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� g1VE�P BOARD OF COUNTY COMMISSIONERS <br /> ,,Q► INDIAN RIVER COUNTY, FLORIDA <br /> Q z <br /> z Purchasing Policies and Procedures <br /> LORI Approval Date : October 2 , 2012 By : <br /> 2 . REQUISITION GUIDELINES <br /> 2 . 1 AUTHORITY <br /> No County employee has the authority to purchase or commit public funds toward the purchase of <br /> commodities or services without first complying with the appropriate requisition and procurement <br /> procedures . <br /> 2 . 2 PURCHASE REQUISITIONS <br /> All requests for procurement shall start with a properly prepared purchase requisition created in the <br /> MUNIS electronic financial software system . Requisitions must be completely filled out with the <br /> proper information , required quotes, documentation, attachments , approvals , account number, and <br /> final approval by the Budget Office . Without this information, the requisition shall be rejected and <br /> returned to the Originating Department . <br /> 2 . 3 QUOTE REQUIREMENTS BELOW MANDATORY BID THRESHOLD <br /> Purchase requisitions for items valued between $ 1 , 000 and $4 , 999 shall include three quotes <br /> indicating the vendor, a contact name , telephone number, and price . Purchase requisitions for items <br /> valued between $ 5 , 000 and $ 25 , 000 shall include copies of the written quotations received from <br /> each of a minimum of three vendors . If the Originating Department does not have the ability to <br /> attach written quotes to MUNIS , the quotes may be forwarded to the Purchasing Division to be <br /> scanned and attached . Upon request, the Purchasing Manager may obtain quotes for specific <br /> commodities . <br /> 2 . 4 NEW VENDORS <br /> When a new vendor is selected and not presently listed in MUNIS , the Originating Department <br /> shall provide and submit new vendor information in the form of a W- 9 to the Finance Office of the <br /> Clerk of the Circuit Court . The Finance Office shall enter the vendor information into its records <br /> and issue a vendor number which shall be emailed to the Originating Department . <br /> 2 . 5 PURCHASE REQUISITION/ORDER EXEMPTIONS <br /> The following expenditures do not require a purchase requisition or a purchase order : <br /> L Salaries , by position, which were included in the department ' s annual budget <br /> 2 . Travel expenses incurred in the course of official duties for a County <br /> employee be it in-county , out-of-county , in- state or out- of- state travel <br /> requests <br /> 6 <br />