Okaloosa County BOCC — May 4, 2013 — reading text

submitting this proposal that should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with whom this transaction originated. 6. The prospective lower tier participant further agrees by submitting this proposal that it will include the clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transactions" without modification in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred, suspended, ineligible or voluntarily excluded from the covered transaction unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the Non-procurement List (Telephone Number). 8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal government, the department or agency with whom this transaction originated may pursue available remedies, including suspension and/or debarment. 75 Packet Pg. 609  9.10.c.a CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION LOWER TIER COVERED TRANSACTIONS Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 49 CFG Part 29, Participants' Responsibilities. (BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ABOVE) (1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. Name and Title of Authorized Representative Signature Date 76 Packet Pg. 610  9.10.c.a PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS 1. The Contractor acknowledges that the provisions of the Program Fraud Civil Remedies Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) Act of 1986, as amended, 31 U.S.C. §§ 3801 et seq and U.S. DOT regulations, "Program Fraud Civil Remedies," 49 CFR Part 31, apply to its actions pertaining to this project. Upon execution of the underlying contract, the Contractor certifies or affirms the truthfulness and accuracy of any statement it has made, it makes, it may make or causes to be made, pertaining to the underlying contract or the FTA assisted project for which this contract work is being performed. In addition to other penalties that may be applicable, the Contractor further acknowledges that if it makes, or causes to be made, a false, fictitious or fraudulent claim, statement, submission or certification, the Federal government reserves the right to impose the penalties of the Program Fraud Civil Remedies Act of 1986 on the Contractor to the extent the Federal government deems appropriate. 2. The Contractor also acknowledges that if it makes, or causes to be made, a false, fictitious or fraudulent claim, statement, submission or certification to the Federal government under a contract connected with a project that is financed in whole or in part with Federal assistance originally awarded by FTA under the authority of 49 U.S.C. § 5307, the government reserves the right to impose the penalties of 18 U.S.C. § 1001 and 49 U.S.C. § 5307(n)(1) on the Contractor, to the extent the Federal government deems appropriate. 77 Packet Pg. 611  9.10.c.a FEDERAL TRANSIT ADMINISTRATION Provisions, Certifications, Reports, Forms, and Other Source: FTA C 4220.1F Appendix D List of Clauses and Provisions Required by Federal Laws and Regulations Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) 78 Packet Pg. 612  9.10.c.b PURCHASING MANUAL Attachment: Purchasing Manual-6 (post 3-19-13 meeting) (1553 : Revisions to the Purchasing Manual) 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, 09/12/11 Packet Pg. 613  9.10.c.b TABLE OF CONTENTS A. FORWARD 3 B. DEFINITIONS 3-5 C. CODE OF ETHICS 6-10 Attachment: Purchasing Manual-6 (post 3-19-13 meeting) (1553 : Revisions to the Purchasing Manual) D. PURCHASING DEPARTMENT RESPONSIBILITIES & FUNCTIONS 10-11 E. PURCHASING POLICIES 11 F. ELECTRONIC REQUISITION PROCESS 12 G. PURCHASING PROCEDURES 1. QUOTATION REQUIREMENTS 12-13 2. APPROVAL AUTHORITY 13 3. FORMAL BID REQUIREMENTS 13-14 4. SOLE SOURCE ITEMS 14 5. LEASE AGREEMENT 14 6. STATE CONTRACTS 14 7. GCPC (GULF COAST PURCHASING COOPERATIVE) 14 8. IDENTICAL TIE BIDS OR QUOTES 14 9. ORDERING PROCESS 15 10. DIRECT PAYMENTS 15 11. TRAVEL 16-17 H. EMERGENCY PURCHASES 17-19 I. PURCHASING CARD POLICY & PROCEDURES 20-25 J. PURCHASING CARD SYSTEM COMMONLY ASKED QUESTIONS 26 K. FOLLOW-UP PROCEDURES 27 L. PURCHASING SPECIFICATIONS 27-28 M. BID INVITATION 28-31 N. REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES 32-34 O. BID/PROPOSAL PROTESTS 34 P. WIRELESS COMMUNICATION POLICY 35-36 Q. CONTRACTS, LEASES & NON-GRANT AGREEMENTS POLICIES AND PROCEDURES 37-46 I. SCOPE 37 II. OBJECTIVE 37 III. AUTHORITY 37 IV. CONTRACTS, LEASES AND AGREEMENTS FLOW PROCESS 38-39 V. PURCHASING DEPARTMENT RESPONSIBILITIES 39 VI. ISSUING DEPARTMENT RESPONSIBILITIES 39 VII. ISSUING DEPARTMENT MONITOR RESPONSIBILITIES 39-40 VIII. COUNTY ATTORNEY RESPONSIBILITIES 40 IX. RISK MANAGEMENT RESPONSIBILITIES 40 X. PURCHASING SERVCIES COORDINATOR RESPONSIBILITIES 40-41 XI. AGREEMENT PROCESSING PROCEDURES 41-43 XII. EMERGENCY EXCEPTION 43 XIII. NON-COMPLIANCE PROCEDURES 43 XIV.CHANGE ORDERS 43-44 XV. TASK ORDERS 44 1 Packet Pg. 614  9.10.c.b XVI.CONTRACT/LEASE RENEWAL 44-45 XVII. INSURANCE REQUIREMENTS 45 XVIII. PAYMENTS 45-46 FORM APPENDICES CONTRACT CONTROL NUMBER 48 Attachment: Purchasing Manual-6 (post 3-19-13 meeting) (1553 : Revisions to the Purchasing Manual) CONTACT, LEASE, AGREEMENT CONTROL FORM 49 CONTRACT & LEASE INTERNAL COORDINATION SHEET 50 EMERGENCY CONTRACT/LEASE FORM 51 CONTRACT CLOSE-OUT CHECKLIST 52 CONTRACT/LEASE PAYMENT APPROVAL FORM