Okaloosa County BOCC — May 4, 2013 — Purchasing Manual-6 (post 3-19-13 meeting) — reading text

the Purchasing Director or designee. The Finance Director or designee shall read aloud for the record the bidder’s name, amount of bid and other pertinent information. The issuing department director and/or designated monitor shall be present. h) Purchasing Director and Department Director shall determine the lowest responsible and responsive bidder. Purchasing Department shall review findings with issuing Department Director and/or designated monitor. i) FOR THOSE AGREEMENTS IN EXCESS OF $50,000.00: The Purchasing Director shall obtain Board approval and authorization for the Board to execute the agreement to the lowest, responsible and responsive bidder. FOR THOSE AGREEMENTS IN EXCESS OF $25,001.00 AND EQUAL TO OR LESS THAN $50,000.00: The County Administrator, or designee, is authorized to award and approve payments, including final payment, to the lowest, responsible and responsive bidder. The County Administrator will forward the signed agreement to the Purchasing Services Coordinator. FOR THOSE AGREEMENTS $25,000.00 AND LESS: The Purchasing Director, or designee, is authorized to award to the lowest, responsible and responsive bidder. j) Notice of Award shall be issued. k) A pre-construction/commencement conference shall be held, if required. Designated Issuing Department Monitor shall attend. l) Agreement must be fully executed, all required contractual documents must be in the Purchasing Department and compliant as specified in the agreement prior to issuing of the Notice to Proceed. Purchasing Director must be notified in writing if service/work began prior to agreement being fully executed. Explanation must also include why the work/service began prior to execution. m) Purchasing Services Coordinator shall distribute the fully-executed agreement, amendments and change orders. All originals shall be forwarded to Finance Department Contracts and Grants Office. 56 2) Contracts Resulting from Quotes Under $50,000 a) Purchasing Services Coordinator coordinates contract/lease agreement through the department review process and actively pursues timely corrections as required. FOR THOSE AGREEMENTS IN EXCESS OF $25,001.00 AND EQUAL TO OR LESS THAN $50,000.00: The County Administrator, or designee, is authorized to award and approve payments, including final payment, to the lowest, responsible and responsive bidder. The County Administrator will forward the signed agreement to the Purchasing Services Coordinator. FOR THOSE AGREEMENTS $25,000.00 AND LESS: The Purchasing Director, or designee, is authorized to award to the lowest, responsible and responsive bidder. b) Agreement must be fully executable; all required contractual documents must be received and in compliance with the agreement prior to distribution. Original agreement will be forwarded to the Finance Department Contracts & Grants Office after appropriate approval. Signed copy with contractual documents as applicable will be forwarded to the Purchasing Services Coordinator. Purchasing Director must be notified in writing if service/work began prior to agreement being fully executed. Explanation must also include why the service/work began prior to execution. XII. EMERGENCY EXCEPTION All agreements shall follow the uniform procedures as set forth in this Manual. However, the County also realizes there may be unforeseen, extenuating circumstances that constitute an emergency. This exception should only be used in the event of a “true emergency” and limited as such. An approved Emergency Contract/Lease Form (refer to Form Appendicessee attached) must accompany such agreements submitted for Board approval. The issuing department will be notified of any required changes or amendments that may be disclosed in the post review process by the Purchasing Services Coordinator. The issuing department shall be responsible for assuring that the required changes, amendments, etc. are made in a timely manner. XIV. NON-COMPLIANCE PROCEDURES The Purchasing Services Coordinator shall notify the issuing Department Director in writing upon non-compliance with this Manual. The notification shall be copied to the Purchasing Director, Human Resources Director and the County Administrator. XV. CHANGE ORDERS – CONTRACTED SERVICES 1. Change Orders are changes due to unanticipated conditions or developments made to a contract which do not substantially alter the character of the work contracted for and which do not vary so substantially from the original specification as to constitute a new undertaking. 2. Approval Authority a. The Purchasing Director may approve deductive Change Orders which do not materially alter the character of the work contemplated by the contract and may approve additive change orders up to and including $25,000 and which do not in total exceed 5% of the initial contract price. 