HomeMy WebLinkAbout2012-166 C>26
Indi'* an Iver County
Purchasing
give?
�L ISA
QR
Approved by
The Board of County Commissioners ,
Effective October 2 , 2012 .
TABLE OF CONTENTS
1 . GENERAL INFORMATION . . 1
1 . 1 INTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1 . 2 PURCHASING OVERVIEW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1 . 3 GENERAL PROVISIONS , PURPOSES AND APPLICATION . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . 1
1 . 4 PURCHASING DEFINITIONS . . . . 00 * 0 * 0 # 66 00 * 0 * 96 of 066609 * 9 * 94 of * * 6 # 006 some
00 * 0 * 60 3
1 . 5 AUTHORITY OF THE PURCHASING MANAGER . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . 4
2 . REQUISITION GUIDELINES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 6
2 . 1 AUTHORITY . . . . * 6 a a 9 a 0 a 0 0 * 0 0 a 0 6 0 * 0 a a a * 6 a 0 a 0 4 0 0 # 0 6 0 a 6 a a 0 0 0 a 0
a 4 0 4 * 0 0 0 0 a 0 * 0 * 0 a 0 9 6 0 6 a a 6 0 a a 0 m & 0 0 0 0 0 0 * a 6 a 6 0 * 6 0 0 0 0 0 a 0 0 0 * 9 9 0 * s
a 6 0 6
2 . 2 PURCHASE REQUISITIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
2 . 3 QUOTE REQUIREMENTS BELOW MANDATORY BID THRESHOLD . . . . . . . . noose bee 6
2 . 4 NEW VENDORS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. 6
2 . 5 PURCHASE REQUISITION/ORDER EXEMPTIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . 6
2 . 6 COUNTY PURCHASING CARD . . 0 0 a 0 a 0 0 a 0 a 0 0 0 4 * 0 * 6 0 * 0 # s 0 s 4 6 0 6 a a a 6 a a 6 0 a
a a a 0 0 0 a a 0 * a a 0 a 0 0 0 0 0 0 0 0 0 * 0 a * 0 * s a 6 0 * a 0 6 a a a 0 7
3 . PURCHASES NOT REQUIRING COMPETITIVE SELECTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . 0 8
3 . 1 BELOW THE MANDATORY BID THRESHOLD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . 8
3 . 2 SOLE SOURCE AND SOLE BRAND PROCUREMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . 8
3 . 3 COOPERATIVE PURCHASING THROUGH OTHER GOVERNMENTAL
CONTRACTS ( PIGGYBACKING" ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
3 . 4 EMERGENCY PROCUREMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
3 . 5 PROCUREMENT PURSUANT TO EXISTING ANNUAL TERM CONTRACTS . . 10
3 . 6 BLANKET PURCHASE ORDERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
4 . COMPETETIVE SELECTION — BIDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
4 . 1 AT OR ABOVE THE MANDATORY BID THRESHOLD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . 12
4 . 2 BIDDING PROCEDURES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
ii
4 . 3 AWARD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . 13
4 . 4 ADDITIONAL REQUIREMENTS FOR CONSTRUCTION AND PUBLIC WORKS
CONTRACTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. 14
5 . COMPETITIVE SELECTION — RFP/RFQ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
5 . 1 REQUEST FOR PROPOSAL ( RFP ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
5 . 2 REQUEST FOR QUALIFICATIONS (RFQ ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . 19
6 . SUMMARY OF PROCUREMENT . . . . . . . . . . . . . 00 # 0 00 * 0 # 6 * 60 60 & mope 21
7 . PROTEST PROCEDURE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
7 . 1 RESOLUTION OF PROTESTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
8 . EXCESS/SURPLUS ASSET DISPOSITION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
iii
BOARD OF COUNTY COMMISSIONERS
INDIAN RIVER COUNTY , FLORIDA
A 'Z
z Purchasing Policies and Procedures
LORI Approval Date : October 2 , 2012 By :
is GENERAL INFORMATION
1 . 1 INTRODUCTION
The purpose of this manual is to set forth and implement policies and procedures governing the
procurement of commodities and services . It is strongly recommended that all personnel charged
with responsibility for procuring commodities and services become thoroughly familiar with the
policies and procedures set forth herein .
