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�, * �/' ,.. ) , eti */ " BOARD OF COUNTY COMMISSIONERS INDIAN RIVER COUNTY, FLORIDA Purchasing Policies and Procedures it, _ - LI /1:'- • LORI Manual Updated December 8, 2015 2. REQUISITION GUIDELINES 2.1 AUTHORITY No County employee has the authority to purchase or commit public funds toward the purchase of commodities or services without first complying with the appropriate requisition and procurement procedures. Purchase Orders will not be issued "after the fact" without sufficient justification and explanation, at the Purchasing Manager or County Administrator's discretion. 2.2 PURCHASE REQUISITIONS All requests for procurement shall start with a properly prepared purchase requisition created in the MUNIS electronic financial software system. Requisitions must be completely filled out with the proper information, required quotes, documentation, attachments, approvals, account number, and final approval by the Budget Office. Without this information, the requisition shall be rejected and returned to the Originating Department. 2.3 QUOTE REQUIREMENTS BELOW MANDATORY BID THRESHOLD Purchase requisitions for items valued between $1,000 and $4,999 shall include three quotes indicating the vendor, a contact name, telephone number, and price. Purchase requisitions for items valued between $5,000 and $25,000 shall include copies of the written quotations received from each of a minimum of three vendors. If the Originating Department does not have the ability to attach written quotes to MUNIS, the quotes may be forwarded to the Purchasing Division to be scanned and attached. Upon request, the Purchasing Manager may obtain quotes for specific commodities. The Purchasing Manager may waive the requirement for quotes below the mandatory bid threshold, if determined to be in the best interest of the County. 2.4 NEW VENDORS When a new vendor is selected and not presently listed in MUNIS, the Originating Department shall provide and submit new vendor information in the form of a W-9 to the Purchasing Division for approval as a vendor. The vendor shall be referenced against the State of Florida's lists of convicted and suspended vendors, as well as the U.S. Government's System for Award Management database. If required, the possession of appropriate licensure, and liability and worker's compensation insurance will also be verified. Additional sources may also be reviewed. If approved, the Purchasing Division will forward the W-9 to the Finance Office of the Clerk of the 7 69