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PURCHASING PROCEDURES MANUALThe 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 ABA’s 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 withOrange County2. Provide professional procurement services for all departments anddivisions within the County3. Assure adherence to all laws, regulations, and procedures related toCounty procurement4. Maximize competition for all procurements of the County5. Obtain maximum savings through innovative buying and application ofvalue 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 theCounty.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 ContractsResponsibilities and Functions – Purchasing and Contracts Division 1 Requisition to Purchase 2 Purchase Orders 3 Emergency and Sole Source Contracts 4 Term Contracts and Delivery Orders 5 Quotations and Bids 6 Evaluation of Bids and Proposals 7 Contract Modifications 8 Competition Exemptions, Standardization, Intergovernmental and Cooperative Purchasing 9 Procurement Card Purchases 10 Protests 11 Procurement of Design Build Services 12 Invoices 13 Receipt of Goods and Materials 14 Report of Unsatisfactory Materials and Services and Delivery/Performance Notices 151. Requisition to Purchase2. Commodity Code Listing3. 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 FormPerformance Evaluation Form14.Structure of the Purchasing and Contracts DivisionTERM DEFINITIONADVANTAGE Computerized Financial and Purchasing SystemBOARD APPROVAL LIMIT The dollar value set in the Purchasing Ordinance at whichpurchases must be present to the Board of County Commissionersfor awardDOOC Delivery OrderGSA General Services Administration (Federal Government)IFB Invitations for BidsLOI Letters of InterestMANDATORY BID LIMIT The dollar value at which purchases must be formally solicited.This amount is adjusted annually by the CPI increaseMASTER AGREEMENT Term ContractNACO National Association of CountiesNON – PO An unauthorized commitment of the County to purchase goods orservicesPOOC Purchase OrderRFP Requests for ProposalsRFQ Request for Quotations/Request for QualificationsRQSOC RequisitionSNAPS State Negotiated Agreement Price ScheduleMISSIONThe Purchasing and Contracts Division manages the County’s 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 theCounty’s 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 thepurchase and contracting for all materials, supplies, equipment andservices.2. Representation:Act as Orange County's representative on all matters pertaining topurchasing and contracts.3. Specifications/Scopes of Work or ServicesAssemble specifications/scopes of work or services in cooperation withuser agencies that are subsequently included in Invitations for Bids (IFB’s),or Requests for Proposals (RFP’s) and/or Requests forQuotati ons/Qualifications (RFQ’s).4. Consolidation and Bulk PurchasingConsolidate requisitions and purchases of like or common items to obtainthe maximum economic benefits and cost savings, and explore thepossibilities of buying in bulk to take full advantage of quantity discounts.Such consolidation may include requirements of a single division ormultiple 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 itsvendors. Encourage full and open competition wherever possible. Assurefair and equitable business dealings with all vendors.7. BudgetPrepare and submit the annual operating budget for the Purchasing andContracts 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 ofpurchasing by other governmental jurisdictions, national technicalsocieties, trade associations and private businesses and organizations.9. Purchasing Procedures ManualPrescribe and maintain a standard purchasing manual for all userdepartments/divisions.10. Suspension and Debarment of VendorsHave the responsibility to ascertain the identity of all vendors who defaulton their contracts with the County and to suspend or debar said vendors asappropriate unless this prohibition is expressly waived by the Board ofCounty 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 madethrough and by the Purchasing and Contracts Division except as otherwiseexempted by the County Procurement Ordinance and CountyAdministrative Regulations. In some instances, authority to request pricesand to make purchases may be delegated to others.2. Acceptance of gifts or gratuities, other than advertising novelties ofnominal value, is strictly prohibited. No employee shall become obligatedto any vendor and shall not conduct any County transaction from whichhe/she may personally benefit.3. No employee of the County shall obligate the County whereby he/she mayderive income or benefits other than those provided as remuneration fromthe County for their employment.4. No contract, purchase or group of requisitions shall be subdivided to avoidbid, quotation or approval requirements.5. It is unlawful for a County officer or employee to order the purchase ofany materials, supplies, equipment and contractual services, or make anycontract other than through the Manager of Purchasing and Contractswithout prior written authority or as specifically delegated herein. Anypurchase, order or contract that is made contrary to these provisions shallnot be approved and shall not bind the County.6. In cases of extreme emergency, an exception to the above policy may bemade with the understanding that the person authorizing the emergencyorder will personally assume the responsibility of immediately followingup the verbal order given by himself/herself or his/her authorizedrepresentative with proper written justification and the proper requisition.In cases of emergency, the requestor shall, if possible, contact thePurchasing and Contracts Division prior to placement of the order with thevendor.Inter-Divisional RelationsA. Cooperation and understanding between divisions are essential in the effective operation of thePurchasing 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 seminarfor 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 arenecessary 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 County’s business and make e very 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 orgovernmental 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 forperiodicals; 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 anylocal, 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 oridentification 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.PURPOSEThe 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 foroperating supplies and equipment at the lowest cost to Orange County3. Assist in the preparation or review of specifications and scopes ofwork/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 vendorsuggested by the user division and any other probable changes such asprice or delivery.6. Process all requisitions and purchases with the least possible delay, inaccordance with County procedures7. Work with the vendor in correlating all the steps involved in completing apurchase, including purchase order follow-up and tracing as requested bydivisions8. Provide contract administration support to all departments/divisions basedon the nature of the specific procurement or as required by thedepartment/division.USER DIVISION RESPONSIBILITIES1.Ensure the purchase is required to support official County business.2-12.Allow ample time for the Purchasing and Contracts Division to make apurchase and for the vendor to deliver. (Please check the document reference for your RQSOC in the Advantage system to obtain the status ofa requisition prior to contacting the Purchasing and Contracts.) AdvisePurchasing and Contracts if the requisition is an emergency or sole source purchase.3. Write clear and accurate descriptions of materials, services and equipmentto 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 see Exhibit 12 to obtain this format.4. Prepare generic specifications for items or services that require a technicalor engineering background.5. List anticipated requirements in advance, when possible. Involve thePurchasing and Contracts Division at the time the need is determined or as early as possible.6. Keep the Purchasing and Contracts Division advised of any abnormaldemands.7. Under no circumstances is the Purchasing and Contracts Division to beobligated by divisions in any manner whatsoever.8. Cooperate with the Purchasing and Contracts Division by reporting, inwriting, the results of purchases, whether favorable or unfavorable. If there are complaints, REPORT THEM. (See Section 15 of this manual).9. Advise the Purchasing and Contracts Division of any known qualifiedvendor(s).10. List any quotes obtained by vendor code, name, individual contacted andprice obtained (by line item).11. Specify correct commodity code of items to be purchased. (Use theexisting Index of Commodities, Exhibit 2).12. Ensure that funds have been allocated and are available in the properobject codes to support purchases. Verify that all sources of funds2-2identified on the requisition are properly coded as to department/divisionand object codes. If the object code is incorrect, the requisition may becanceled by the Purchasing and Contracts Division. If there are notsufficient funds, the Advantage computer system will not accept therequisition. The user department/division shall have sole responsibility forthe accuracy of object codes.WHEN PREPAREDPurchase requisitions must be prepared far enough in advance to permit the Purchasing and Contracts Division to obtain competitive prices and to allow sufficient time for deliveries to be made.The following minimum time requirements are necessary to secure competitive prices after receipt of requisition(s) and correct specifications by the Purchasing and Contracts Division.1. Purchases under $1,000 will be made by Purchasing and Contracts onlyupon written request (see Section 10 - Procurement Card Purchases ofthis manual). Every attempt possible should be made to obtain quotesfrom M/WBE vendors for such purchases.2. Two weeks for items that will be formally quoted ($1,000 to themandatory bid limit). The user department/division is not required toobtain quotes but they may do so if desired. The department/divisionshould focus on the development of specifications and productdescriptions. The Purchasing and Contracts Division will have finalresponsibility for obtaining all necessary quotations.3. Six (6) to nine (9) weeks for items requiring formal bidding (themandatory bid limit to the Board approval limit).4. Twelve (12) weeks for items requiring bidding and Board approval.NOTE: Board approval is the amount established for this purpose in the Procurement Ordinance. WHO PREPARESAll requisitions shall be authorized by the Department Director/Division Manager or his/her designee. Requisitions should originate in the user department/division at the level where the purchase is to be used and proceed to the designated approval authority prior to being sent to the Purchasing and Contracts Division. Requisitions not properly authorized will not be accepted by the Advantage system.HOW TO PREPARE (See Exhibit #1)2-3A properly processed purchase requisition must contain the following information:1.Date (Budget FY, Fiscal Year, Period): Leave blank for Advantage to assign the date.2.Contact: Use the pick list or enter the user id of the person issuing the requisition as wellas the userid or name and phone number of the person requesting the goods/services. An indication of the person preparing the requisition is of great importance in that it enables the Purchasing and Contracts Division to make direct contact in the event of errors, omissions or questions regarding the purchase.3.Shipping/Billing Information: Enter the ship and bill code, the FOB and the delivery date.Ship/Bill To: Use the pick list or enter the correct ship to and bill to codes. If a correct ship to and bill to code are not used, Advantage will not accept the requisition. If the user division has any special delivery