1 . 2 PURCHASING OVERVIEW
Procurement is regulated by this manual , the Indian River County Code and , to the extent
applicable, state and federal statutes .
The Board of County Commissioners (Board) has delegated limited authority to procure
commodities and services to the Purchasing Manager and the County Administrator . Any
procurement in excess of the authority of the County Administrator shall be approved by the
Board .
The County Attorney shall serve as legal counsel and provide legal services with respect to
procurement matters .
1 . 3 GENERAL PROVISIONS , PURPOSES AND APPLICATION
A . Authority . Pursuant to chapter 105 of the Indian River County Code of Ordinances ,
the policies and procedures set forth herein have been promulgated by the County Administrator,
and approved by the Board .
B . Short Title . These policies and procedures shall be known and may be cited as the
" Indian River County Purchasing Manual . "
Co Application of This Manual .
1 . General Application . This manual shall apply only to procurement
transactions solicited or entered into after the effective date of the manual . Application to
Procurement . This manual shall apply to all procurement transactions by the County,
irrespective of the source of funds . The use of state or federalrg ants or funds shall not
exempt compliance with the requirements of this manual , unless specifically provided
within a grant or funding agreement approved by the Board, or by applicable state or
federal law .
1
2 . Dependent Special Districts . This manual shall apply to procurement
transactions solicited or entered into by the County on behalf of dependent special districts .
3 . Revisions . The Purchasing Manager shall review this manual on an annual
basis to determine if revisions are needed . Revisions may be made at the direction of the
County Administrator upon recommendation of the Purchasing Manager . Any substantial
and material revisions shall be approved by the Board .
D . Waiver of Requirements of the Manual . The Board may waive the requirements of
this manual when it is in the best interests of the County to do so . This waiver may
be made
before or after completion of the procurement transaction .
E . Waiver of Technicalities and Irregularities . The Board may waive any
technicalities or irregularities relating to compliance with the requirements of this manual when it
is in the best interests of the County to do so . This waiver may be made before or after completion
of the procurement transaction .
F . Limited Authority of the Purchasing Manager . The Purchasing Manager shall be
authorized to procure commodities and services up to $25 , 000 , without competitive selection ,
unless otherwise required by applicable state or federal law ; provided , however, that nothing
herein shall require the Purchasing Manager to exercise such authority .
G . Limited Authority of the County Administrator . The County Administrator shall be
authorized to procure commodities and services up to $ 50 , 000 , without competitive selection,
unless otherwise required by applicable state or federal law; provided, however, that nothing
herein shall require the County Administrator to exercise such authority .
H . Indemnification . All contracts for construction or public works projects , and any
other contracts deemed necessary by the County Administrator or the Board, shall provide that the
contractor or vendor shall defend , indemnify and hold harmless the County and its commissioners ,
officers , employees and agents , from any and all losses , damages , expenses ( including reasonable
attorneys fees ) and other liabilities of any type whatsoever, arising out of or relating to any
negligence , intentional tort , breach of contract, or breach of applicable law by the contractor (or
vendor) , or its employees , agents , subcontractors , or other persons or entities performing work
under the contract .
I . Insurance Requirements . When deemed necessary by the County Administrator or
the Board, contracts shall contain requirements for the protection of the County through sufficient
insurance as specified by the Risk Management Division, which shall approve the insurance
requirements contained in the bid documents . Upon award , the Risk Management Division shall
review certificates of insurance , approving those which comply with the requirements of the bid
documents . Non-approved certificates of insurance shall be returned to the Purchasing Division
with a statement of the reasons for non- approval and instructions on how the certificate may be
corrected . Insurance requirements shall be met prior to final execution of the contract by the
Chairman of the Board . The Purchasing Division and the Risk Management Division shall not
allow any contract to continue without proper insurance in effect .
2
J . Bid Bond . A bid bond or alternative bid security must accompany each bid
exceeding $ 25 , 000 . A bid bond must be properly executed by the bidder and by a qualified surety .
Alternative bid security must be in the form of a certified check or cashier ' s check issued
by a
bank authorized to do business in the State of Florida. The bid bond or security shall be in
the
amount of not less than five percent ( 5 % ) of the total amount of the bid , and shall be payable to the
Indian River County Board of County Commissioners . Any failure or refusal by the bidder to
honor the bid after opening shall be deemed to be a breach of the bidder ' s obligations .
In such
event, the bid bond or security shall be immediately payable to the County as liquidated damages ,
and not as a penalty .
Failure to supply the required bid bond or security at the time of the bid opening
shall automatically disqualify the bidder as non-responsive to the bid requirements .
K . Sole Discretion . Any decision, waiver, exercise of judgment or interpretation
required or permitted by this manual , or the application of this manual, by the County or
any
County official shall be deemed to be made in the sole and absolute discretion of the County or the
official, and shall be final and binding upon all affected parties .
L . Contract Renewal or Extension . Renewal or extension of any contract shall be at
the sole discretion of the County . No supplier of commodities or services shall have a legal right
to renewal or extension of any contract .
M . Contracts or Purchase Orders Entered into in Violation of this Manual . Any
contract, purchase order or other commitment entered into by a County employee or department in
violation of this manual shall be null and void ; provided, however, that the Board may waive the
requirements of this manual , or any technicalities or irregularities relating to compliance with the
requirements of this manual , when it is in the best interests of the County to do so .
1 . 4 PURCHASING DEFINITIONS
APPLICABLE LAW - Any local , state or federal law which applies to the transaction or issue at
hand , as amended from time to time . If any specific statute or local law is cited in this
manual ,
such reference shall be to the statute or local law, as amended from time to time .
EMERGENCY - Any circumstance which creates a threat to public health, safety , welfare or
property, or may result in substantial loss to the County . The term shall not be limited to officially -
declared local , state or federal emergencies . In the absence of an officially declared state of
emergency, the Purchasing Manager ( for purchases up to $ 25 , 000 ) , the County Administrator or
the Board shall determine whether an emergency exists for procurement purposes .
EMERGENCY PROCUREMENT — A procurement transaction necessitated by an emergency
where the delay incident to compliance with this manual would be detrimental to the best interests
of the County .
MANDATORY BID THRESHOLD — The mandatory bid threshold shall be $ 25 , 000 .
Commodities or services having an estimated value equal to or in excess of the mandatory bid
threshold shall be procured through a competitive selection process ; provided that the County
Administrator shall be authorized to enter into a procurement transaction up to $ 50 , 000 , without
3
competitive selection , unless otherwise required by applicable law ; and provided further that the
Board shall be authorized to approve a procurement transaction up to or in excess of $ 50 , 000
,
without competitive selection, unless otherwise required by applicable law.
OFFICIAL — Any reference to a county official in this manual — such as the County Administrator,
County Attorney, Department Director, Purchasing Manager or Risk Manager — shall include the
official , or his or her designee .
ORIGINATING DEPARTMENT — The department within the County which originated the
request for procurement of a commodity or service .
REQUEST FOR PROPOSAL (RFP) — A solicitation for proposals to achieve a stated objective .
An RFP is characterized by a description of the desired objective and a statement of evaluation
criteria. RFPs may request a price proposal , to be considered in accordance with the evaluation
criteria . ( See section 5 . 1 below) .
REQUEST FOR QUALIFICATION ( RFQ ) — A solicitation to professionals to submit a summary
of their qualifications to perform a general or specific job or service . If the RFQ is subject to the
Consultants ' Competitive Negotiation Act , the County shall select no less than three professionals
for discussions and , if requested by the County, for presentations . After staff recommendation and
approval by the Board, the County shall enter into negotiations for a contract with the most
qualified professional ( s ) . RFQs shall be governed by the Consultants ' Competitive Negotiation
Act, to the extent applicable . ( See section 5 . 2 below) .
RESPONSIVE BIDDER — A bidder whose bid, proposal or submittal complies in all material
respects with the bid invitation or solicitation request, as determined by the County .
RESPONSIBLE BIDDER — A bidder who has the capability in all respects to fully perform the
contract requirements , and the integrity and reliability that will assure good faith performance , as
determined by the County .
SOLE SOURCE — The only known vendor reasonably capable of providing a specific commodity
or service to the County .
SOLE BRAND — The only known brand reasonably capable of fulfilling the specific needs of the
County .
TECHNICALITY OR IRREGULARITY — An item which is not in compliance with the bid
invitation or solicitation request, but which is determined by the County to be immaterial to the
substantive terms and conditions of the bid , proposal or submittal . The waiver of a technicality or
irregularity shall not result in an unfair advantage or disadvantage to any person responding to the
bid invitation or solicitation request .
1 . 5 AUTHORITY OF THE PURCHASING MANAGER
A . Line of Authority . The Purchasing Division is part of the Office of Management
and Budget . The Purchasing Manager is directly responsible to the Director of the Office of
Management and Budget . Except as otherwise provided in this manual , the Purchasing Manager
4
shall procure or oversee the procurement of all commodities and services for the Board .
B . Principal Procurement Officer of the County . The Purchasing Manager shall be the
principal procurement officer of the County .
C . Operational Procedures . The Purchasing Manager may adopt operational
procedures covering the internal functions of the Purchasing Division and delegate rights , powers ,
and authority vested in him to other Purchasing Division staff.
5
� g1VE�P BOARD OF COUNTY COMMISSIONERS
,,Q► INDIAN RIVER COUNTY, FLORIDA
Q z
z Purchasing Policies and Procedures
LORI Approval Date : October 2 , 2012 By :
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 .
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 .
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 Finance Office of the
Clerk of the Circuit Court . The Finance Office shall enter the vendor information into its records
and issue a vendor number which shall be emailed to the Originating Department .
2 . 5 PURCHASE REQUISITION/ORDER EXEMPTIONS
The following expenditures do not require a purchase requisition or a purchase order :
L Salaries , by position, which were included in the department ' s annual budget
2 . Travel expenses incurred in the course of official duties for a County
employee be it in-county , out-of-county , in- state or out- of- state travel
requests
6
3 . Routine overhead such as : water, sewer, natural gas , electrical , telephone and
garbage fees
4 . Postage and postage meter rentals : does not include mailing or stuffing
service
5 . Subscriptions , subscription renewals and books ( with the exception of book
orders for libraries )
6 . Hospital bills and nursing home bills
7 . Medical claims , workers ' compensation claims , and liability claims as paid
from the County ' s self- insurance funds
8 . After school programs , including salaries for teachers , referees , umpires and
swim instructors , and food expenses
9 . Railroad crossing signal maintenance
10 . Legal services
11 . Newspaper advertisement magazine/agency advertisements
12 . Notary public applications
13 . Welfare services indigent care ( food vouchers , prescriptions)
14 . Medical services
15 . Surplus equipment and services from other local , state or federal agencies
16 . Application for permits
17 . Registration fees
18 . College tuition and/or educational fee and training fees
19 . Membership dues
20 . Instructor fees ( Up to $ 3 , 000 per training event)
21 . Title searches/title insurance
22 . Expert witness fees and/or services ; also includes travel in accordance with
Florida statutes
23 . Court orders
24 . Landfill fees
25 . Overnight express mail service
26 . Payment of fuel credit cards
27 . Rubber stamps
28 . Employee business cards
29 . Reimbursement to County employees for the purchase of items intended for
County use
2 . 6 COUNTY PURCHASING CARD
The use of a County purchasing card is a valid method of procurement in lieu of
a purchase
requisition, provided the purchase is in accordance with the Purchasing Card Policy as approved by
the Board of Commissioners promulgated by the Clerk of Court ' s Finance Division .
