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2. REQUISITION, PURCHASE ORDER AND RECEIVING GUIDELINES 2.1 AUTHORITY p. 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, County A M''Inistrator or Board's discretion. 2.2 PURCHASE REQUISITIONS All requests for procurement shall start with a properly prepared purchase requisition created in the Enterprise ERP program. Requisitions must be eempletely foiled aut with theinclude all proper information, such as required quotes, documentation, attachments, departmental approvals, appropriate account number, and final approval by the Budget Office. Incomplete requisitions may be rejected and returned to the Originating Department. 2.3 QUOTE REQUIREMENTS BELOW MANDATORY BID THRESHOLD Purchase requisitions for items valued between $3,500 and $35,000 shall include copies of the written quotations received from each of a minimum of three vendors dated within the past 30 days or listing a current expiration date. The lowest quote should be selected, unless otherwise authorized by the Purchasing Manager. 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 CAPITAL ITEM PURCHASES Budgeted capital purchases must be completed and received during the funded fiscal year and must be procured in accordance with the quote and mandatory bid thresholds. Bids for capital purchases budgeted for more than the $35,000 bid threshold should be prepared in the first quarter of the fiscal year. All budgeted capital purchases should be made prior to June 1 to ensure the goods are received prior to the end of the fiscal year. Requisitions for unbudgeted capital purchases must be submitted with the written approval (email) of the Budget Director attached. 8 74 BOARD OF COUNTY COMMISSIONERS �g1VER C 4 INDIAN RIVER COUNTY, FLORIDA Z Purchasing Policies and Procedures Manual Updated n.,..,,....-,ee.- 29,2022March 28, 2023 2. REQUISITION, PURCHASE ORDER AND RECEIVING GUIDELINES 2.1 AUTHORITY p. 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, County A M''Inistrator or Board's discretion. 2.2 PURCHASE REQUISITIONS All requests for procurement shall start with a properly prepared purchase requisition created in the Enterprise ERP program. Requisitions must be eempletely foiled aut with theinclude all proper information, such as required quotes, documentation, attachments, departmental approvals, appropriate account number, and final approval by the Budget Office. Incomplete requisitions may be rejected and returned to the Originating Department. 2.3 QUOTE REQUIREMENTS BELOW MANDATORY BID THRESHOLD Purchase requisitions for items valued between $3,500 and $35,000 shall include copies of the written quotations received from each of a minimum of three vendors dated within the past 30 days or listing a current expiration date. The lowest quote should be selected, unless otherwise authorized by the Purchasing Manager. 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 CAPITAL ITEM PURCHASES Budgeted capital purchases must be completed and received during the funded fiscal year and must be procured in accordance with the quote and mandatory bid thresholds. Bids for capital purchases budgeted for more than the $35,000 bid threshold should be prepared in the first quarter of the fiscal year. All budgeted capital purchases should be made prior to June 1 to ensure the goods are received prior to the end of the fiscal year. Requisitions for unbudgeted capital purchases must be submitted with the written approval (email) of the Budget Director attached. 8 74