57  b. The County Administrator, or designee, may approve additive change orders up to and including $50,000 and which do not in total exceed 10% of the initial contract price. c. All Change Orders exceeding $50,000 or 10% of the initial contract price require Board approval. 3. Guidelines a. Board approval is required where the cumulative effect of an approved Change Order for a project will require an extension of a contract completion date by more than 60 days. b. All Change Orders requiring Board approval must be approved prior to authorization of work. No claim against the County for extra work in furtherance of such Change Order shall be allowed without Board approval. c. Change Orders shall not be artificially distributed or divided as to bring the amount within lower approval authorities. e. All authorized Change Orders are subject to written confirmation regarding the availability of sufficient funding for each Change Order by the official authorizing such Change Order. XVII. TASK ORDERS Task orders represent additional or new work assigned to an existing task order specific contract previously approved by the Board. 1. Approval – All task orders require a written request (refer to Form Appendicessee attached) which has been reviewed and approved by the requesting department’s director. Approval shall be pursuant to the threshold levels for authorization. The process for handling amendments to task order shall follow the same approval thresholds. 2. Scope of Work – All task orders shall contain a clearly defined detailed scope of work. 3. Payment – All task orders must contain a clearly defined payment schedule or process. 4. CCNA –Florida Statute 287.055 (Procurement of Personal Property & Services), commonly referred to as the “Consultant’s Competitive Negotiation Act” must be complied with. XVIII. CONTRACT/LEASE RENEWAL 1. Contracts may be renewed, but shall not exceed the renewal time period contained in the initial contract pursuant to Florida Statutes Section 287.017. 2. Contract Renewal Procedure Prior to Expiration of Contract/Lease: a. Funding must be clearly identified in the current years’ budget. 58  b. Initial contract must have included a renewal clause. c. Complete and route Contract/Lease Renewal Form for appropriate signatures in accordance with the Board threshold levels for authorization. Renewals, for contracts which were initially approved by the Board, must be approved by the Board. 3. All lease renewals must be approved by the Board. XIX. INSURANCE REQUIRMENTS STANDARD TERMINOLOGY TO BE APPLIED AND/OR INCLUDED IN ALL CONTRACTS, LEASES AND AGREEMENTS REQUIRING INSURANCE 1. All insurance policies shall be with insurers licensed in the State of Florida with a minimum Rating of A+, Class X or higher in the Bests Key Rating Guide. 2. All policies shall be written such that Okaloosa County will be notified in writing of cancellation or amendment at least 30 days prior to effective date of cancellation or amendment. 3. The certificate holder shall be Okaloosa County, 602-C North Pearl Street, Crestview, FL 32536. 4. Purchasing Services Coordinator shall be furnished Certificates of Insurance ten (10) days prior to commencement of any work or lease execution. The County shall retain the right to reject all insurance contracts that do not meet our requirements. The contract, lease or agreement will not be fully executed until all insurance requirements are met. 5. The County matches insurance requirements to the risk exposure. Consult the contract, lease or agreement for specific insurance types and limits required. 6. The County reserves the right to amend the insurance requirements upon 60-days’ notice to affected third party. 7. All liability insurance shall be written on an occurrence basis only. 8. Statutory limits must be indicated for worker compensation. 9. Contractor or Lessee shall purchase and maintain in force insurance as required by and for the life of the contract, lease or agreement. XX. PAYMENTS – CONTRACTED SERVICES PROGRESS PAYMENTS All progress payment invoices for contracted services shall require approval from the Department Director. All progress payment invoices for contracted services in excess of $25,000 shall require approval from the Department Director and County Administrator. 59 FINAL PAYMENT For those initial contracts and agreements signed by the Purchasing Director; the Purchasing Director has the authority to approve the final payment. For those initial contracts and agreements signed by the County Administrator; the County Administrator has the authority to approve final payment. Those initial contracts and agreements that were approved by the Board, final payment must also be approved by the Board. 60 FORM APPENDICES 61  CONTRACT CONTROL NUMBER C83-0013-RM C 83 0013 RM Contract FY Consecutively Department Assigned Control # LEASE CONTROL NUMBER L90-0114-AP L 90 0114 AP Lease FY Consecutively Department Assigned Control # 62  CONTRACT, LEASE, AGREEMENT CONTROL FORM Date: Contract/Lease Control #: Bid #: Contract/Lease Type: _________________________________________ Award To/Lessee: __________________________________________ Lessor: