Okaloosa County BOCC — May 4, 2013 — reading text

Packet Pg. 594  9.10.c.a SELECTION COMMITTEE MEMBER INSTRUCTIONS You have been selected to serve on a Board-approved Review and Recommendation Committee for services for Okaloosa County. 1. You will be given a copy of all proposals received for this service. Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) 2. You are required to read and review each proposal, make written notes as to the proposal meeting the following criteria: a. Did the response meet the requested format? b. Did the proposal include all required documentation? c. Does this firm seem capable of producing the services requested? 3. Fill out the provided ranking sheet for each firm. 4. At a duly noticed meeting, all Committee Members will discuss the strengths and weaknesses of each firm. No discussion may be conducted between Committee Members related to the proposals except during the duly noticed meeting. 5. All Committee Members will submit their signed ranking sheet to the Committee Chair or the Purchasing representative. 6. A consensus ranking will be prepared for attachment to the Board agenda recommendations to be presented at the next Board meeting. 7. Upon approval by the Board, the Purchasing Director shall notify all firms submitting proposals of the Board action. 8. The Board has adopted a No Contact Clause prohibiting contact by potential bidders/proposers from contacting any committee members effective on the date bids/proposals are due. Committee members shall report any violations to the Purchasing Director. Note: Any questions directed to any Committee Member by a proposer should be directed to the Purchasing Director. 61 Packet Pg. 595  9.10.c.a SOLE SOURCE PURCHASE DATA SHEET Date: PR No.: Requestor: Phone No.: Department/Division: Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) Item Description: Requesting Department's Suggested Vendor: Vendor's Address: Vendor's Telephone No.: Point of Contact: Sole Source Justification: ___________________________________________ ______________________ Requesting Department Director Signature Date ------------------------------------------------------------------------------------------------------------ REVIEW BY PURCHASING DEPARTMENT VERIFY IF OTHER SOURCES OF SUPPLY MEETS THIS NEED Vendor #1 Contact: Phone No.: Vendor #2 Contact: Phone No.: Vendor #3 Contact: Phone No.: Buyer Comments: _____________________________________________ _____________________ Signature of Buyer Who Reviewed Date Purchasing Services Coordinator Comments: Purchasing Services Coordinator Signature Date ------------------------------------------------------------------------------------------------------------ PURCHASING MANUAL - SOLE SOURCE DETERMINATION Comments: Approve: Disapprove: Amount of Purchase: Date: __________________________________ _____________________ Purchasing Director Signature Date 62 Packet Pg. 596  9.10.c.a OKALOOSA COUNTY PURCHASING CARD EXPENDITURE REPORT Below is an account of all Purchasing Card expenditures for: Name of Employee/Department _________________________________________________________________________ Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) Purchasing Card Number ________________________________________________________________________________ For the month of ________________________________________________________________________________________ DESCRIPTION OF ITEMS PURPOSE OF DATE GOODS/ DATE VENDOR PURCHASED AMOUNT DEPT. ACCOUNT TRANSACTION SERVICES RECEIVED NUMBER NUMBER I HEREBY CERTIFY THAT ALL PURCHASES CONTAINED HEREIN WERE FOR OFFICIAL OKALOOSA COUNTY BUSINESS, WERE MADE IN ACCORDANCE WITH RULES AND DIRECTIVES, AND THAT I HAVE REVIEWED THIS LOG AND IT CORRECTLY REFLECTS THE CARD RECEIPTS ENCLOSED. _____________________________________________________ _______________________________________________________________ SIGNATURE OF CARDHOLDER DATE SIGNATURE OF REVIEWER DATE DELIVER TO: OKALOOSA COUNTY COURTHOUSE - FINANCE OFFICE, 302 N. Wilson Street, Suite 203 Crestview FL 32536 63 Packet Pg. 597  9.10.c.a LOST OR STOLEN PURCHASING CARD REPORTING FORM Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) TO: PURCHASING DEPARTMENT FAX: 850-689-5037 FROM: PHONE: URGENT MESSAGE PLEASE DELIVER THIS FACSIMILE IMMEDIATELY --------------------------------------------------- EMPLOYEE NAME: PURCHASING CARD NO.: DATE CARD WAS LOST/STOLEN: (If unknown, report today’s date) TIME CARD WAS LOST/STOLEN: (If unknown, report time this form was completed)) LAST KNOWN LOCATION OF CARD: LAST KNOWN TIME CARD WAS USED: (Indicate location and date of last charge) REMARKS: 64 Packet Pg. 598  9.10.c.a PURCHASING CARD MAINTENANCE FORM DATE: Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) DEPARTMENT: PHONE $ AMOUNT EMPLOYEE’S NAME NUMBER CARD NUMBER REQUESTED MAINTENANCE REQUESTED (Circle as needed) ADD CARDHOLDER (Fill out above) DELETE/CANCEL ACCOUNT (Account #) RAISE/LOWER LIMIT (Existing amount) OTHER (explain) Authorized By (Department Director) Fax Back To: 689-5037 (Purchasing Department) 65 Packet Pg. 599  9.10.c.a Approved by: ________________________________ Cardholder Signature: ________________________ OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) PURCHASING CARD DISPUTE FORM Company Name: Cardholder Name: Cardholder Account Number: Statement Date Transaction Date Merchant Name/Description Amount Posting Date Reference Number Check the description most appropriate to your dispute. If you have any questions, contact . 1. Alteration of Amount: The amount of the sales draft has been altered from $ to $ . (Please include copy of sales draft) 2. Unauthorized Mail or Phone Order: I certify the charge listed above was not authorized by me or any person authorized by me to use this account. I have not ordered merchandise by phone or mail or received goods and services as represented above. 3. Cardholder Dispute: I did participate in the above transaction; however, I dispute the entire charge, or a portion, in the amount of $_____________because: 4. Credit Not Received: The merchant has issued me a credit slip for the transaction listed above; however, the credit has not been posted to my account. The date on the voucher is between 30 and 90 days old. (Please include a copy of the credit voucher.) 5. Imprinting of Multiple Slips: The above transaction represents multiple billing to my account. I only authorized one charge from this merchant for $ . I am still in possession of my card. 6. Merchandise Not Received: My account has been charged for the above transaction, but I have not received this merchandise. I have contacted the merchant. 7. Merchandise Not Received: My account has been charged for the above transaction, but I have since contacted this merchant and canceled the order. I will refuse delivery should the merchandise still 8. be sent. Merchandise Returned: My account has been charged for the transaction listed above, but the merchandise has been returned. Provide