采购程序手册1

{企业采购管理}采购程序手册1PURCHASINGPROCEDURESMANUALRevisedDecember,2002FOREWORDThePurchasingandContractsDivisionhaspreparedthisPurchasingProceduresManualwhichwill

serveasthebasisforpurchasingpoliciesandproceduresforOrangeCounty.Asignificantportionof

thismanualimplementstheProcurementOrdinance.ItisalsobasedontheModel

ProcurementCode.Thepurchasingfunctioninvolvestheprocurementofmaterials,supplies,equipment,andservicesatthe

lowestpossiblecost,consistentwiththequalityneededtomeettherequiredstandardsestablishedand

approvedbytheBoardofCountyCommissioners.ThisactisthesoleresponsibilityofthePurchasing

andContractsDivision.goalisthepromotionofthebestinterestofOrangeCountythrough

intelligentactionandfairdealings.ThiswillresultinobtainingsavingsfortheCounty.rulesandregulationsarenecessaryfortheproperoperationofthepurchasingfunctionandsince

itisessentialthatallareinvolvedinthepurchasingoperationbewell-informed,thismanualhas

beendevelopedtoaidallemployeesdirectlyorindirectlyassociatedwiththefunctionofpurchasing.TheobjectivesofthePurchasingandContractsDivisionofOrangeCountyareasfollows:1.Todealfairlyandequitablywithallvendorswishingtodobusiness

withOrangeCounty2.Provideprofessionalprocurementservicesforalldepartmentsand

divisionswithintheCounty3.Assureadherencetoalllaws,regulations,andproceduresrelatedto

Countyprocurement4.MaximizecompetitionforallprocurementsoftheCounty5.Obtainmaximumsavingsthroughinnovativebuyingandapplicationof

valueanalysistechniques6.Administerthecontractingfunctionwithinternalefficiency7.Purchasegoodsandservicesfromcapablevendorsatthelowestprice,

consistentwiththequality,performanceanddeliveryrequirementsof

theCounty.TheBoardofCountyCommissionersofOrangeCounty,Florida,recognizescentralizedpurchasingas

anecessaryfunctionofeffectivegovernment,and,therefore,declaresthatitshallbetheresponsibility

oftheManagerofPurchasingandContractstocentralizethepurchaseofallsupplies,equipment,

servicesandconstructionforthedepartmentsanddivisionsoftheCounty,thebasicobjectiveofwhich

istoobtainthebesttotalvalueconsistentwithoperationalneeds,whilemaintainingfairandopen

competition.JohnnyRichardson,CPPO,CACM

Manager,PurchasingandContractsTABLEOFCONTENTSResponsibilitiesandFunctions–PurchasingandContractsDivision1RequisitiontoPurchase2PurchaseOrders3EmergencyandSourceContracts4TermContractsandDeliveryOrders5Quotationsand6EvaluationofandProposals7ContractModifications8CompetitionExemptions,Standardization,IntergovernmentalandCooperativePurchasing9ProcurementCardPurchases10Protests11ProcurementofDesignServices12Invoices13ReceiptofandMaterials14ReportofUnsatisfactoryMaterialsandServicesandDelivery/PerformanceNotices15LISTOFEXHIBITS1.RequisitiontoPurchase2.CommodityCodeListing3.PurchaseOrder(sample)4.ChangeOrder(sample)5.ChangeOrderRequest6.ReceivingReport7.DeliveryOrder(sample)8.EmergencyPurchaseDataForm9.SourcePurchaseDataForm10.ProcurementCardForms11.ReportofUnsatisfactoryMaterialsand/orServices12.InternetFormatStandards13.ProtestHearingForm14.PerformanceEvaluationFormENCLOSURESOrangeCountyProcurementOrdinanceStructureofthePurchasingandContractsDivisionGLOSSARYOFTERMSTERMDEFINITIONADVANTAGEComputerizedFinancialandPurchasingAPPROVALLIMITThedollarvaluesetinthePurchasingOrdinanceatwhich

purchasesbepresenttotheBoardofCountyCommissioners

forawardDOOCDeliveryOrderGeneralServicesAdministration(Federal

Government)IFBInvitationsforLOILettersofInterestMANDATORYLIMITThedollarvalueatwhichpurchasesbeformallysolicited.