BOARD OF COUNTY COMMISSIONERS
INDIAN RIVER COUNTY , FLORIDA
4 2
Purchasing Policies and Procedures
LORI Approval Date : October 2 , 2012 By :
3 . PURCHASES NOT REQUIRING COMPETITIV ELECTION
3 . 1 BELOW THE MANDATORY BID THRESHOLD
Purchases below the mandatory bid threshold may be made without competitive selection ; however,
purchases below the mandatory bid threshold may be made with competitive selection, at the
discretion of the Purchasing Manager, the County Administrator or the Board .
3 . 2 SOLE SOURCE AND SOLE BRAND PROCUREMENT
A sole source or sole brand purchase less than $ 25 , 000 may be authorized by the Purchasing
Manager after receipt of proper documentation from the Originating Department in the form of a
completed sole source/sole brand memorandum and documentation verifying that a good faith
review of available sources or brands has been completed . A record of the sole source or sole brand
request shall be maintained by attachment of the completed documentation in the MUNIS
requisition file .
A sole source or sole brand purchase up to $ 50 , 000 may be approved by the County Administrator .
Any request in excess of $ 50 , 000 , shall be forwarded to the Purchasing Division for submission to
the Board for approval .
A sole source procurement involving contracts or purchase of materials for the construction,
modification, alteration, or repair of any publicly owned facility shall be governed by Florida
Statute 255 . 04 , which generally provides that the County may not specify the use of materials or
systems by a sole source , unless the Board, after consideration of all available alternatives materials
and systems, determines that the specification of the sole source is justifiable based upon its cost or
interchangeability , and the sole source specification has been recommended by the architect or
engineer of record .
For a commodity or service to be deemed a sole source or sole brand procurement, the department
must attach the appropriate documentation to the requisition, which shall include both
correspondence from the manufacturer or vendor asserting its status as sole source or sole brand
and a completed sole source/sole brand memorandum , documenting at least one of the following :
A . This is the only known vendor or manufacturer reasonably capable of providing a
specific commodity or service to the County .
Be This is the only known brand reasonably capable of fulfilling the specific needs of
the County
Co The required commodities or services are sold only through an authorized dealer that
8
serves Indian River County and no other dealer or distributor may sell within this geographical area.
3 . 3 COOPERATIVE PURCHASING THROUGH OTHER GOVERNMENTAL
CONTRACTS ("PIGGYBACKING")
A . Authority to Enter into Piggyback Contracts . As an alternative to any competitive
selection process required by this manual , commodities and services may also be procured through :
( 1 ) the use of cooperative purchasing methods utilizing purchase agreements entered into by other
governmental or public entities (local, state , federal , public educational , etc) following a valid
competitive selection process , or (2 ) directly from vendors holding a current U . S . General Services
Administration contract . The County shall have the authority to enter into a piggyback contract if
both the vendor and the public procurement unit agree and the procurement transaction was entered
into following a valid competitive selection process . Piggyback purchases shall be allowed without
limit for any commodity or service that is included in the current year budget . For items
not
included in the current year budget, such piggyback purchases shall be approved by the Purchasing
Manager (up to $25 , 000) , the County Administrator (up to $ 50 , 000) , or the Board (up to and
in
excess of $ 50 , 000 ) ; .
B . Authority to Sponsor, etc Cooperative Purchasing Agreements . The Purchasing
Division may sponsor, conduct, administer or participate in cooperative purchasing agreements for
the procurement of any commodities or services with one or more other public procurement units .
Such cooperative purchasing may include but is not limited to joint or multiple party contracts
which are made available to other public procurement units .
C . Contract Controversies . Any controversies concerning the award or processing of a
contract which has been entered into on a cooperative basis shall be resolved under the terms of the
original public contract, except as modified by the piggyback contract .
3 . 4 EMERGENCY PROCUREMENTS
When an emergency exists , the Originating Department shall contact the Purchasing Division and
provide adequate justification for making an emergency procurement . Any emergency procurement
exceeding the $ 25 , 000 award authority of the Purchasing Manager shall require the approval of the
County Administrator or the Board, along with a written account of the emergency circumstances
from the Director of the Originating Department.
If an emergency is confirmed, the Purchasing Division shall enter a requisition in MUNIS
and
assign an emergency purchase order number . The Originating Department may be required to enter
a written explanation of the emergency in the MUNIS requisition for the permanent purchasing
files .
