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PURCHASINGPROCEDURESMANUALRevisedDecember,2002iFOREWORDThePurchasingandContractsDivisionhaspreparedthisPurchasingProceduresManualwhichwillserveasthebasisforpurchasingpoliciesandproceduresforOrangeCounty.AsignificantportionofthismanualimplementstheProcurementOrdinance.ItisalsobasedontheABA’sModelProcurementCode.Thepurchasingfunctioninvolvestheprocurementofmaterials,supplies,equipment,andservicesatthelowestpossiblecost,consistentwiththequalityneededtomeettherequiredstandardsestablishedandapprovedbytheBoardofCountyCommissioners.ThisactisthesoleresponsibilityofthePurchasingandContractsDivision.OurgoalisthepromotionofthebestinterestofOrangeCountythroughintelligentactionandfairdealings.ThiswillresultinobtainingmaximumsavingsfortheCounty.Sincerulesandregulationsarenecessaryfortheproperoperationofthepurchasingfunctionandsinceitisessentialthatallwhoareinvolvedinthepurchasingoperationbewell-informed,thismanualhasbeendevelopedtoaidallemployeesdirectlyorindirectlyassociatedwiththefunctionofpurchasing.TheobjectivesofthePurchasingandContractsDivisionofOrangeCountyareasfollows:1.TodealfairlyandequitablywithallvendorswishingtodobusinesswithOrangeCounty2.ProvideprofessionalprocurementservicesforalldepartmentsanddivisionswithintheCounty3.Assureadherencetoalllaws,regulations,andproceduresrelatedtoCountyprocurement4.MaximizecompetitionforallprocurementsoftheCounty5.Obtainmaximumsavingsthroughinnovativebuyingandapplicationofvalueanalysistechniques6.Administerthecontractingfunctionwithinternalefficiency7.Purchasegoodsandservicesfromcapablevendorsatthelowestprice,consistentwiththequality,performanceanddeliveryrequirementsoftheCounty.TheBoardofCountyCommissionersofOrangeCounty,Florida,recognizescentralizedpurchasingasanecessaryfunctionofeffectivegovernment,and,therefore,declaresthatitshallbetheresponsibilityoftheManagerofPurchasingandContractstocentralizethepurchaseofallsupplies,equipment,servicesandconstructionforthedepartmentsanddivisionsoftheCounty,thebasicobjectiveofwhichistoobtainthebesttotalvalueconsistentwithoperationalneeds,whilemaintainingfairandopencompetition.JohnnyRichardson,CPPO,CACMManager,PurchasingandContractsiiTABLEOFCONTENTSResponsibilitiesandFunctions–PurchasingandContractsDivision1RequisitiontoPurchase2PurchaseOrders3EmergencyandSoleSourceContracts4TermContractsandDeliveryOrders5QuotationsandBids6EvaluationofBidsandProposals7ContractModifications8CompetitionExemptions,Standardization,IntergovernmentalandCooperativePurchasing9ProcurementCardPurchases10Protests11ProcurementofDesignBuildServices12Invoices13ReceiptofGoodsandMaterials14ReportofUnsatisfactoryMaterialsandServicesandDelivery/PerformanceNotices15iiiLISTOFEXHIBITS1.RequisitiontoPurchase2.CommodityCodeListing3.PurchaseOrder(sample)4.ChangeOrder(sample)5.ChangeOrderRequest6.ReceivingReport7.DeliveryOrder(sample)8.EmergencyPurchaseDataSheetForm9.SoleSourcePurchaseDataSheetForm10.ProcurementCardForms11.ReportofUnsatisfactoryMaterialsand/orServices12.InternetFormatStandards13.ProtestHearingForm14.PerformanceEvaluationFormENCLOSURESOrangeCountyProcurementOrdinanceStructureofthePurchasingandContractsDivisionivGLOSSARYOFTERMSTERMDEFINITIONADVANTAGEComputerizedFinancialandPurchasingSystemBOARDAPPROVALLIMITThedollarvaluesetinthePurchasingOrdinanceatwhichpurchasesmustbepresenttotheBoardofCountyCommissionersforawardDOOCDeliveryOrderGSAGeneralServicesAdministration(FederalGovernment)IFBInvitationsforBidsLOILettersofInterestMANDATORYBIDLIMITThedollarvalueatwhichpurchasesmustbeformallysolicited.ThisamountisadjustedannuallybytheCPIincreaseMASTERAGREEMENTTermContractNACONationalAssociationofCountiesNON–POAnunauthorizedcommitmentoftheCountytopurchasegoodsorservicesPOOCPurchaseOrderRFPRequestsforProposalsRFQRequestforQuotations/RequestforQualificationsRQSOCRequisitionSNAPSStateNegotiatedAgreementPriceScheduleiv1-5PURCHASINGANDCONTRACTSDIVISIONSECTION1MISSIONThePurchasingandContractsDivisionmanagestheCounty’sprocurementprogramthroughtheeffectiveuseofawidearrayofpurchasingandcontractingproceduresinvolvingtheissuanceofsolicitations,negotiationandawardofcontractsforalltypesofgoodsandservicesincludingconstructionandarchitecturalandengineeringservices.Ourgoalistoprovidetimelyandeffectivecustomerserviceconsistentwithsoundpublicpurchasingprinciples.RESPONSIBILITIESANDFUNCTIONSA.ThePurchasingandContractsDivisionisresponsibleforestablishingandadministeringtheCounty’sProcurementOrdinance,asapprovedbytheBoardofCountyCommissioners;initiatingreportsnecessarytopermitanalysisofpurchasingperformance;approvingpurchasing-relatedcontracts;dealingfairlywithallpotentialsourcesofsupply;consolidatingpurchasesoflikeorcommonitems;obtainingfairpricesformaterials,equipment,suppliesandservices,andgenerallydefininghowtoeffectcostsavingsandcoordinatepurchasingandcontractingproceduresforOrangeCounty.B.Specificresponsibilities,dutiesandfunctionsinclude:1.PoliciesandProcedures:Developpurchasingobjectives,policies,programsandproceduresforthepurchaseandcontractingforallmaterials,supplies,equipmentandservices