ThisisadjustedannuallybytheCPIincreaseMASTERAGREEMENTTermContractNACONationalAssociationofCountiesNON–POunauthorizedoftheCountyto

purchasegoodsorservicesPOOCPurchaseOrderRFPRequestsforProposalsRFQRequestforQuotations/RequestforQualificationsRequisitionSNAPSNegotiatedAgreementPricePURCHASINGCONTRACTSDIVISIONSECTION1MISSIONThePurchasingandContractsDivisionmanagestheCounty’sprocurementprogramthroughthe

effectiveuseofaarrayofpurchasingandcontractingproceduresinvolvingtheissuanceof

solicitations,negotiationandawardofcontractsforalltypesofgoodsandservicesincluding

constructionandarchitecturalandengineeringservices.goalistoprovidetimelyandeffective

customerserviceconsistentwithsoundpublicpurchasingprinciples.RESPONSIBILITIESFUNCTIONSThePurchasingandContractsDivisionisresponsibleforestablishingandadministeringthe

County’sProcurementOrdinance,asapprovedbytheBoardofCountyCommissioners;

initiatingreportsnecessarytopermitanalysisofpurchasingperformance;approving

purchasing-relatedcontracts;dealingfairlywithallpotentialsourcesofsupply;consolidating

purchasesoflikeoritems;obtainingfairpricesformaterials,equipment,supplies

andservices,andgenerallydefininghowtoeffectcostsavingsandcoordinatepurchasingand

contractingproceduresforOrangeCounty.responsibilities,dutiesandfunctionsinclude:1.PoliciesandProcedures:Developpurchasingobjectives,policies,programsandproceduresfor

thepurchaseandcontractingforallmaterials,supplies,equipmentand

services.2.Representation:ActasOrangeCounty'srepresentativeonallmatterspertainingto

purchasingandcontracts.3.Specifications/ScopesofWorkorServicesspecifications/scopesofworkorservicesincooperationwith

useragenciesthataresubsequentlyincludedinInvitationsfor(IFB’s),orRequestsforProposals(RFP’s)and/orRequestsfor

Quotations/Qualifications(RFQ’s).4.ConsolidationandBulkPurchasingConsolidaterequisitionsandpurchasesoflikeortoobtain

theeconomicbenefitsandcostsavings,andexplorethe

possibilitiesofbuyinginbulktotakefulladvantageofquantitydiscounts.

consolidationincluderequirementsofasingledivisionor

multipledivision(s).5.StandardizationWorkwithdepartments/divisionstoestablishstandardizationofmaterials,

suppliesandequipmentwithinacompetitiveenvironmentwherefeasible.6.VendorRelationsPromotegoodwillandpublicrelationsbetweenOrangeCountyandits

vendors.Encouragefullandopencompetitionwhereverpossible.

Assurefairandequitablebusinessdealingswithallvendors.7.BudgetPrepareandtheannualoperatingbudgetforthePurchasingand

ContractsDivision.8.PurchasingAnalysisinformedaboutcurrentdevelopmentsinthefieldofpurchasing,

includingbutnotlimitedto,prices,marketconditionsandnewproducts,

andsecurefortheCountythebenefitsofresearchconductedinthefield

ofpurchasingbyothergovernmentaljurisdictions,nationaltechnical

societies,tradeassociationsandprivatebusinessesandorganizations.9.PurchasingProceduresManualPrescribeandmaintainastandardpurchasingforalluser

departments/divisions.10.SuspensionandDebarmentofVendorsHavetheresponsibilitytoascertaintheidentityofallvendorsdefaultontheircontractswiththeCountyandtosuspendordebarsaid

