采购程序手册.docx
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采购程序手册
PURCHASINGPROCEDURESMANUAL
FOREWORD
ThePurchasingandContractsDivisionhaspreparedthisPurchasingProceduresManualwhichwillserveasthebasisforpurchasingpoliciesandproceduresforOrangeCounty.AsignificantportionofthismanualimplementstheProcurementOrdinance.ItisalsobasedontheABA’sModelProcurementCode.
Thepurchasingfunctioninvolvestheprocurementofmaterials,supplies,equipment,andservicesatthelowestpossiblecost,consistentwiththequalityneededtomeettherequiredstandardsestablishedandapprovedbytheBoardofCountyCommissioners.ThisactisthesoleresponsibilityofthePurchasingandContractsDivision.OurgoalisthepromotionofthebestinterestofOrangeCountythroughintelligentactionandfairdealings.ThiswillresultinobtainingmaximumsavingsfortheCounty.
Sincerulesandregulationsarenecessaryfortheproperoperationofthepurchasingfunctionandsinceitisessentialthatallwhoareinvolvedinthepurchasingoperationbewell-informed,thismanualhasbeendevelopedtoaidallemployeesdirectlyorindirectlyassociatedwiththefunctionofpurchasing.
TheobjectivesofthePurchasingandContractsDivisionofOrangeCountyareasfollows:
1.TodealfairlyandequitablywithallvendorswishingtodobusinesswithOrangeCounty
2.ProvideprofessionalprocurementservicesforalldepartmentsanddivisionswithintheCounty
3.Assureadherencetoalllaws,regulations,andproceduresrelatedtoCountyprocurement
4.MaximizecompetitionforallprocurementsoftheCounty
5.Obtainmaximumsavingsthroughinnovativebuyingandapplicationofvalueanalysistechniques
6.Administerthecontractingfunctionwithinternalefficiency
7.Purchasegoodsandservicesfromcapablevendorsatthelowestprice,consistentwiththequality,performanceanddeliveryrequirementsoftheCounty.
TheBoardofCountyCommissionersofOrangeCounty,Florida,recognizescentralizedpurchasingasanecessaryfunctionofeffectivegovernment,and,therefore,declaresthatitshallbetheresponsibilityoftheManagerofPurchasingandContractstocentralizethepurchaseofallsupplies,equipment,servicesandconstructionforthedepartmentsanddivisionsoftheCounty,thebasicobjectiveofwhichistoobtainthebesttotalvalueconsistentwithoperationalneeds,whilemaintainingfairandopencompetition.
JohnnyRichardson,CPPO,CACM
Manager,PurchasingandContracts
TABLEOFCONTENTS
ResponsibilitiesandFunctions–PurchasingandContractsDivision1
RequisitiontoPurchase2
PurchaseOrders3
EmergencyandSoleSourceContracts4
TermContractsandDeliveryOrders5
QuotationsandBids6
EvaluationofBidsandProposals7
ContractModifications8
CompetitionExemptions,Standardization,IntergovernmentalandCooperativePurchasing9
ProcurementCardPurchases10
Protests11
ProcurementofDesignBuildServices12
Invoices13
ReceiptofGoodsandMaterials14
ReportofUnsatisfactoryMaterialsandServicesandDelivery/PerformanceNotices15
LISTOFEXHIBITS
1.RequisitiontoPurchase
2.CommodityCodeListing
3.PurchaseOrder(sample)
4.ChangeOrder(sample)
5.ChangeOrderRequest
6.ReceivingReport
7.DeliveryOrder(sample)
8.EmergencyPurchaseDataSheetForm
9.SoleSourcePurchaseDataSheetForm
10.ProcurementCardForms
11.ReportofUnsatisfactoryMaterialsand/orServices
12.InternetFormatStandards
13.ProtestHearingForm
14.PerformanceEvaluationForm
ENCLOSURES
OrangeCountyProcurementOrdinance
StructureofthePurchasingandContractsDivision
GLOSSARYOFTERMS
TERMDEFINITION
ADVANTAGEComputerizedFinancialandPurchasingSystem
BOARDAPPROVALLIMITThedollarvaluesetinthePurchasingOrdinanceatwhichpurchasesmustbepresenttotheBoardofCountyCommissionersforaward
DOOCDeliveryOrder
GSAGeneralServicesAdministration(FederalGovernment)
IFBInvitationsforBids
LOILettersofInterest
MANDATORYBIDLIMITThedollarvalueatwhichpurchasesmustbeformallysolicited.ThisamountisadjustedannuallybytheCPIincrease
MASTERAGREEMENTTermContract
NACONationalAssociationofCounties
NON–POAnunauthorizedcommitmentoftheCountytopurchasegoodsorservices
POOCPurchaseOrder
RFPRequestsforProposals
RFQRequestforQuotations/RequestforQualifications
RQSOCRequisition
SNAPSStateNegotiatedAgreementPriceSchedule
PURCHASINGANDCONTRACTSDIVISION
SECTION1
MISSION
ThePurchasingandContractsDivisionmanagestheCounty’sprocurementprogramthroughtheeffectiveuseofawidearrayofpurchasingandcontractingproceduresinvolvingtheissuanceofsolicitations,negotiationandawardofcontractsforalltypesofgoodsandservicesincludingconstructionandarchitecturalandengineeringservices.Ourgoalistoprovidetimelyandeffectivecustomerserviceconsistentwithsoundpublicpurchasingprinciples.