instructions (hours, days, inside delivery, second floor - no elevator, etc.) or is using an address other than the ordering address, this must be specifically shown in the body of the requisition.If a new ship or bill to code is required, notify the Purchasing and Contracts Division and one will be issued.Shipping Method: Use the pick list to select the appropriate delivery method for your order.FOB: Use the pick list or enter the FOB. There are two options for FOB. Option 1 –FOB Dest., Freight Prepaid means that the shipping charges are included in the price of the goods/services. Option 2 – FOB Dest., Freight Allowed means that shipping charges will be added to the price of the goods/services as a separate charge.Delivery Date: It is mandatory to indicate a delivery date on each requisition to indicate the need or desire for delivery within a specified period of time. Terms such as ASAP or RUSH will not be accepted by the Advantage system. Any dates noted are for the assistance and guidance of the Purchasing and Contracts Division to meet the user division's schedule of needs. Requisitions shall be prepared far enough in advance of deliveries so as not to create emergencies.If an item or service has been received or completed, indicate complete and date received. Such requisitions must include justification as to the reason a purchase order was not obtained prior to receipt of goods/services. Note: Such purchases may require department director approval and should be for emergencies only.Requisitions that do not qualify as emergencies may be cancelled by Purchasing and Contracts and the invoice will be paid as a non-purchase order. Non-purchase order payments require a detailed written justification signed by the department2-4director/division manager or his/her designee and approval by the Purchasing and Contracts Division prior to payment4.Vendor: Use the pick list or enter the vendor code for the vendor you would like tosuggest. The Purchasing and Contracts Division's goal is to obtain competition when possible. Therefore, the purchase order may not be issued to the suggested vendor or for the brand specified. The Purchasing and Contracts Division reserves the right to verify quotations obtained by the user department/division or to obtain additional quotes.5.Accounting Distribution: Insert the amount and the entire correct budget line and sub-object code (if applicable) to which the purchase is to be charged. Enter the percentage of the order that is to be charged to this account.6.Special Instructions: Use the pick list to insert the code for any special instructions youwish included on the order. You may select up to three special instructions.modity: Use the pick list or enter the commodity code for the items to be purchased.(See Index of Commodities listing enclosed in this manual, Exhibit 2). If the user division does not enter a commodity code, the Advantage system will reject the requisition.8.Extended Description: Give a clear description of the item desired as to size, color, type,grade, etc. If the purchase is of a technical nature, generic specifications should be sent to the Purchasing and Contracts Division concurrently with the requisition, indicating the requisition number. In some cases, detailed and technical specifications will be determined by the user Division Manager and Manager of Purchasing and Contracts.Generic specifications shall be mandatory for purchases exceeding the mandatory bid limit. If the item cannot be described, except with a great amount of detail, a brief description should be given followed by the trade name and model of an acceptable item or equal. Requisitions must not provide specifications that will favor one vendor to the exclusion of all others. The Purchasing and Contracts Division reserves the right to challenge any specification supplied by the user department/division. Back-up or additional information must be submitted as soon as possible to avoid significant delay in the processing of requisition(s).Additional Remarks: User divisions must state, in description form, the purpose for which the material or service is to be used, if applicable. For example: repairs to County Vehicle #308, 2002 Ford, Model 1900. Such information provides an audit trail, facilitates the keeping of records and reporting of purchases, all of which helps to assure a more efficient operation. If the item or service is a sole source available from only one vendor or and emergency, the reason must be documented on the Sole Source or Emergency Purchase Data Forms via concurrent submission with the requisition. (See Section 4 for sole source and emergency purchase information.) If there are any special2-5instructions to the vendor that are not available through the Special Instructions arealisted above, include them at the end of the extended description.9. Quantity and Unit: Insert the quantity of the item that is required and use the pick list orenter the unit of measure for the item, i.e., EA = each, DZ = dozen, etc.10. Unit Price: Divisions are required to estimate the cost in the unit price. The Purchasingand Contracts Division will verify the cost and make necessary corrections. When theuser division is aware that a purchase will exceed the mandatory bid limit, do not obtainprice quotes on such purchases.ROUTINGA standard computerized requisition form is to be used to make requests for all purchases and services.Upon receipt of the requisition in the Purchasing and Contracts Division, quotations, bids,proposals, and Board approval (when necessary) for commodities or services will beobtained and a purchase order or contract will be issued.GENERAL INFORMATION1. If the requisition is incomplete or not properly prepared, the Purchasingand Contracts Division may cancel the requisition and notify theoriginating division.2. If there are insufficient funds for the purchase, the requisition will not beaccepted in the Advantage system and, therefore, cannot be processed.2-6。