vendorsasappropriateunlessthisprohibitionisexpresslywaivedbythe

BoardofCountyCommissioners.PROCEDURESThefollowingethicsstatementshallgoverntheprocurementofgoodsandservicesfortheCountyin

accordancewiththeexistingProcurementOrdinance:1.Allrequestsforgoodsand/orservices,andallpurchases,willbethroughandbythePurchasingandContractsDivisionexceptas

otherwiseexemptedbytheCountyProcurementOrdinanceandCounty

AdministrativeRegulations.Ininstances,authoritytorequest

pricesandtopurchasesbedelegatedtoothers.2.Acceptanceofgiftsorgratuities,otherthanadvertisingnoveltiesof

value,isstrictlyprohibited.NoemployeeshallobligatedtoanyvendorandshallnotconductanyCountytransaction

fromwhichhe/shepersonallybenefit.3.NoemployeeoftheCountyshallobligatetheCountywherebyhe/she

deriveorbenefitsotherthanthoseprovidedasremuneration

fromtheCountyfortheir4.Nocontract,purchaseorgroupofrequisitionsshallbesubdividedto

avoidbid,quotationorapprovalrequirements.5.ItisunlawfulforaCountyofficeroremployeetoorderthepurchaseof

anymaterials,supplies,equipmentandcontractualservices,orany

contractotherthanthroughtheManagerofPurchasingandContracts

withoutpriorwrittenauthorityorasspecificallydelegatedherein.purchase,orderorcontractthatiscontrarytotheseprovisions

shallnotbeapprovedandshallnotbindtheCounty.6.Incasesofextremeemergency,anexceptiontotheabovepolicybe

withtheunderstandingthatthepersonauthorizingtheemergency

orderwillpersonallytheresponsibilityofimmediatelyfollowing

uptheverbalordergivenbyhimself/herselforhis/herauthorized

representativewithproperwrittenjustificationandtheproperrequisition.

Incasesofemergency,therequestorshall,ifpossible,contactthe

PurchasingandContractsDivisionpriortoplacementoftheorderwith

thevendor.Inter-DivisionalRelationsCooperationandunderstandingbetweendivisionsareessentialintheeffectiveoperationofthe

PurchasingandContractsDivision.ThePurchasingandContractsDivisionwillendeavortoestablishandmaintainclosecontact

withotherdivisionsinordertotheirpurchaseneedsandrequirements.Itbe

emphasized,however,thatininstances,thePurchasingandContractsDivisiondoesnot

determinetherequirementsforaparticularpurchase,butwillberesponsiblefordetermining

theapplicablequalitytomeettheparticularneeds.Incaseswheretechnicalequipment,specifications,plansordesignareinvolved,the

department/divisionconcernedwillindicatetheirrequirementsandallpurchasingactionswill

becoordinatedwiththeuserdepartment/divisionpriortotheissuanceofasolicitation,

purchaseorderorcontract.TheManagerofPurchasingandContracts,orhis/herdesignee,directapurchasing

seminarforCountydivisionsperiodically(preferablyannually).Thisseminarshallaid

CountypersonnelingainingabetterunderstandingoftheoperationofthePurchasingand

ContractsDivision.Inaddition,theseminarmaterialshallcoverpurchasingregulations,

Boardpolicy,emergencyandsolesourcepurchases,flowofrequisitions,disseminationof

purchaseordercopies,definitionofpurchasingterms,blanketpurchaseorders,changeorders,

procurementcardsandcontracts.VendorRelationsitisnecessarytointerviewsalespersonsregardingdetailsoftheirproduct,other

departmentsanddivisionsshouldcoordinatesuchvisitsthroughthePurchasingandContracts

Division.Ininterviewswithsalespersons,nooneshalltopreferenceforanyproduct

orserviceorgiveanyinformationregardingperformanceorpricewhichinanyway

compromiseorobligatetheBoardofCountyCommissionersortheadministrationofOrange

County.AllcorrespondencewithvendorswillbethroughthePurchasingandContractsDivision.bids,proposals,quotationsorspecificinformationreceivedfromvendorsrelativetoany

itemunderconsiderationforpurchasenotbedivulgeduntilafterapurchaseorderor

contracthasbeenawarded,exceptwhenregulationsorCountylawssuch

disclosurespermissible.Allvendorsbeaffordedequalopportunitiestocompete.Nobidshoppingshallbe

permitted;i.e.,nooneshallobtainpricingfromavendorandrequestothervendorstoor

beatthedisclosedprice.However,thisrestrictionshallnotapplytoreverseauctioneering.

