Okaloosa County BOCC — May 4, 2013 — reading text

9.10.c.c (3) The Board of County Commissioners reserves the right to waive any informalities or reject any and all proposals, in whole or part, to utilize any applicable state contracts in lieu of or in addition to this proposal and to accept the proposal that in its judgment will best serve the interest of the County. (4) The Board of County Commissioners specifically reserves the right to reject any conditional proposal and will normally reject those that made it impossible to determine the true amount of the proposal. Each item must be proposed separately and no attempt is to be made to tie any item or Attachment: Compare version 5 with original.pdf (1553 : Revisions to the Purchasing Manual) items to any other item or items. i. Upon acceptance and approval of the bid by the Board of County Commissioners, the Purchasing Department will prepare and execute the necessary contract as required for all contracts involving services and materials. j. A contract is absolutely required on all projects involving services, labor, material and equipment when in excess of bid limitation, or on services less than the bid limitation if deemed to be in the best interest of the County. k. Any increase in transportation cost established by the ICC shall also be documented and additional cost paid by the County. l. Deviation from the $50,000.00 limit for emergencies is authorized for the replacement of materials, parts, repair and maintenance of existing equipment. However, the deviation will be coordinated with the Chairman of the Board or, in his absence; coordination will be with the Vice- Chairman and will be reported at the next Board meeting. 2. Local Bidder Preference: Okaloosa County grants a preference to in-county bidders only when bids are received from firms located in states, counties, municipalities or other political subdivisions which offer preference to bidders located in such political subdivisions. The amount of preference given to local bidders will be the same as that given by the state, county municipality or other political subdivision in which the out-of- county bidder is located. If the political subdivision in which a bidder is located offers a preference to its local firms, that bidder must plainly state the extent of such preference to include the amount and type preference offered. Any bidder failing to indicate such preference will be removed from the County list and any and all bids from that firm will be rejected. “Okaloosa County will grant no local preference when bids are let or acquisitions made involving the use of Federal Transit Administration Funds or any other grant funded program which prohibits against geographical preferences.” The3. Bid Bonds: All bidders are required to submit a bid bond (when deemed by Purchasing in the best interest of the County), cashier’s or certified check in the amount of 5% of their total bid. The bid bond is to be attached to their bid. 4. Bids will not be considered from vendor(s) and/or on a product(s) from a manufacturer(s) who is currently involved in financial reorganization or bankruptcy proceedings. 5. All bids involving the use of Federal Transit Administration Funding will have incorporated all pertinent requirements as listed in Attachment “A,” pages 44 through 53. 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. 810  9.10.c.c 6. At the discretion of staff, the following paragraph may be entered into the are requirements of any advertised bid document: “Direct contact one-on-one with the Committee Members or any elected County Officials is not allowed. Failure to comply with this requirement can and will cause disqualification”. 7. Protection of Resident Workers – The Okaloosa County Board of County Commissioners actively supports the Immigration and Nationality Act (INA) which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the United States Attachment: Compare version 5 with original.pdf (1553 : Revisions to the Purchasing Manual) (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U. thatS. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the Employment Eligibility Verification. The Contractor shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment. Okaloosa County reserves the right to request documentation showing compliance with the requirement. 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. 811  9.10.c.c 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 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 service. 2. Procedures: When an event arises where an emergency purchase is required, the Attachment: Compare version 5 with original.pdf (1553 : Revisions to the Purchasing Manual) following procedures should be used: 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 to rectify the emergency. (a) The Purchasing Department will give top priority to emergency purchases. (b) The Purchasing Department will have the authority to deviate from normal purchasing practices to satisfy an emergency requirement. The above deviations must be fully documented as to why they were necessary. b. If after regular work hours, during the weekend or on a holiday, (1) Contact the Purchasing Director or Staff and (a) Inform them of the emergency (b) Request a verbal approval to purchase (c) Give the Purchasing Department as much information as possible concerning the purchase. (1) Item(s) required (2) Estimated cost (3) Any other information about the purchase that is available. NOTE: A representative from the Purchasing Department should be on call at all times. If contact cannot be made, and the Department has established that a true emergency exists, the purchase should be obtained and administrative action taken on the next work day. (2) The using department will procure the item(s) required to rectify the emergency. 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. 812  9.10.c.c The using department should use good judgment in procuring the required item(s) at the best possible price considering the circumstances of the emergency. (3) On the first workday following the emergency, the using department will electronically submit a completed Requisition to the Purchasing Department. The requisition should indicate: (a) An emergency purchase (b) The price (unit and total cost) Attachment: Compare version 5 with original.pdf (1553 : Revisions to the Purchasing Manual) (c) The vendor (d) A description of the item(s) (e) The quantity purchased (f) etc. (4) After the Purchasing Department receives the completed Purchase Requisition from the using department, they will complete the Purchase Order and process it through the Finance Department for certification of funds and legality of the purchase. c. Any emergency purchase. (1) The using department head shall file with the Purchasing Department a statement certifying the conditions and circumstances requiring an emergency purchase. This shall be submitted within five (5) working days of the emergency purchase and shall include complete details surrounding the event(s) that created the emergency. NOTE: This statement should make reference to the purchase order number used in the emergency. (2) The Purchasing Department will not approve any purchase order number under this regulation as the burden of proof