Okaloosa County BOCC — May 4, 2013 — reading text

If no tentative agreement can be reached, then negotiations will commence with the second vendor on the priority list. Attachment: Purchasing Manual-6 (post 3-19-13 meeting) (1553 : Revisions to the Purchasing Manual) C. If no tentative agreement can be reached, then negotiations shall commence with the third vendor. D. If no tentative agreement can be reached with the third vendor, then the committee shall return to the Board and seek direction from the Board. STEP 6: The selection committee shall prepare an Executive Summary of the tentative agreement, which shall contain the terms, conditions and costs associated with the contract. The Executive Summary shall be presented to the Board. STEP 7: Upon approval of the agreement by the Board, a formal written agreement must be executed prior to commencement of the work associated with the contract. M. BID/PROSPOSAL PROTESTS 1. Any bid/proposal award recommendation may be challenged on the grounds of material irregularities in the procurement procedure, or material irregularities in the evaluation of the bid/proposal. Such notice of intent to challenge shall be made in writing and delivered to the County Administrator within 72 hours after posting of the intended recommendation of award. A formal written challenge shall be filed with the County Administrator within 5 business days after the date on which the notice of intent to challenge has been submitted. Failure to file a timely notice of intent to challenge or failure to file a timely formal written challenge shall constitute a waiver of challenge proceedings. Challengers who do not submit a legitimate bid/proposal do not have standing to file a protest. Furthermore, challengers who would not be awarded the subject contract even if the protest were successful lack standing. 2. The notice of intent to challenge shall contain at a minimum; the name of the challenger, the challenger’s address, fax number and phone number, the name of the challenger’s representative to whom notices may be sent, the name and bid/proposal number of the solicitation, and a brief factual summary of the basis of the intended challenge. 3. The formal written challenge shall: identify the challenger and the solicitation involved, include a clear statement of the grounds on which the challenge is based, refer to the statutes, laws, ordinances, or other legal authorities which the challenger deems applicable to such grounds, and specifically request the relief to which the challenger deems itself entitled by application of such authorities to such grounds. The challenger shall mail a copy of the notice of intent to challenge and formal written challenge to the apparent best bidder/proposer. The County Administrator shall, within ten (10) business days of receipt of the formal written challenge, cause the challenge to be reviewed and provide a written recommendation as to the challenge. In the event the challenge is not resolved, the Board shall, within a reasonable time, be presented with the written challenge and the County 27 Packet Pg. 640  9.10.c.b Administrator’s analysis and recommendation to the challenge prior to award of the contract. The procurement, which is the subject of the protest, shall not proceed until a final decision has been made, unless the Board makes a determination that the contract must proceed without delay to protect substantial interest of the County. 4. The Board shall consider the challenge and the County Administrator’s analysis and recommendation and issue a written determination as to the challenge. 5. Nothing herein relinquishes the County’s right to waive irregularities and formalities in Attachment: Purchasing Manual-6 (post 3-19-13 meeting) (1553 : Revisions to the Purchasing Manual) accordance with its procurement package and instructions. Further, nothing herein shall create any rights in the unsuccessful challenger. All decisions of the Board shall be final. NI. OKALOOSA COUNTY PURCHASING CARD POLICY AND PROCEDURES Introduction The Okaloosa County Purchasing Card Program is designed to improve efficiency in processing low dollar purchases from vendors accepting the Purchasing Card. This program will allow cardholders to purchase approved commodities and services directly from our vendors. The Purchasing Department and the t Finance Department will monitor the performance of the program. All questions, requests, or concerns related to this program shall be directed to: Procurement Related Purchasing Director, 689-5960 Accounting Related Finance Department, Clerk of Court A. Assignment and Control of the Purchasing Card 1. Requests For and Issuance of Purchasing Cards (a) Purchasing Cards will be issued to employees who purchase goods and services in single transaction amounts of $999.99 or less. Exception: Upon approval from the Purchasing Director, certain Purchasing Staff, Department Supervisors and Supply Coordinators that who have received special training, may have the authority to make single transactions of $2,500 or less. (b) The Purchasing Card will contain the employee’s name, the County name, the County tax- exempt number and the individual account number. (c) Requests for new cardholders or for changes to current cardholders must be submitted by Department Directors, using the Purchasing Card Maintenance form. Such requests shall be submitted to the Purchasing Card Administrator. (d) New cardholders will be required to personally take receipt of Purchasing Cards by signing a certification and receipt form. New cardholders will be given a copy of the Purchasing Card policies and procedures and a 28 Packet Pg. 641  9.10.c.b verbal review of the program. The Purchasing Department shall semi- annually review the list of current cardholders to ensure certification forms have been received and are on file with the Purchasing Department. A report of such semi-annual review shall be maintained in the Certification Binders. (e) The Purchasing Card Administrator shall notify the requesting department and the Finance Department upon issuance of any Purchasing Cards. Attachment: Purchasing Manual-6 (post 3-19-13 meeting) (1553 : Revisions to the Purchasing Manual) 2. Lost or Stolen Purchasing Cards Cardholders must notify the Purchasing Card Administrator of any lost or stolen Purchasing Card (see Lost or Stolen Purchasing Card Reporting Form). 3. Termination or Transfer of Cardholder (a) If the cardholder is no longer employed by the County, the cardholder’s supervisor is responsible for returning the Purchasing Card to the Purchasing Department for cancellation. (b) If a department is unable to collect the Purchasing Card when an employee terminates, the Department Director must immediately notify the Purchasing Card Administrator. (c) If a cardholder transfers to a new department, the new Department Director will be responsible for determining if the cardholder will be allowed to remain a cardholder within the new department. If not, the new Department Director shall forward the Purchasing Card to the Purchasing Department for cancellation. 4. Purchasing Card Inventory The Purchasing Card Administrator shall spot check physical inventory of Purchasing Cards and maintain a list of Purchasing Cards issued to all county employees. B. Limitations on Use of Purchasing Cards 1. The Purchasing Card may only be used by the employee whose name is embossed on the card. No other person is authorized to use the Purchasing Card (in person or by phone). 2. The Purchasing Card is to be used for Okaloosa County authorized purchases only. The Purchasing Card shall not be used for any personal transaction. 3. Spending Limitations (a) The maximum limit/transaction for regular cardholders shall be $999.99 for a single purchase and $2,500 for select pre-approved cardholders. (b) Each cardholder will have a monthly dollar limit to be set by the Department Director, which shall not exceed $25,000.00. (Exception: Fleet Dept is limited at $50,000.00). Limit changes must be initiated and authorized by Department Directors through the Purchasing Card 29 Packet Pg. 642  9.10.c.b Administrator. 4. Payment for purchases shall not be divided to circumvent the single purchase limit. 5. All items purchased over-the-counter must be immediately available. No back ordering is allowed. 6. Cash advances may not be obtained using the Purchasing Card. 7. The Purchasing Card Administrator shall block card use for certain types of goods Attachment: Purchasing Manual-6 (post 3-19-13 meeting) (1553 : Revisions to the Purchasing Manual) and services. It shall be the cardholder’s responsibility to become familiar with these limits and restrictions. C. Procedures for Purchases 1. Tax Exempt Number Purchasing Card purchases are exempt from all state and local use tax. The County’s tax-exempt ID number is printed on the face of the Purchasing Card. This number shall be given to all vendors to avoid payment of state and local use tax. The use of the County’s tax-exempt ID number for personal use is strictly prohibited. Any employee who uses the County’s tax-exempt ID number for personal use shall receive disciplinary action which may include, immediate termination of employment. Additionally, F.S. 212.085 states that in addition to