采购程序手册.docx

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,contactthePurchasingandContractsDivisionpri