Okaloosa County BOCC — May 4, 2013 — reading text

perishable either returned or donated to a charity in the name of the supplier. o In the case of any gift, care should be taken to evaluate the intent and perception of acceptance to ensure that it is legal, that it will not influence your buying decisions, and that it will not be perceived by your peers and others as unethical. Attachment: Compare version 5 with original.pdf (1553 : Revisions to the Purchasing Manual) V. BUSINESS MEALS o There are times when during the course of business it may be appropriate to conduct business during meals. In such instances, the meal should be for a specific business purpose. o Avoid frequent meals with the same supplier. o The purchasing professional should be able to pay for meals as frequently as the supplier. Budgeted funds should be available for such purposes. VI. CONFIDENTIAL INFORMATION o Keep bidders’ proprietary information confidential. o Develop a formal policy on the handling of confidential information. VII. RELATIONSHIP WITH THE SUPPLIER o Maintain and practice, to the highest degree possible, business ethics, professional courtesy, and competence in all transactions. o Association with suppliers at lunches, dinners or business organization meetings is an acceptable professional practice enabling the buyer to establish better business relations provided that the buyer keeps free or obligation. Accordingly, it is strongly recommended that if a seller pays for an activity that the buyer reciprocate. o Purchase without prejudice, striving to obtain the maximum value for each dollar of expenditure. o Preclude from showing favoritism or be influenced by suppliers through the acceptance of gifts, gratuities, loans or favors. Gifts of a nominal value that display the name of a firm which is intended for advertisement may or may not be accepted in accordance with the recipient’s own conscience or jurisdictional rules. o Adhere to and protect the supplier’s business and legal rights to confidentiality for trade secrets, and other proprietary information. o Refrain from publicly endorsing products. VIII. RELATIONSHIP WITH THE EMPLOYER o Remain free of any and all interests and activities, which are or could be 16 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, 09/12/2011 10 Packet Pg. 724  9.10.c.c detrimental or in conflict with the best interests of the employer. o Refrain from engaging in activities where the buyer has a significant personal or indirect financial interest. Attachment: Compare version 5 with original.pdf (1553 : Revisions to the Purchasing Manual) 17 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, 09/12/2011 10 Packet Pg. 725  9.10.c.c o Exercise discretionary authority on behalf of the employer. o Avoid acquiring interest or incurring obligations that could conflict with the interests of the employer. IX. RELATIONSHIPS WITH OTHER AGENCIES AND ORGANIZATIONS o A buyer shall not use his position to exert leverage on individuals or firms for the Attachment: Compare version 5 with original.pdf (1553 : Revisions to the Purchasing Manual) purpose of creating a benefit for agencies or organizations that he may represent. o All involvement and transactions shall be handled in a professional manner with the interest of the buyer’s employer taking precedent. X. RELATIONSHIP WITH PROFESSIONAL PURCHASING ORGANIZATIONS & ASSOCIATIONS o It is the obligation and the responsibility of the buyer, through affiliation with professional organization, to represent that organization in a professional and ethical manner. o A buyer shall not use his position to persuade an individual or firm to provide a benefit to an organization. XI. POLICY It is the policy of NIGP that any member of the Institute who personally, or on behalf of his local chapter, is involved in the process of acquiring advertisers and/or exhibitors on behalf of the Institute, shall act only in the capacity of providing referrals of potential or interested parties to the Institute. As a result of such referral, should the Institute form a contractual obligation, appropriate credit shall be given to the individual or chapter. 18 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, 09/12/2011 10 Packet Pg. 726  9.10.c.c D. PURCHASING DEPARTMENT RESPONSIBILITIES AND FUNCTIONS The Purchasing Department is responsible for establishing and administering purchasing policies, initiating reports necessary to permit analysis of purchasing performance, negotiating and approving term contracts less than bid requirements, consolidating purchases of like or common items, analyzing prices paid for materials, equipment and services, and generally defining how to Attachment: Compare version 5 with original.pdf (1553 : Revisions to the Purchasing Manual) obtain savings and to coordinate purchasing procedures for the Board of County Commissioners.. It shall be the purpose of the Purchasing Department to promote efficiency and economy and effect coordination in the purchase of commodities for the County. Specific responsibilities and functions include: a. Developing purchasing objectives, policies, programs and procedures for the acquisition of materials, equipment, supplies and services, which are subsequently approved by the Board of County Commissionerssubject to Board approval. b. Coordinating purchasing procedures with other departments and County officers. c. ActingServing as the County representative on all matters pertaining to purchasing. d. Preparing specifications for contracts that are subsequently acted upon by thesubject to Board ofapproval. County Commissioners. e. Consolidating purchases of like or common items to obtain maximum economicaleconomic benefits. f. Working with other departments to establishEstablishing standardization of procuring materials, supplies, and equipment, where practical. g. Working with other departments to promotePromoting good will between the County and its suppliersvendors. h. Preparing and submitting annual operating budgets for the Purchasing Department. i. ConductConducting pre-bid conferences for formal bids. j. MaintainMaintaining a list of all vendors interested in givingsubmitting quotes and /bids on County purchases. k. AdvertiseAdvertising for bids on purchases in excess of $50,000.00 l. MonitorMonitoring and controlcontrolling the County ChargePurchasing Card System. 19 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, 09/12/2011 10 Packet Pg. 727  9.10.c.c E. PURCHASING POLICIES 1. The following policies are hereby established and willshall be adhered to: a. a. All requests for prices, or for quotes, goods and services, and all purchases must be madeinitiated by the Purchasing Department. In some instancesIf necessary, Attachment: Compare version 5 with original.pdf (1553 : Revisions to the Purchasing Manual) authority to request pricesquotes may be delegated to others. b. b. Salesmen Vendors may be received in other departments only at the upon request or permissionapproval of the Purchasing Department. c. c. If necessary to interview salesmen regarding details of their products, other departments should request such visits throughUpon prior approval from the Purchasing Department, county departments may interview vendors regarding specific goods/services. d. d. In interviews with salesmenvendors, no one who is not a member of the Purchasing Department may commit himselfcommitments on preference for any product or service, or give shall be made nor shall any information regarding performance or price be provided, which might in any waymay embarrass the Purchasing Department or Board of County Commissioners. e. e. All correspondence with suppliers is tovendors shall be made through the Purchasing Department, except in special cases where technical details involved make it advisable to delegate authorityrequire delegation to others. In such cases, the Purchasing Department must receive copies of all correspondence. f. f. The Purchasing Department has full authority to question the quality, the quantity, and kindtype of materials requisitioned in order thatby any department to serve the best interest of the County may be served. g. g. Quotations Quotes and specified information received from vendors must shall not be divulged except when governmental procurement regulations make quotation disclosure mandatoryrequired by law. h. h. All bidders must be afforded equal opportunitiesopportunity to quotesubmit quotes and are toshall compete on equal terms. i. i. The County will buyshall only from suppliersconduct business with vendors who have adequate financial strength, high ethical standards, and a record of adhering to specifications, maintaining shipping promises, and giving