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PURCHASING PROCEDURES MANUALRevised December, 2002FOREWORDThe Purchasing and Contracts Division has prepared this Purchasing Procedures Manual which will serve as the basis for purchasing policies and procedures for Orange County. A significant portion of this manual implements the Procurement Ordinance. It is also based on the ABAs Model Procurement Code.The purchasing function involves the procurement of materials, supplies, equipment, and services at the lowest possible cost, consistent with the quality needed to meet the required standards established and approved by the Board of County Commissioners. This act is the sole responsibility of the Purchasing and Contracts Division. Our goal is the promotion of the best interest of Orange County through intelligent action and fair dealings. This will result in obtaining maximum savings for the County.Since rules and regulations are necessary for the proper operation of the purchasing function and since it is essential that all who are involved in the purchasing operation be well-informed, this manual has been developed to aid all employees directly or indirectly associated with the function of purchasing.The objectives of the Purchasing and Contracts Division of Orange County are as follows:1.To deal fairly and equitably with all vendors wishing to do business with Orange County2.Provide professional procurement services for all departments and divisions within the County3.Assure adherence to all laws, regulations, and procedures related to County procurement4.Maximize competition for all procurements of the County5.Obtain maximum savings through innovative buying and application of value analysis techniques6.Administer the contracting function with internal efficiency7.Purchase goods and services from capable vendors at the lowest price, consistent with the quality, performance and delivery requirements of the County.The Board of County Commissioners of Orange County, Florida, recognizes centralized purchasing as a necessary function of effective government, and, therefore, declares that it shall be the responsibility of the Manager of Purchasing and Contracts to centralize the purchase of all supplies, equipment, services and construction for the departments and divisions of the County, the basic objective of which is to obtain the best total value consistent with operational needs, while maintaining fair and open competition.Johnny Richardson, CPPO, CACMManager, Purchasing and ContractsTABLE OF CONTENTSResponsibilities and Functions Purchasing and Contracts Division 1Requisition to Purchase 2Purchase Orders 3Emergency and Sole Source Contracts 4Term Contracts and Delivery Orders 5Quotations and Bids 6Evaluation of Bids and Proposals 7Contract Modifications 8Competition Exemptions, Standardization, Intergovernmental and Cooperative Purchasing 9Procurement Card Purchases 10Protests 11Procurement of Design Build Services 12Invoices 13Receipt of Goods and Materials 14 Report of Unsatisfactory Materials and Services and Delivery/Performance Notices 15LIST OF EXHIBITS 1.Requisition to Purchase 2.Commodity Code Listing 3.Purchase Order (sample)4. Change Order (sample)5. Change Order Request6. Receiving Report7. Delivery Order (sample)8. Emergency Purchase Data Sheet Form9. Sole Source Purchase Data Sheet Form10. Procurement Card Forms11. Report of Unsatisfactory Materials and/or Services12. Internet Format Standards13. Protest Hearing Form14. Performance Evaluation FormENCLOSURESOrange County Procurement OrdinanceStructure of the Purchasing and Contracts DivisionGLOSSARY OF TERMSTERMDEFINITIONADVANTAGEComputerized Financial and Purchasing SystemBOARD APPROVAL LIMITThe dollar value set in the Purchasing Ordinance at which purchases must be present to the Board of County Commissioners for awardDOOCDelivery OrderGSAGeneral Services Administration (Federal Government)IFBInvitations for BidsLOILetters of InterestMANDATORY BID LIMITThe dollar value at which purchases must be formally solicited. This amount is adjusted annually by the CPI increaseMASTER AGREEMENTTerm ContractNACONational Association of CountiesNON POAn unauthorized commitment of the County to purchase goods or servicesPOOCPurchase OrderRFPRequests for ProposalsRFQRequest for Quotations/Request for QualificationsRQSOCRequisitionSNAPSState Negotiated Agreement Price SchedulePURCHASING AND CONTRACTS DIVISIONSECTION 1MISSIONThe Purchasing and Contracts Division manages the Countys procurement program through the effective use of a wide array of purchasing and contracting procedures involving the issuance of solicitations, negotiation and award of contracts for all types of goods and services including construction and architectural and engineering services. Our goal is to provide timely and effective customer service consistent with sound public purchasing principles.RESPONSIBILITIES AND FUNCTIONSA.The Purchasing and Contracts Division is responsible for establishing and administering the Countys Procurement Ordinance, as approved by the Board of County Commissioners; initiating reports necessary to permit analysis of purchasing performance; approving purchasing-related contracts; dealing fairly with all potential sources of supply; consolidating purchases of like or common items; obtaining fair prices for materials, equipment, supplies and services, and generally defining how to effect cost savings and coordinate purchasing and contracting procedures for Orange County.B.Specific responsibilities, duties and functions include:1.Policies and Procedures:Develop purchasing objectives, policies, programs and procedures for the purchase and contracting for