Newsourcesofsupplybegivendueconsiderationbecausemultiplesourcesofsupplyare

necessarytoensurecompetition,continuityofsupplyandavailabilityofmaterials.TheCountybuyfromanyvendorexhibitsadequatefinancialstrength,highethicalstandards,a

recordofadheringtospecifications,compliancewithdeliveryorperformancerequirements

andgivesafullmeasureofservice.TheCountywillstrivetomaintainstrongandenduringrelationshipswithvendorsofproven

abilityandadesiretoitsneeds.Toaccomplishthis,purchasingactivitieswillbe

conductedthatallvendorswillvaluetheCounty’sbusinessandeveryefforttofurnish

itsrequirementsonthebasisoftheeconomicalquantity,suitablequality,timelydelivery,

adequateserviceandlowestpossibleprice.ExclusionsThefollowingrequirementsareexcludedfromthecompetitiverequirementsoftheProcurement

Ordinance:AgreementsbetweentheBoardofCountyCommissionersandnon-profitorganizationsor

governmentalentitiesincludingtheprocurement,transfer,saleorexchangeofgoodsand/or

services.Procurementofduesandmembershipsintradeorprofessionalorganizations;subscriptionsfor

periodicals;advertisements;postage;paralegalservices,expertwitnesses,courtreportersand

specializedlegalservices;abstractsoftitlesforrealproperty;titleinsuranceforrealproperty;

realproperty;water,sewer,andelectricalutilityservices;copyrightedmaterials;patented

materials;artandartisticservices;agreements;andfeesandcostsofjob-related

travel,seminars,tuition,registrationandtraining.C.and/orservicesgivenoracceptedbytheCountyviagrant,giftorbequest.D.purchasedwithpettycashinaccordancewithestablishedCountyprocedures.E.PurchasesfromofFloridaorFederalContractsaswellascontractsawardedbyany

local,state,ornationalgovernmentalagency,cooperativepurchasingorganizationsor

purchasingassociations.F.purchaseordersissuedonanannualbasiswhereintheexactquantityofitemsor

identificationofspecificcannotbedeterminedinadvance.Itemspurchasedforresaletothegeneralpublic.purchases,transactionsandexpenditureslistedaboveshallbeauthorizedbytheManagerof

PurchasingandContractsorotherdelegatedCountystaff.certainprocurementswithinthe

abovecategoriesbeobtainedviacompetitivemeansitisdeterminedthatadequatesources

forthegoodsorservicesrequiredareavailable.REQUISITIONTOPURCHASESECTION2PURPOSETheRequisitiontoPurchase-Exhibit1)servestoinformthePurchasingandContracts

Divisionoftheneedsoftheuserdepartment/divisionandtocorrectlydefinethematerial/service

requested.Inaddition,theauthorizedrequisitionsignifiesauthoritytochargeaspecificaccount

andverifiestherearesufficientfundsavailableintheaccountspecified.PURCHASINGCONTRACTSDIVISIONRESPONSIBILITIES1.acquaintedwiththeneedsofalldepartmentsanddivisions2.Supportandcooperatewithalldivisionsinmeetingtheirneedsfor

operatingsuppliesandequipmentatthelowestcosttoOrangeChepreparationorreviewofspecificationsandscopesof

work/servicesforallrequirements4.Locatethesourcesandavailabilityofneededproductsandservices5.Notifytheuserdivisionintheeventachangeistothevendor

