Okaloosa County BOCC — May 4, 2013 — reading text

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. Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) Note: With the exception of Purchasing Card purchases, 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, Transportation of Discharged Inmates per section 951.04, Florida Statutes) (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 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 (17) Insurance Policy Payments 16 Packet Pg. 550  9.10.c.a 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 Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) 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 established 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 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. iv. Meal allowances for short or day trips not resulting in overnight absence, Class C travel, are not reimbursable. 17 Packet Pg. 551  9.10.c.a g. Travel advances of 80% of the estimated travel expense for reimbursements of $50.00 or more may be requested but are not mandatory. h. All travel must be settled with the Finance Department within 10 business days of travel completion. Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) i. 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. j. Taxi fare, incurred by county employees, 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. k. 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.) 13. Federal Transit Administration Procurements - Independent Cost Estimate An independent cost estimate (ICE) for all procurements shall occur for purchases $2,500.00 or more. The ICE is a tool to assist in the determination of the reasonableness or unreasonableness of a bid or proposal being evaluated. ICEs can range from a simple budgetary estimate to a complex estimate based on inspection of the product itself and review of items like drawings, specifications and prior data. The ICE is especially critical whenever there is no price competition (e.g., for architect-engineer procurements where only one price proposal is received), or where offerors are submitting price proposals for goods or services that are not exactly comparable (e.g., for procurements of high- technology items or professional services). It is also useful in competitive procurements to alert the agency when all competitors are submitting unreasonably high cost proposals. The County will conduct a cost or price analysis in connection with every Federal procurement action, including contract modifications. For small and micro purchases, refer to “G. Purchasing Procedures” above. 18 Packet Pg. 552  9.10.c.a 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 Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) 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