Okaloosa County BOCC — May 4, 2013 — reading text

relationships, actions and communications. o Avoid business relationships with personal friends. Request a reassignment if the situation arises. o Avoid noticeable displays of affection, which may give an impression of impropriety. Avoid holding business meetings with suppliers outside the office. When such meetings do occur, the meeting location should be carefully chosen so as not to be perceived as inappropriate by other persons in the business community or your peers. IV. GRATUITIES o Never solicit or accept money, loans, credits or prejudicial discounts, gifts, entertainment, favors or services from your present or potential suppliers which might influence or appear to influence purchasing decisions. o Never solicit gratuities in any form for yourself or your employer. o Items of nominal value offered by suppliers for public relations purposes are acceptable when the value of such items has been established by your employer and would not be perceived by the offeror, receiver or others as posing an ethical breach. 8 Packet Pg. 542  9.10.c.a o Gifts offered exceeding nominal value should be returned with an explanation or if perishable either returned or donated to a charity in the name of the supplier. o In the case of any gift, care should be taken to evaluate the intent and perception of acceptance to ensure that it is legal, that it will not influence your buying decisions, and that it will not be perceived by your peers and others as unethical. Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) V. BUSINESS MEALS o There are times when during the course of business it may be appropriate to conduct business during meals. In such instances, the meal should be for a specific business purpose. o Avoid frequent meals with the same supplier. o The purchasing professional should be able to pay for meals as frequently as the supplier. Budgeted funds should be available for such purposes. VI. CONFIDENTIAL INFORMATION o Keep bidders’ proprietary information confidential. o Develop a formal policy on the handling of confidential information. VII. RELATIONSHIP WITH THE SUPPLIER o Maintain and practice, to the highest degree possible, business ethics, professional courtesy, and competence in all transactions. o Association with suppliers at lunches, dinners or business organization meetings is an acceptable professional practice enabling the buyer to establish better business relations provided that the buyer keeps free of obligation. Accordingly, it is strongly recommended that if a seller pays for an activity that the buyer reciprocate. o Purchase without prejudice, striving to obtain the maximum value for each dollar of expenditure. o Preclude from showing favoritism or be influenced by suppliers through the acceptance of gifts, gratuities, loans or favors. Gifts of a nominal value that display the name of a firm which is intended for advertisement may or may not be accepted in accordance with the recipient’s own conscience or jurisdictional rules. o Adhere to and protect the supplier’s business and legal rights to confidentiality for trade secrets, and other proprietary information. o Refrain from publicly endorsing products. VIII. RELATIONSHIP WITH THE EMPLOYER o Remain free of any and all interests and activities, which are or could be detrimental or in conflict with the best interests of the employer. 9 Packet Pg. 543  9.10.c.a o Refrain from engaging in activities where the buyer has a significant personal or indirect financial interest. o Exercise discretionary authority on behalf of the employer. o Avoid acquiring interest or incurring obligations that could conflict with the interests Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) of the employer. IX. RELATIONSHIPS WITH OTHER AGENCIES AND ORGANIZATIONS o A buyer shall not use his position to exert leverage on individuals or firms for the purpose of creating a benefit for agencies or organizations that he may represent. o All involvement and transactions shall be handled in a professional manner with the interest of the buyer’s employer taking precedent. X. RELATIONSHIP WITH PROFESSIONAL PURCHASING ORGANIZATIONS & ASSOCIATIONS o It is the obligation and the responsibility of the buyer, through affiliation with professional organization, to represent that organization in a professional and ethical manner. o A buyer shall not use his position to persuade an individual or firm to provide a benefit to an organization. XI. POLICY It is the policy of NIGP that any member of the Institute who personally, or on behalf of his local chapter, is involved in the process of acquiring advertisers and/or exhibitors on behalf of the Institute, shall act only in the capacity of providing referrals of potential or interested parties to the Institute. As a result of such referral, should the Institute form a contractual obligation, appropriate credit shall be given to the individual or chapter. D. PURCHASING DEPARTMENT RESPONSIBILITIES AND FUNCTIONS The Purchasing Department is responsible for administering purchasing policies, initiating reports necessary to permit analysis of purchasing performance, negotiating and approving term contracts less than bid requirements, consolidating purchases of like or common items, analyzing prices paid for materials, equipment and services, and generally defining how to obtain savings and to coordinate purchasing procedures for the Board. It shall be the purpose of the Purchasing Department to promote efficiency and economy and effect coordination in the purchase of commodities for the County. Specific responsibilities and functions include: a. Developing purchasing objectives, policies, programs and procedures for the acquisition of materials, equipment, supplies and services, subject to Board approval. b. Coordinating purchasing procedures with other departments and County officers. c. Serving as the County representative on all matters pertaining to purchasing. d. Preparing specifications for contracts that are subject to Board approval. 10 Packet Pg. 544  9.10.c.a e. Consolidating purchases of like or common items to obtain maximum economic benefits. f. Establishing standardization of procuring materials, supplies, and equipment, where practical. g. Promoting good will between the County and its vendors. Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) h. Preparing and submitting annual operating budgets for the Purchasing Department. i. Conducting pre-bid conferences for formal bids. j. Maintaining a list of all vendors interested in submitting quotes/bids on County purchases. k. Advertising for bids on purchases in excess of $50,000.00 l. Monitoring and controlling the County Purchasing Card System. E. PURCHASING POLICIES 1. The following policies are hereby established and shall be adhered to: a. All requests for quotes, goods and services must be initiated by the Purchasing Department. If necessary, authority to request quotes may be delegated. b. Vendors may be received in other departments upon request or approval of the Purchasing Department. c. Upon prior approval from the Purchasing Department, county departments may interview vendors regarding specific goods/services. d. In interviews with vendors, no commitments on preference for any product or service shall be made nor shall any information regarding performance or price be provided, which may embarrass the Purchasing Department or Board. e. All correspondence with vendors shall be made through the Purchasing Department, except in special cases where technical details require delegation to others. In such cases, the Purchasing Department must receive copies of all correspondence. f. The Purchasing Department has full authority to question the quality, the quantity, and type of materials requisitioned by any department to serve the best interest of the County. g. Quotes and specified information received from vendors shall not be divulged except when required by law. h. All bidders must be afforded equal opportunity to submit quotes and shall compete on equal terms. i. The County shall only conduct business with vendors who have adequate financial strength, high ethical standards, record of adhering to specifications, maintaining shipping promises, and giving a full measure of service. New sources of supply will be given due consideration as multiple sources of supply are necessary to ensure availability of materials. 11 Packet Pg. 545  9.10.c.a j. The Purchasing Department shall conduct all adjustment negotiations with vendors. F. ELECTRONIC REQUISITION PROCESS Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) Requisitioning procedures: 1. The electronic requisition originates in the requesting department. 2. The requisition must be authorized by the Department Director or designee. a. All designees shall be listed with the Purchasing Department. b. Such list will be maintained by the Purchasing Department and Finance Department and will be reviewed annually. 3. Only items of similar nature (e.g., hardware, paint, building materials,