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2. REQUISITION GUIDELINES
<br />2.1 AUTHORITY
<br />No County employee has the authority to purchase or commit public funds toward the purchase
<br />of commodities or services without first complying with the appropriate requisition and
<br />procurement procedures. Purchase Orders will not be issued "after the fact" without sufficient
<br />justification and explanation, at the Purchasing Manager or County Administrator's discretion.
<br />2.2 PURCHASE REQUISITIONS
<br />All requests for procurement shall start with a properly prepared purchase requisition created in
<br />the MUNIS electronic financial software system. Requisitions must be completely filled out with
<br />the proper information, required quotes, documentation, attachments, approvals, account
<br />number, and final approval by the Budget Office. Without this information, the requisition shall
<br />be rejected and 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
<br />items valued between $5,000 and $25,000 shall include copies of the written quotations received
<br />from each of a minimum of three vendors. If the Originating Department does not have the ability
<br />to 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 />The Purchasing Manager may waive the requirement for quotes below the mandatory bid
<br />threshold, if determined to be in the best interest of the County.
<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 Purchasing Division
<br />for approval as a vendor. The vendor shall be referenced against the State of Florida's lists of
<br />convicted and suspended vendors, as well as the U.S. Government's System for Award
<br />Management database. If required, the possession of appropriate licensure, and liability and
<br />worker's compensation insurance will also be verified. Additional sources may also be reviewed. If
<br />approved, the Purchasing Division will forward the W-9 to the Finance Office of the Clerk of the
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<br />BOARD OF COUNTY COMMISSIONERS
<br />INDIAN RIVER COUNTY, FLORIDA
<br />Purchasing Policies and Procedures
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<br />Manual Updated December 8, 2015
<br />2. REQUISITION GUIDELINES
<br />2.1 AUTHORITY
<br />No County employee has the authority to purchase or commit public funds toward the purchase
<br />of commodities or services without first complying with the appropriate requisition and
<br />procurement procedures. Purchase Orders will not be issued "after the fact" without sufficient
<br />justification and explanation, at the Purchasing Manager or County Administrator's discretion.
<br />2.2 PURCHASE REQUISITIONS
<br />All requests for procurement shall start with a properly prepared purchase requisition created in
<br />the MUNIS electronic financial software system. Requisitions must be completely filled out with
<br />the proper information, required quotes, documentation, attachments, approvals, account
<br />number, and final approval by the Budget Office. Without this information, the requisition shall
<br />be rejected and 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
<br />items valued between $5,000 and $25,000 shall include copies of the written quotations received
<br />from each of a minimum of three vendors. If the Originating Department does not have the ability
<br />to 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 />The Purchasing Manager may waive the requirement for quotes below the mandatory bid
<br />threshold, if determined to be in the best interest of the County.
<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 Purchasing Division
<br />for approval as a vendor. The vendor shall be referenced against the State of Florida's lists of
<br />convicted and suspended vendors, as well as the U.S. Government's System for Award
<br />Management database. If required, the possession of appropriate licensure, and liability and
<br />worker's compensation insurance will also be verified. Additional sources may also be reviewed. If
<br />approved, the Purchasing Division will forward the W-9 to the Finance Office of the Clerk of the
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