suggestedbytheuserdivisionandanyotherprobablechangessuchas

priceordelivery.6.Processallrequisitionsandpurchaseswiththeleastpossibledelay,in

accordancewithCountyprocedures7.Workthevendorincorrelatingallthestepsinvolvedincompleting

apurchase,includingpurchaseorderfollow-upandtracingasrequested

bydivisions8.Providecontractadministrationsupporttoalldepartments/divisions

basedonthenatureofthespecificprocurementorasrequiredbythe

department/division.USERDIVISIONRESPONSIBILITIES1.EnsurethepurchaseisrequiredtosupportofficialCountybusiness.2.AllowforthePurchasingandContractsDivisiontoapurchaseandforthevendortodeliver.(Pleasecheckthedocument

referenceforyourintheAdvantagesystemtoobtainthestatus

ofarequisitionpriortocontactingthePurchasingandContracts.)Advise

PurchasingandContractsiftherequisitionisanemergencyorsole

sourcepurchase.3.Writeclearandaccuratedescriptionsofmaterials,servicesand

equipmenttobepurchased,andincludethepurposeforwhichtheyare

intended.shouldbetypedandforwardedoremailedvia

OutlooktoPurchasingandContracts.Thereisaspecificformatfor

specificationsinordertoconversionplacing

documentsontheinternetforbidding.PleaseseeExhibit12toobtain

thisformat.4.Preparegenericspecificationsfororservicesthatrequirea

technicalorengineeringbackground.5.Listanticipatedrequirementsinadvance,whenpossible.Involvethe

PurchasingandContractsDivisionatthetheneedisdeterminedor

asearlyaspossible.6.thePurchasingandContractsDivisionadvisedofanyabnormal

demands.7.UndernocircumstancesisthePurchasingandContractsDivisiontobe

obligatedbydivisionsinanymannerwhatsoever.8.CooperatewiththePurchasingandContractsDivisionbyreporting,in

writing,theresultsofpurchases,whetherfavorableorunfavorable.If

therearecomplaints,REPORTTHEM.15ofthis

manual).9.AdvisethePurchasingandContractsDivisionofanyknownqualified

vendor(s).10.Listanyquotesobtainedbyvendorcode,individualcontactedand

priceobtained(bylineitem).11.correctcodeofitemstobepurchased.(Usethe

existingIndexofCommodities,Exhibit2).12.Ensurethatfundshavebeenallocatedandareavailableintheproper

objectcodestosupportpurchases.Verifythatallsourcesoffunds

identifiedontherequisitionareproperlycodedastodepartment/divisionandobjectcodes.Iftheobjectcodeisincorrect,therequisitionbe

canceledbythePurchasingandContractsDivision.Iftherearenot

sufficientfunds,theAdvantagecomputersystemwillnotacceptthe

requisition.Theuserdepartment/divisionshallhavesoleresponsibility

fortheaccuracyofobjectcodes.WHENPREPAREDPurchaserequisitionsbepreparedfarenoughinadvancetopermitthePurchasingandContracts

DivisiontoobtaincompetitivepricesandtoallowsufficientfordeliveriestobeThefollowingrequirementsarenecessarytosecurecompetitivepricesafterreceiptofrequisition(s)andcorrectspecificationsbythePurchasingandContractsDivision.1.Purchasesunder$1,000willbebyPurchasingandContractsonly

uponwrittenrequest(see10-ProcurementCardPurchases

ofthismanual).Everyattemptpossibleshouldbetoobtain

quotesfromM/WBEvendorsforsuchpurchases.2.Twoweeksforitemsthatwillbeformallyquoted($1,000tothe

mandatorybidlimit).Theuserdepartment/divisionisnotrequiredto

obtainquotesbuttheydoifdesired.Thedepartment/division

shouldfocusonthedevelopmentofspecificationsandproduct

descriptions.ThePurchasingandContractsDivisionwillhavefinal

responsibilityforobtainingallnecessaryquotations.3.(6)tonine(9)weeksforrequiringformalbidding(the

mandatorybidlimittotheBoardapprovallimit).4.Twelve(12)weeksforitemsrequiringbiddingandBoardapproval.NOTE:BoardapprovalistheestablishedforthispurposeintheProcurement