RESPONSIBILITIESANDFUNCTIONS
A.ThePurchasingandContractsDivisionisresponsibleforestablishingandadministeringtheCounty’sProcurementOrdinance,asapprovedbytheBoardofCountyCommissioners;initiatingreportsnecessarytopermitanalysisofpurchasingperformance;approvingpurchasing-relatedcontracts;dealingfairlywithallpotentialsourcesofsupply;consolidatingpurchasesoflikeorcommonitems;obtainingfairpricesformaterials,equipment,suppliesandservices,andgenerallydefininghowtoeffectcostsavingsandcoordinatepurchasingandcontractingproceduresforOrangeCounty.
B.Specificresponsibilities,dutiesandfunctionsinclude:
1.PoliciesandProcedures:
Developpurchasingobjectives,policies,programsandproceduresforthepurchaseandcontractingforallmaterials,supplies,equipmentandservices.
2.Representation:
ActasOrangeCounty'srepresentativeonallmatterspertainingtopurchasingandcontracts.
3.Specifications/ScopesofWorkorServices
Assemblespecifications/scopesofworkorservicesincooperationwithuseragenciesthataresubsequentlyincludedinInvitationsforBids(IFB’s),orRequestsforProposals(RFP’s)and/orRequestsforQuotations/Qualifications(RFQ’s).
4.ConsolidationandBulkPurchasing
Consolidaterequisitionsandpurchasesoflikeorcommonitemstoobtainthemaximumeconomicbenefitsandcostsavings,andexplorethepossibilitiesofbuyinginbulktotakefulladvantageofquantitydiscounts.Suchconsolidationmayincluderequirementsofasingledivisionormultipledivision(s).
5.Standardization
Workwithdepartments/divisionstoestablishstandardizationofmaterials,suppliesandequipmentwithinacompetitiveenvironmentwherefeasible.
6.VendorRelations
PromotegoodwillandpublicrelationsbetweenOrangeCountyanditsvendors.Encouragefullandopencompetitionwhereverpossible.Assurefairandequitablebusinessdealingswithallvendors.
7.Budget
PrepareandsubmittheannualoperatingbudgetforthePurchasingandContractsDivision.
8.PurchasingAnalysis
Stayinformedaboutcurrentdevelopmentsinthefieldofpurchasing,includingbutnotlimitedto,prices,marketconditionsandnewproducts,andsecurefortheCountythebenefitsofresearchconductedinthefieldofpurchasingbyothergovernmentaljurisdictions,nationaltechnicalsocieties,tradeassociationsandprivatebusinessesandorganizations.
9.PurchasingProceduresManual
Prescribeandmaintainastandardpurchasingmanualforalluserdepartments/divisions.
10.SuspensionandDebarmentofVendors
HavetheresponsibilitytoascertaintheidentityofallvendorswhodefaultontheircontractswiththeCountyandtosuspendordebarsaidvendorsasappropriateunlessthisprohibitionisexpresslywaivedbytheBoardofCountyCommissioners.
PROCEDURES
ThefollowingethicsstatementshallgoverntheprocurementofgoodsandservicesfortheCountyinaccordancewiththeexistingProcurementOrdinance:
1.Allrequestsforgoodsand/orservices,andallpurchases,willbemadethroughandbythePurchasingandContractsDivisionexceptasotherwiseexemptedbytheCountyProcurementOrdinanceandCountyAdministrativeRegulations.Insomeinstances,authoritytorequestpricesandtomakepurchasesmaybedelegatedtoothers.
2.Acceptanceofgiftsorgratuities,otherthanadvertisingnoveltiesofnominalvalue,isstrictlyprohibited.NoemployeeshallbecomeobligatedtoanyvendorandshallnotconductanyCountytransactionfromwhichhe/shemaypersonallybenefit.
3.NoemployeeoftheCountyshallobligatetheCountywherebyhe/shemayderiveincomeorbenefitsotherthanthoseprovidedasremunerationfromtheCountyfortheiremployment.
4.Nocontract,purchaseorgroupofrequisitionsshallbesubdividedtoavoidbid,quotationorapprovalrequirements.
5.ItisunlawfulforaCountyofficeroremployeetoorderthepurchaseofanymaterials,supplies,equipmentandcontractualservices,ormakeanycontractotherthanthroughtheManagerofPurchasingandContractswithoutpriorwrittenauthorityorasspecificallydelegatedherein.Anypurchase,orderorcontractthatismadecontrarytotheseprovisionsshallnotbeapprovedandshallnotbindtheCounty.
6.Incasesofextremeemergency,anexceptiontotheabovepolicymaybemadewiththeunderstandingthatthepersonauthorizingtheemergencyorderwillpersonallyassumetheresponsibilityofimmediatelyfollowinguptheverbalordergivenbyhimself/herselforhis/herauthorizedrepresentativewithproperwrittenjustificationandtheproperrequisition.Incasesofemergency,therequestorshall,ifpossible,contactthePurchasingandContractsDivisionprior