Okaloosa County BOCC — December 15, 2015 — PURCHASING MANUAL TABLE OF CONTENTS

OmMmoUoO®> OPOoZErAETT TABLE OF CONTENTS FORWARD DEFINITIONS CODE OF ETHICS PURCHASING DEPARTMENT RESPONSIBILITIES & FUNCTIONS PURCHASING POLICIES ELECTRONIC REQUISITION PROCESS PURCHASING PROCEDURES 1. QUOTATION REQUIREMENTS 2. APPROVAL AUTHORITY 3. FORMAL BID REQUIREMENTS 4. SOLE SOURCE ITEMS . LEASE AGREEMENT . STATE CONTRACTS . GCPC (GULF COAST PURCHASING COOPERATIVE) . IDENTICAL TIE BIDS OR QUOTES . ORDERING PROCESS 10. DIRECT PAYMENTS 11. TRAVEL 12. FTA PROCUREMENTS EMERGENCY PURCHASES FOLLOW-UP PROCEDURES PURCHASING SPECIFICATIONS BID INVITATION REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES BID/PROPOSAL PROTESTS PURCHASING CARD POLICY & PROCEDURES PURCHASING CARD SYSTEM COMMONLY ASKED QUESTIONS WIRELESS COMMUNICATION POLICY o N ov »n ~O 1-3 4-8 8-9 9-10 10 10 10-11 11-12 12 12-13 13 13 13 13 13-14 14 15-16 17 17-19 19 19-20 20-23 23-25 2526 26-32 33 34-35 CONTRACTS, LEASES & NON-GRANT AGREEMENTS POLICIES AND PROCEDURES 36-44 L. SCOPE Il OBJECTIVE I, AUTHORITY V. CONTRACTS, LEASES AND AGREEMENTS FLOW PROCESS V. PURCHASING DEPARTMENT RESPONSIBILITIES Vi, ISSUING DEPARTMENT RESPONSIBILITIES Vil ISSUING DEPARTMENT MONITOR RESPONSIBILITIES VI COUNTY ATTORNEY RESPONSIBILITIES IX. RISK MANAGEMENT RESPONSIBILITIES X. PURCHASING SERVCIES COORDINATOR RESPONSIBILITIES X, AGREEMENT PROCESSING PROCEDURES XIl. EMERGENCY EXCEPTION Xl NON-COMPLIANCE PROCEDURES XIV. CHANGE ORDERS XV, TASK ORDERS 36 36 36 36-37 38 38 38-39 39 39 39-40 40-42 42 42 42-43 43 XVI. CONTRACT/LEASE RENEWAL XVII. INSURANCE REQUIREMENTS XVII. PAYMENTS FTA Reguirements Appendix A - FTA Requirements/Forms Appendix B - FTA Record Retention Provisions Appendix C - FDOT Purchasing and Procurement Requirements Appendix C - FDOT Sub-recipient Procurement Checklist 43 44 44 45-