The Originating Department shall make the purchase of the necessary commodities or services and
may be required to update the emergency requisition to reflect the actual description and cost of the
commodities or services .
The Purchasing Division shall issue a "confirming" purchase order to cover the purchase after
receipt of the approved requisition .
9
After Normal Working Hours . The Department Director shall exercise his or her judgment as to the
justification for making an emergency procurement. If justified, the Department shall make the
written emergency purchase request to the Purchasing Division, which shall prepare a requisition
and assign a purchase order number. The Originating Department shall prepare an emergency
memorandum and deliver it to the Purchasing Division on the next working day .
In an emergency, contracts for purchase of parts or repairs to then- existing county equipment or
machinery may be purchased or contracted by the County Administrator, provided the County
Administrator certifies that an emergency exists , and routes a copy of the purchase order or contract
to the Board for its review with a memorandum describing the emergency .
Any request to the Purchasing Manager for an emergency purchase order number prior to
complying with the requisition procedures outlined above shall be denied , unless the Purchasing
Manager decides that a bona fide emergency does in fact exist .
3 . 5 PROCUREMENT PURSUANT TO EXISTING ANNUAL TERM CONTRACTS
The Purchasing Manager shall issue annual term contracts for commodities and services ( up to
$ 25 , 000 ) or after approval by the County Administrator (up to $ 50 , 000) or the Board (up to
or in
excess of $ 50 , 000) .
The Purchasing Manager may renew an annual contract for multiple years , one year at a
time ,
subject to satisfactory performance , zero cost increase (or as stated in the original contract) , vendor
acceptance and the determination that such renewal of the annual contract is in the best interests of
the County , and authority for such renewal(s) is set forth in the contract .
3 . 6 BLANKET PURCHASE ORDERS
A . Authority . A blanket purchase order may be issued for up to $ 25 , 000 for the
purchase of miscellaneous commodities where the quantity cannot be anticipated or where it is not
practical to store all items until they are needed . Single item purchases pursuant to a blanket
purchase order may not exceed $ 1 , 000 . Blanket purchase orders issued as a result of a
bid or
piggyback contract ( entered into in accordance with section 3 . 3 ) , or otherwise approved by
the
County Administrator (up to $ 50 , 000 ) or the Board ( up to or in excess of $ 50 , 000) , are exempt from
the $ 25 , 000 limit and the $ 1 , 000 single item purchase limit. Blanket purchase orders shall
be
effective for up to one year, and only for the fiscal year for which it has been issued .
Be Requisition. Requests for blanket purchase orders shall be initiated by entry of an
electronic requisition into MUNIS indicating the vendor, item description, and amount being
requested . Blanket purchase orders shall then be prepared on the standard purchase order form
which shall include the following information :
1 . Dates the blanket purchase order is to be in effect ( i . e . , start and end dates) .
2 . General description of commodities to be purchased .
3 . Multiple line items are required where more than one account number is to
be used . Each account number requires a separate line .
10
C . New Purchase Order if Initial Purchase Order is Exceeded . After the blanket
purchase order is issued to the vendor, the Originating Department is authorized to place orders
directly with the vendor using the blanket purchase order number . If the amount of the initial
blanket purchase order will be exceeded, the department shall request authority to increase the
amount from the Budget Department . If the Budget Department approves the request, the
Purchasing Division shall process a new purchase order, up to an additional total of $25 , 000 . New
purchase orders in excess of $ 25 , 000 shall be approved by the County Administrator ( up to
$ 50 , 000) or the Board ( in excess of $ 50 , 000 ) .
