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�gIVE�P BOARD OF COUNTY COMMISSIONERS <br /> INDIAN RIVER COUNTY, FLORIDA <br /> A z <br /> Purchasing Policies and Procedures <br /> R Manual Updated March 15, 2016 <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 <br />
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