxi fare, parking fees, tolls, fuel, etc.) H. 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 17  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 services. 2. Procedures: In the event of an emergency, the following procedures shall be utilized: 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. (a) The Purchasing Department will give top priority to emergency purchases. (b) The Purchasing Department shall have the authority to deviate