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VE w. 14 � D ) <br /> C� BOARD OF COUNTY COMMISSIONERS � e . ly <br /> INDIAN RIVER COUNTY, FLORIDA T 1 <br /> Purchasing Policies & Procedures <br /> * SECTION 3 .5 REQUISITION GUIDELINES <br /> �z0R1q� <br /> Effective Date : December 9 , 2009 <br /> Date : 2 <ir�/`oi Approved By : 4 c12wd Joseph A . Baird, County Administrator <br /> Section 3 .5 REQUISITIO GUIDELINES <br /> A . All requests for purchases and bids shall be made by means of a properly prepared <br /> Purchase Requisition entered in MUNIS (electronic financial software ) . <br /> Requisitions must be completely filled out and have the proper approvals , account <br /> number, and final approval by the Budget Office . Without this information , the <br /> requisition will be rejected and returned to the originator . <br /> Be When a new vendor is selected and not presently found in MUNIS , it shall be the <br /> responsibility of the user department to provide and submit the new vendor <br /> information to the Finance Office of the Clerk of the Circuit Court. The Finance <br /> office shall enter the vendor information into their records and issue a vendor <br /> number which shall be emailed to the user department . <br /> C . Purchase Requisitions from $ 1 ,000 to $4 , 999 . 00 shall include a note in the <br /> requisition with three ( 3 ) quotes indicating vendor, its address , telephone number , <br /> and price . Purchase Requisitions from $ 5 , 000 . 00 to $ 24 , 999 . 00 shall include <br /> copies of the written quotations received from each of minimum of three (3 ) <br /> vendors . Otherwise , the Requisition will be rejected and returned to the originator . <br /> If the department/division does not have the ability to attach written quotes to <br /> MUNIS , the quotes may be forwarded to the Purchasing Division to be scanned <br /> and attached . On request , the Purchasing Manager may obtain quotes for specific <br /> commodities . <br /> D . Any procurement below the Mandatory Bid Amount ($ 25 ,000) may be made by <br /> the Purchasing Manager provided that procurement requirements shall not be <br /> artificially divided so as to circumvent the mandatory bidding process . <br /> E . No employee under the County Commission has the authority to purchase or <br /> commit public funds toward the purchase of supplies or services without first <br /> going through the authorized requisitioning and purchasing procedures . <br /> Purchases made by any department without a properly executed purchase order <br /> may not be honored by the county . The use of a County Purchasing Card may be <br /> a valid method of procurement in lieu of a purchase requisition within limits as <br /> determined by the Budget Department . <br /> F . Requests for a purchase order number prior to a request of a requisition will be <br /> denied by the Purchasing Manager unless it is a bona fide emergency . <br /> Page 1 of I <br />