all materials, supplies, equipment and services.2.Representation:Act as Orange Countys representative on all matters pertaining to purchasing and contracts.3.Specifications/Scopes of Work or ServicesAssemble specifications/scopes of work or services in cooperation with user agencies that are subsequently included in Invitations for Bids (IFBs), or Requests for Proposals (RFPs) and/or Requests for Quotations/Qualifications (RFQs).4.Consolidation and Bulk PurchasingConsolidate requisitions and purchases of like or common items to obtain the maximum economic benefits and cost savings, and explore the possibilities of buying in bulk to take full advantage of quantity discounts. Such consolidation may include requirements of a single division or multiple division(s).5.StandardizationWork with departments/divisions to establish standardization of materials, supplies and equipment within a competitive environment where feasible.6.Vendor RelationsPromote good will and public relations between Orange County and its vendors. Encourage full and open competition wherever possible. Assure fair and equitable business dealings with all vendors.7.BudgetPrepare and submit the annual operating budget for the Purchasing and Contracts Division.8.Purchasing AnalysisStay informed about current developments in the field of purchasing, including but not limited to, prices, market conditions and new products, and secure for the County the benefits of research conducted in the field of purchasing by other governmental jurisdictions, national technical societies, trade associations and private businesses and organizations. 9.Purchasing Procedures ManualPrescribe and maintain a standard purchasing manual for all user departments/divisions.10.Suspension and Debarment of VendorsHave the responsibility to ascertain the identity of all vendors who default on their contracts with the County and to suspend or debar said vendors as appropriate unless this prohibition is expressly waived by the Board of County Commissioners.PROCEDURESThe following ethics statement shall govern the procurement of goods and services for the County in accordance with the existing Procurement Ordinance:1.All requests for goods and/or services, and all purchases, will be made through and by the Purchasing and Contracts Division except as otherwise exempted by the County Procurement Ordinance and County Administrative Regulations. In some instances, authority to request prices and to make purchases may be delegated to others.2.Acceptance of gifts or gratuities, other than advertising novelties of nominal value, is strictly prohibited. No employee shall become obligated to any vendor and shall not conduct any County transaction from which he/she may personally benefit.3.No employee of the County shall obligate the County whereby he/she may derive income or benefits other than those provided as remuneration from the County for their employment. 4.No contract, purchase or group of requisitions shall be subdivided to avoid bid, quotation or approval requirements.5.It is unlawful for a County officer or employee to order the purchase of any materials, supplies, equipment and contractual services, or make any contract other than through the Manager of Purchasing and Contracts without prior written authority or as specifically delegated herein. Any purchase, order or contract that is made contrary to these provisions shall not be approved and shall not bind the County.6.In cases of extreme emergency, an exception to the above policy may be made with the understanding that the person authorizing the emergency order will personally assume the responsibility of immediately following up the verbal order given by himself/herself or his/her authorized representative with proper written justification and the proper requisition. In cases of emergency, the requestor shall, if possible, contact the Purchasing and Contracts Division prior to placement of the order with the vendor.Inter-Divisional RelationsA.Cooperation and understanding between divisions are essential in the effective operation of the Purchasing and Contracts Division.The Purchasing and Contracts Division will endeavor to establish and maintain close contact with other divisions in order to meet their purchase needs and requirements. It must be emphasized, however, that in most instances, the Purchasing and Contracts Division does not determine the requirements for a particular purchase, but will be responsible for determining the applicable quality to meet the particular needs.In cases where technical equipment, specifications, plans or design are involved, the department/division concerned will indicate their requirements and all purchasing actions will be coordinated with the user department/division prior to the issuance of a solicitation, purchase order or contract.B.The Manager of Purchasing and Contracts, or his/her designee, may direct a purchasing seminar for County divisions periodically (preferably annually). This seminar shall aid County personnel in gaining a better understanding of the operation of the Purchasing and Contracts Division. In addition, the seminar material shall cover State purchasing regulations, Board policy, emergency and sole source purchases, flow of requisitions, dissemination of purchase order copies, definition of purchasing terms, blanket purchase orders, change orders, procurement cards and contracts.Vendor RelationsWhen it is necessary to interview salespersons regarding details of their product, other departments and divisions should coordinate such visits through the Purchasing and Contracts Division. In interviews with salespersons, no one shall commit to preference for any