采购程序手册.docx

1、采购程序手册 PURCHASING PROCEDURES MANUAL FOREWORDThe 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 al

2、so 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. T

3、his 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 pr

4、oper 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 Contr

5、acts 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

6、 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 lo

7、west 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

8、 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

9、 competition.Johnny Richardson, CPPO, CACMManager, Purchasing and Contracts TABLE 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 6Evalu

10、ation 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 a

11、nd 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

12、 Sheet Form10. Procurement Card Forms11. Report of Unsatisfactory Materials and/or Services12. Internet Format Standards13. Protest Hearing Form14. Performance Evaluation Form ENCLOSURESOrange County Procurement OrdinanceStructure of the Purchasing and Contracts Division GLOSSARY OF TERMSTERM DEFINI

13、TIONADVANTAGE Computerized Financial and Purchasing SystemBOARD APPROVAL LIMIT The dollar value set in the Purchasing Ordinance at which purchases must be present to the Board of County Commissioners for awardDOOC Delivery OrderGSA General Services Administration (Federal Government)IFB Invitations

14、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

15、or servicesPOOC Purchase OrderRFP Requests for ProposalsRFQ Request for Quotations/Request for QualificationsRQSOC RequisitionSNAPS State Negotiated Agreement Price SchedulePURCHASING AND CONTRACTS DIVISION SECTION 1MISSIONThe Purchasing and Contracts Division manages the Countys procurement program

16、 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 eff

17、ective 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

18、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 e

19、ffect 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, supplie

20、s, 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 In

21、vitations 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

22、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 environmen

23、t 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 Purcha

24、sing 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 government

25、al 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 ascerta

26、in 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 servic

27、es 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 Regulatio

28、ns. 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 trans

29、action 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

30、 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 a

31、s 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 emergen

32、cy 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 pri