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

The purchase requisition shall be approved by the Department Director or designee. (2) The Board may approve purchases of over $50,000.00 without formal bids where it is deemed to be most advantageous to the County. (3) Risk Management shall negotiate and recommend to the Board for approval, policies of insurance coverage for property, liability and special risk insurance that would be most advantageous to the County. c. See “Bid Invitation” section for the procedure on processing formal bids. d. Exceptions to formal bid requirements: (1) The Board may approve purchases of over $50,000.00 without formal bids where it is deemed to be most advantageous to the County. (2) Risk Management shall negotiate and recommend to the Board for approval, policies of insurance coverage for property, liability and special risk insurance that would be most advantageous to the County. These purchases shall qualify as a direct payment. 4. Sole-Source Items In those instances where competitive pricing cannot be obtained, a sole source purchase data sheet must be completed and attached to the requisition. The request must meet both of the following criteria: a. It is the only item that will produce the desired results (or fulfill the specific need) and b. The item is available from only one source of supply. FTA Procurements involving Sole-Source Items Procurement by noncompetitive proposals may be used when the award of a contract is infeasible under Small Purchase procedures, sealed bids or competitive proposals, and at least one of the following circumstances is applicable: 14  a. The item is available only from a single source (i.e., utility services, checking prior procurements for the same or similar items, no identical or compatible parts or equipment available from any other source); b. The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation (i.e., health and safety concerns); and/or c. FTA authorizes noncompetitive negotiations. If after solicitation of a number of sources, competition is determined inadequate, and upon determining that the solicitation process was conducted appropriately, the County may enter into negotiations with a single bidder. All sole source procurements, except Small and Micro Purchases, must include a written cost or price analysis in accordance with FTA rules and a sole-source purchase data sheet shall be attached to the requisition. In addition, the circumstances necessitating the sole-source procurement shall be included in the written cost or price analysis to provide justification of the purchase. 5. Lease Agreement Per Florida Statute 125.031, all leases must be approved and executed by the Board. All leases shall be thoroughly reviewed by the Purchasing Director, Department Director and the County Attorney prior to any Board action. 6. State Contracts a. State contract prices must be included on all tabulation sheets if applicable. b. State contract prices may be used without further negotiations on items to be utilized by the County. However, periodic review will be conducted with non-state contract vendors to ensure that best prices are being received. c. Purchasing Department will obtain and retain required documents from the State contract to assemble a complete procurement file. 7. Gulf Coast Purchasing Cooperative (GCPC) Items may be purchased from bids advertised by the GCPC without further competitive research. Items purchased from these bids will be subject to approval per the Approval Authority thresholds. 8. Identical (Tie) Bids or Quotes a. Award of Tie Bids or Quotes: The award of tie bids or quotes shall be determined either by lot or on the basis of factors deemed to serve the best interest of the County. In the case of the latter, there must be adequate documentation to support such a decision. b. Executive Order 10936, concerning reporting of identical bids: Executive Order 10936, dated April 24, 1961 (26 Federal Register 3555) requests state and local governmental bodies to report to the Attorney General of the 15  United States information on identical bids. Whenever identical bids are received, the Purchasing Director and County Attorney shall work together to satisfy the requirements of the executive order. 9. Ordering Process a. A purchase order is prepared for any requisitioned items. The vendor offering the best value to the County shall be awarded the purchase. b. The completed purchase order shall be forwarded electronically to the Finance Department. (1) The Finance Department shall review the purchase order and determine that the expenditure serves a public purpose, that the necessary approvals and procedures for the expenditure have been complied with and certify that funds are available for the purchase. The funds are encumbered and obligated at this point in the purchasing process. The Finance Department shall forward the certified purchase order to the Purchasing Department. Note: With the exception of Purchasing Card purchases, nNo County employee is allowed to obligate County funds for purchases or contracts until the above process is completed. c. The Purchasing Department shall distribute copies of the certified purchase order as follows: (1) Original Copy (White). a. Send to vendor, then send to requesting department to be used as a “Receiving Report.” b. When all materials are received, the Department Director or designee shall sign and return the Receiving Report to the Finance Department to authorize payment. (2) 2nd Copy (Yellow) shall be retained by the Purchasing Department as a file copy. (3) 3rd Copy (Pink) shall be sent to the requesting department as a reference/file copy. 10. Direct Payments All departments shall submit payment requests directly to the Finance Department for the following items: (1) Postage/Shipping (2) Subscriptions, Publications, Legal Advertisements (3) Memberships (4) Travel (Hotel, Registration, Employee, Transportation of Discharged Inmates per section 951.04, Florida Statutes) (5) Training (Tuition, Lab Fees, Books, Required Course Material for Approved Schooling) (6) Permits (7) Utilities (Electric, Water & Sewer, Phone, Garbage, Internet, etc.) (8) Court Orders 16  (9) Recurring Budgetary Appropriations (with County Administrator’s annual approval) (10) Notary Services (11) Risk Management Claim Settlements (12) Refunds (deposits and overpayments) (13) Employee reimbursements (14) Banking Finance Fees (15) Recording Fees (16) Value Adjustment Board Fees (17) Insurance Policy Payments 11. Travel a. Travel-related expense payments and/or reimbursements are governed by County policy and procedures applied under the provisions of Section 112.061, Florida Statutes. b. All travel must be authorized and approved. Travel requests must be accompanied by a signed statement by the traveler’s supervisor stating that such travel is on official business and stating the purpose of such travel. 1. Travel up to $100.00 may be approved by the Department Director or designee. 2. Travel over $100.00 must be approved by the Department Director and County Administrator or their designees. 3. Out-of-County travel must be approved in advance. c. All travel must be by a usually traveled route. In case a person travels by an indirect route for his/her own convenience, any extra costs shall be borne by the traveler; and reimbursement for expenses shall be based only on such charges as would have been incurred by a usually traveled route. d. All mileage shall be shown from point of origin to point of destination and, when possible, shall be computed on the basis of the current map of the Department of Transportation. Vicinity mileage necessary for the conduct of official business is allowable but must be shown as a separate item on the expense voucher. e. Travel reimbursement rates may differ when travel is funded pursuant to grant agreements. f. Travelers shall receive a meal allowance for continuous travel of 24 hours or more which involves overnight absence outside the city or town of the official headquarters or immediate vicinity. 1. Subsistence allowances are established by Board resolution. 2. No one shall be reimbursed for any meal included in a convention/ conference registration fee paid by the Board, any meals included in the registration fee or provided by the convention/conference or complimentary of the lodging establishment. 3. No allowance permitted within 50 miles of the official headquarters or residence unless circumstances necessitating such overnight travel are fully explained by the traveler and preapproved. Criteria for approval shall include late night or early morning job responsibilities and excessive travel time because of traffic conditions. 17  4. Meal allowances: i. Breakfast – when travel begins before 6 a.m. and extends beyond 8 a.m. ii. Lunch – when travel begins before 12 noon and extends beyond 2 p.m. iii. Dinner – when travel begins before 6 p.m. and extends beyond 8 p.m. iii.iv. Meal allowances for short or day trips not resulting in overnight absence, Class C travel, are not reimbursable. g. Travel for short or day trips not resulting in in overnight absence, Class C travel, is not reimbursable. h.g. Travel advances of 80% of the estimated travel expense for reimbursements of $50.00 or more may be requested but are not