Ordinance.WHOPREPARESAllrequisitionsshallbeauthorizedbytheDepartmentDirector/DivisionManagerorhis/her

designee.Requisitionsshouldoriginateintheuserdepartment/divisionatthelevelwherethe

purchaseistobeusedandproceedtothedesignatedapprovalauthoritypriortobeingsentto

thePurchasingandContractsDivision.Requisitionsnotproperlyauthorizedwillnotbe

acceptedbytheAdvantageHOWTOPREPARE(SeeExhibit#1)Aproperlyprocessedpurchaserequisitioncontainthefollowinginformation:1.DateFY,FiscalYear,Period):LeaveblankforAdvantagetoassignthedate.2.Contact:Usethepicklistorentertheuseridofthepersonissuingtherequisitionas

wellastheuseridorandphoneofthepersonrequestingthe

goods/services.indicationofthepersonpreparingtherequisitionisofgreat

importanceinthatitenablesthePurchasingandContractsDivisiontodirect

contactintheeventoferrors,orquestionsregardingthepurchase.3.Shipping/BillingInformation:Entertheshipandbillcode,theFOBandthedelivery

date.Ship/BillTo:Usethepicklistorenterthecorrectshiptoandbilltocodes.Ifa

correctshiptoandbilltocodearenotused,Advantagewillnotaccepttherequisition.

Iftheuserdivisionhasanyspecialdeliveryinstructions(hours,days,insidedelivery,

secondfloor-noelevator,etc.)orisusinganaddressotherthantheorderingaddress,

thisbespecificallyshowninthebodyoftherequisition.Ifanewshiporbilltocodeisrequired,notifythePurchasingandContractsDivision

andonewillbeissued.Method:Usethepicklisttoselecttheappropriatedeliverymethodforyour

order.UsethepicklistorentertheThereareoptionsforOption1

–FOBDest.,FreightPrepaidthattheshippingchargesareincludedintheprice

ofthegoods/services.Option2–FOBDest.,Freightthatshipping

chargeswillbeaddedtothepriceofthegoods/servicesasaseparatecharge.DeliveryDate:Itismandatorytoindicateadeliverydateoneachrequisitionto

indicatetheneedordesirefordeliverywithinaspecifiedperiodoftime.Termssuch

asornotbeacceptedbytheAdvantagesystem.datesnoted

arefortheassistanceandguidanceofthePurchasingandContractsDivisiontotheuserdivision'sscheduleofneeds.Requisitionsshallbepreparedfarenoughin

advanceofdeliveriesasnottocreateemergencies.Ifanitemorservicehasbeenreceivedorcompleted,indicatecompleteanddate

received.Suchrequisitionsmustincludejustificationastothereasonapurchase

orderwasnotobtainedpriortoreceiptofgoods/services.Note:Suchpurchases

mayrequiredepartmentdirectorapprovalandshouldbeforemergenciesonly.

RequisitionsthatdonotqualifyasemergenciesmaybecancelledbyPurchasing

andContractsandtheinvoicewillbepaidasanon-purchaseorder.

Non-purchaseorderpaymentsrequireadetailedwrittenjustificationsignedbythe

departmentdirector/divisionmanagerorhis/herdesigneeandapprovalbythePurchasingandContractsDivisionpriortopayment4.Vendor:Usethepicklistorenterthevendorcodeforthevendoryouliketo

suggest.ThePurchasingandContractsDivision'sgoalistoobtaincompetitionwhen

possible.Therefore,thepurchaseordernotbeissuedtothesuggestedvendor

orforthebrandspecified.ThePurchasingandContractsDivisionreservestheright

toverifyquotationsobtainedbytheuserdepartment/divisionortoobtainadditional

quotes.5.AccountingDistribution:Inserttheandtheentirecorrectbudgetlineand

sub-objectcode(ifapplicable)towhichthepurchaseistobecharged.Enterthe

percentageoftheorderthatistobechargedtothisaccount.6.Instructions:Usethepicklisttoinsertthecodeforanyspecialinstructions

