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Indian River County Purchasing Manual - Effective DeeembeF 20 '^"March 28, 2023 All requests to increase allocation against a Purchase Order (including those associated with bids, piggybacks and other contracts) must provide an explicit explanation for the overage. Rem feF divisieR en this geed 9F sewice 49Fn this YeRdeF in the piteviews fiseal YeaF, en thiS geed E)F seFyiee fe-Fi.y,rd-ed by the Department Duce.+„ If the Budget Department approves the increased funding request, the Purchasing Division shall review and process the change order, up to a maximum total of $35,000 (for purchase orders not associated with a bid, contract, or piggyback, which may exceed the $35,000 threshold). The County Administrator may authorize an increase up to a maximum $75,000 total (on purchase orders not associated with a bid, contract, or piggyback). The Board may authorize increases to Purchase Orders over $75,000. Multiple Purchase Orders may not be issued to the same vendor for the same goods or services to subvert the required approvals. Requests to decrease the funds allocated on a Purchase Order can be made by informal email to purchasing@4c�ea-ee+ indianriver.gov. 2.7 PURCHASE ORDER AUDITS The Purchasing Division will audit Purchase Orders issued by vendor to ensure compliance with applicable thresholds, approvals and contract terms and pricing. 2.8 VENDORS When a new vendor, whether to be paid through PO, Contract or Payment Request, is not presently listed in Enterprise ERP, or when an update to the vendor's information is necessary, the Originating Department shall obtain and submit new vendor information in the form of a W-9 to the Purchasing Division for approval as a vendor. Alternately, vendors may submit updates to their information through Enterprise ERP's Vendor Self Serve platform. The vendor shall be referenced against the State of Florida's lists of convicted and suspended vendors, the U.S. Government's System for Award Management database, and the U.S. Department of Treasury Office of Foreign Assets Control's Sanctions List. The vendor must be classified as "open" in the U.S. Department of Homeland Security's E -Verify system (as required in Section 287.137, Florida Statutes). If required, the possession of appropriate licensure, and liability and worker's compensation insurance will also be verified. Additional sources of information regarding the vendor's qualifications may also be reviewed. If approved, the Purchasing Division will forward the W-9 to the Finance Office of the Clerk of the Circuit Court, either directly, or through workflow approval in Enterprise ERP. The Clerkwhe shall will enter the vendor information into its records and issue a vendor number which shall be provided to the Originating Department. —Departments should review the vendor information (address, contact name, email, etc.) for accuracy prior to releasing a requisition. Requested changes to vendor addresses must be documented in writing from the vendor and will require either Purchasing or Finance to contact the vendor by telephone for verification. 10 76