Okaloosa County BOCC — May 4, 2013 — reading text

etc) should be listed on each requisition. 4. The needs of each department shall be anticipated and requisitioned in time to allow the Purchasing Department to obtain prices from several vendors. 5. Instructions for preparing requisitions. For more detailed instructions, refer to the Pentamation Electronic Requisition Processing Manual. a. 1st screen – Enter data in Pentamation software which shall include: Date, date requested, approval, ship code, recommended vendor (if known), buyer, attention of (person making request), comments (if any). b. 2nd screen – Description, measure, quantity, dept #, account #, and text (if any). 6. Requisition shall be forwarded to the Purchasing 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 12 Packet Pg. 546  9.10.c.a with specific vendors based upon their experience and knowledge of pricing factors. The Federal Transit Administration (“FTA”) defines such purchases as a “Micro Purchase.” The Purchasing Agent shall make a determination that the price to be paid is fair and reasonable prior to processing any FTA- Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) funded purchases. b. Orders in excess of $2,500.00 but less than $50,000.00 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. (2) A verbal quotation may be obtained but must be subsequently confirmed in writing. Order will be awarded based on verbal quotation. The FTA defines such purchases as a “Small Purchase.” The Purchasing Agent shall abide by the above-stated procedures for all FTA-funded purchases. 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. Any purchases requiring Board approval shall be thoroughly reviewed by the Purchasing Director, Department Director and County Administrator. 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. 13 Packet Pg. 547  9.10.c.a 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. Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) 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. c. See “Bid Invitation” section for the procedure on processing formal bids. d. Exceptions to formal bid requirements: (1) The Board may approve purchases of over $50,000.00 without formal bids where it is deemed to be most advantageous to the County. (2) 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. These purchases shall qualify as a direct payment. 4. Sole-Source Items 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. FTA Procurements involving Sole-Source Items Procurement by noncompetitive proposals may be used when the award of a contract is infeasible under Small Purchase procedures, sealed bids or competitive proposals, and at least one of the following circumstances is applicable: a. The item is available only from a single source (i.e., utility services, checking prior procurements for the same or similar items, no identical or compatible parts or equipment available from any other source); b. The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation (i.e., health and safety concerns); and/or c. FTA authorizes noncompetitive negotiations. If after solicitation of a number of sources, competition is determined inadequate, and upon determining that the solicitation process was conducted appropriately, the County may enter into negotiations with a single bidder. 14 Packet Pg. 548  9.10.c.a All sole source procurements, except Small and Micro Purchases, must include a written cost or price analysis in accordance with FTA rules and a sole-source purchase data sheet shall be attached to the requisition. In addition, the circumstances necessitating the sole-source procurement shall be included in the written cost or price analysis to provide justification of the purchase. Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) 5. Lease Agreement Per Florida Statute 125.031, all leases must be approved and executed by the Board. All leases shall be thoroughly reviewed by the Purchasing Director, Department Director and the County Attorney prior to any Board action. 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 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. 15 Packet Pg. 549  9.10.c.a (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.