product or service or give any information regarding performance or price which might in any way compromise or obligate the Board of County Commissioners or the administration of Orange County.All correspondence with vendors will be through the Purchasing and Contracts Division.Any bids, proposals, quotations or specific information received from vendors relative to any item under consideration for purchase must not be divulged until after a purchase order or contract has been awarded, except when State regulations or County laws make such disclosures permissible.All vendors must be afforded equal opportunities to compete. No bid shopping shall be permitted; i.e., no one shall obtain pricing from a vendor and request other vendors to meet or beat the disclosed price. However, this restriction shall not apply to reverse auctioneering. New sources of supply will be given due consideration because multiple sources of supply are necessary to ensure competition, continuity of supply and availability of materials. The County may buy from any vendor who exhibits adequate financial strength, high ethical standards, a record of adhering to specifications, compliance with delivery or performance requirements and gives a full measure of service.The County will strive to maintain strong and enduring relationships with vendors of proven ability and a desire to meet its needs. To accomplish this, purchasing activities will be conducted so that all vendors will value the Countys business and make every effort to furnish its requirements on the basis of the most economical quantity, suitable quality, timely delivery, adequate service and lowest possible price.ExclusionsThe following requirements are excluded from the competitive requirements of the Procurement Ordinance:A.Agreements between the Board of County Commissioners and non-profit organizations or governmental entities including the procurement, transfer, sale or exchange of goods and/or services.B.Procurement of dues and memberships in trade or professional organizations; subscriptions for periodicals; advertisements; postage; paralegal services, expert witnesses, court reporters and specialized legal services; abstracts of titles for real property; title insurance for real property; real property; water, sewer, and electrical utility services; copyrighted materials; patented materials; art and artistic services; employment agreements; and fees and costs of job-related travel, seminars, tuition, registration and training.C.Goods and/or services given or accepted by the County via grant, gift or bequest.D.Goods purchased with petty cash in accordance with established County procedures.E.Purchases from State of Florida or Federal GSA Contracts as well as contracts awarded by any local, state, or national governmental agency, cooperative purchasing organizations or purchasing associations.F.Blanket purchase orders issued on an annual basis wherein the exact quantity of items or identification of specific items cannot be determined in advance.G. Items purchased for resale to the general public.Such purchases, transactions and expenditures listed above shall be authorized by the Manager of Purchasing and Contracts or other delegated County staff. Also, certain procurements within the above categories may be obtained via competitive means when it is determined that adequate sources for the goods or services required are available.REQUISITION TO PURCHASESECTION 2PURPOSEThe Requisition to Purchase (RQSOC - Exhibit 1) serves to inform the Purchasing and Contracts Division of the needs of the user department/division and to correctly define the material/service requested. In addition, the authorized requisition signifies authority to charge a specific account number and verifies there are sufficient funds available in the account specified.PURCHASING AND CONTRACTS DIVISION RESPONSIBILITIES1.Become acquainted with the needs of all departments and divisions2.Support and cooperate with all divisions in meeting their needs for operating supplies and equipment at the lowest cost to Orange County3.Assist in the preparation or review of specifications and scopes of work/services for all requirements4.Locate the sources and availability of needed products and services5.Notify the user division in the event a change is made to the vendor suggested by the user division and any other probable changes such as price or delivery.6.Process all requisitions and purchases with the least possible delay, in accordance with County procedures7.Work with the vendor in correlating all the steps involved in completing a purchase, including purchase order follow-up and tracing as requested by divisions8.Provide contract administration support to all departments/divisions based on the nature of the specific procurement or as required by the department/division.USER DIVISION RESPONSIBILITIES1. Ensure the purchase is required to support official County business.2. Allow ample time for the Purchasing and Contracts Division to make a purchase and for the vendor to deliver. (Please check the document reference for your RQSOC in the Advantage system to obtain the status of a requisition prior to contacting the Purchasing and Contracts.) Advise Purchasing and Contracts if the requisition is an emergency or sole source purchase. 3.Write clear and accurate descriptions of materials, services and equipment to be purchased, and include the purpose for which they are intended. Specifications should be typed and forwarded or emailed via Outlook to Purchasing and Contracts. There is a specific format for specifications in order to minimize conversion time when placing documents on the internet for bidding. Please s