youwishincludedontheorder.selectuptothreespecialinstructions.7.Commodity:Usethepicklistorenterthecodefortheitemstobe

purchased.IndexofCommoditieslistingenclosedinthismanual,Exhibit2).If

theuserdivisiondoesnotenteracode,theAdvantagesystemrejectthe

requisition.8.ExtendedDescription:Giveacleardescriptionoftheitemdesiredastosize,color,

type,grade,etc.Ifthepurchaseisofatechnicalnature,genericspecificationsshould

besenttothePurchasingandContractsDivisionconcurrentlywiththerequisition,

indicatingtherequisitionnumber.Incases,detailedandtechnicalspecifications

willbedeterminedbytheuserDivisionManagerandManagerofPurchasingand

Contracts.Genericspecificationsshallbemandatoryforpurchasesexceedingthe

mandatorybidlimit.Iftheitemcannotbedescribed,exceptwithagreatof

detail,abriefdescriptionshouldbegivenfollowedbythetradeandofan

acceptableitemorequal.Requisitionsnotprovidespecificationsthatwillfavor

onevendortotheexclusionofallothers.ThePurchasingandContractsDivision

reservestherighttochallengeanyspecificationsuppliedbytheuser

department/division.oradditionalinformationbesubmittedassoonas

possibletoavoidsignificantdelayintheprocessingofrequisition(s).AdditionalRemarks:Userdivisionsstate,indescriptionform,thepurposefor

whichthematerialorserviceistobeused,ifapplicable.Forexample:repairsto

CountyVehicle#308,2002Ford,Mrmationprovidesanaudit

trail,facilitatesthekeepingofrecordsandreportingofpurchases,allofwhichhelpsto

assureamoreefficientoperation.Iftheitemorserviceisasolesourceavailablefrom

onlyonevendororandemergency,thereasonbedocumentedontheSource

orEmergencyPurchaseDataFormsviaconcurrentsubmissionwiththerequisition.

4forsolesourceandemergencypurchaseinformation.)Ifthereareany

specialinstructionstothevendorthatarenotavailablethroughtheInstructionsarealistedabove,includethemattheendoftheextendeddescription.9.QuantityandUnit:Insertthequantityoftheitemthatisrequiredandusethepicklist

orentertheunitofmeasureforthei.e.,EA=each,DZ=dozen,etc.10.UnitPrice:Divisionsarerequiredtoestimatethecostintheunitprice.The

PurchasingandContractsDivisionwillverifythecostandnecessarycorrections.

theuserdivisionisawarethatapurchasewillexceedthemandatorybidlimit,do

notobtainpricequotesonsuchpurchases.ROUTINGAstandardcomputerizedrequisitionformistobeusedtorequestsforallpurchasesand

services.UponreceiptoftherequisitioninthePurchasingandContractsDivision,quotations,

bids,proposals,andBoardapproval(whennecessary)forcommoditiesorserviceswill

beobtainedandapurchaseorderorcontractwillbeissued.GENERALINFORMATION1.Iftherequisitionisincompleteornotproperlyprepared,thePurchasing

andContractsDivisioncanceltherequisitionandnotifythe

originatingdivision.2.Ifthereareinsufficientfundsforthepurchase,therequisitionwillnotbe

acceptedintheAdvantagesystemand,therefore,cannotbeprocessed.REVIEWOFSPECIFICATIONS-OTHERDIVISIONAPPROVALSREQUIREDPriortoissuanceofbidsortheprocessingofarequisitionwithspecificationsincluded,review

ofthetobepurchasedandthespecificationsforcertaincommoditiesandservicesbebyotherdivisionswithintheCountytoassureopencompetitivebidding,compatibility,

standardizationandup-to-date