� t
� g1VER BOARD OF COUNTY COMMISSIONERS
Q. INDIAN RIVER COUNTY , FLORIDA
a z
i Purchasing Policies and Procedures
�LOR1�A Approval Date : October 2 , 2012 By : o;
4 . COMPETETIVE SELECTION — BIDS
4 . 1 AT OR ABOVE THE MANDATORY BID THRESHOLD
The Mandatory Bid Threshold is $ 25 , 000 . Except as set forth in applicable law or this
manual , commodities or services having an estimated value in excess of the mandatory bid
threshold shall be procured through competitive sealed bidding ; provided that the County
Administrator shall be authorized to enter into a procurement transaction up to $ 50 , 000 , without
competitive selection , unless otherwise required by applicable law ; and provided further that the
Board shall be authorized to approve a procurement transaction in excess of $ 50 , 000 , without
competitive selection, unless otherwise required by applicable law . A procurement transaction shall
not be artificially divided so as to circumvent the mandatory bidding process .
4 . 2 BIDDING PROCEDURES
A . Requisition . The Originating Department shall enter an electronic requisition in
MUNIS for approval by the Office of Management and Budget for availability of funds . The
requisition shall include a description of the commodity or service . Upon receipt of the approved
requisition, the Purchasing Division shall contact the Originating Department and provide a bid
number . This number shall be included on all specifications and bid documents .
B . Bid Documents . The Originating Department shall provide the Purchasing Division
with a copy of specifications and bid documents . The Purchasing Manager shall review the
specifications and bid documents to ensure that the specifications do not unduly restrict open and
free competition , and do promote standardization of commodities .
C . Public Notice . Public notice of the invitation for bids shall be given a reasonable
time prior to the date set forth in the bid documents for the opening of bids . Such
notice may
include publication in a newspaper of general circulation and posting on the internet .
D . Addenda . Addenda to the bid documents shall be provided to all bid document
holders of record by the Originating Department, the consultant or DemandStar (or similar
provider) , as applicable . A copy shall be provided to the Purchasing Division for its records .
E . Bid Opening .
1 . Time of Receipt . Bids must be received by the Purchasing Division no later
than the time and date stated in the invitation for bids . Bids received after this time shall not
be considered .
F . Public Bid Opening . All timely received bids shall be publicly opened by the
12
Purchasing Manager in the presence of one or more witnesses at the time and place stated in
the
invitation for bids . The Purchasing Division shall retain the original bids on file and remaining
copies shall be sent to the Originating Department .
G . Bid Acceptance . Bids shall be accepted without alteration or correction , except as
authorized in this manual . All bids must have an original authorized signature in ink .
H . Bid Review . The Originating Department is responsible for reviewing the bid
responses and making a recommendation for award of the bid . Should the low bidder not be
recommended , a reason must be stated in the written recommendation for award .
I . Correction, Cancellation or Withdrawal of Bids .
1 . Correction of Bids .
a . Correction of Mathematical Errors Prior to Award . Errors in addition
or multiplication of unit prices or in other mathematical calculations may be
corrected by the Director of the Originating Department or Purchasing Manager
prior to award . Bids shall be deemed to be amended to the corrected amount . In all
cases of errors in mathematical computation , the unit prices shall not be changed .
b . Correction of Mathematical Errors after Award . Errors in addition or
multiplication of unit prices or in other mathematical calculations identified after
award may be corrected only with the approval of the Board, and any correction
shall not exceed the amount of the next low bid .
2 . Cancellation of Bids . Any time prior to the bid opening date and time , the
Purchasing Manager may cancel or postpone the bid opening , or cancel the invitation for
bids in its entirety .
3 . Amendment or Withdrawal of Bids .
a . Bid Amendments Prior to Opening . Any bidder may voluntarily
withdraw or amend the bid at any time prior to the bid opening in person, or by
written notice received by the Purchasing Manager prior to the bid opening .
Amendments shall be forwarded to the Purchasing Division prior to bid opening ,
sealed and identified with the bid number .
b . Bid Amendments after Opening . After bid opening , bidders may not
amend their bid . Bids shall remain in effect and binding upon the bidder for a period
of sixty days , or such other time period specified in the bid documents .
4 . 3 AWARD
A . Award Authority . A bid shall be awarded by written notice to the lowest responsible
and responsive bidder. Awards not exceeding $ 25 , 000 may be awarded by the Purchasing
Manager ; awards not exceeding $ 50 , 000 may be awarded by the County Administrator ; and ,
awards exceeding $ 50 , 000 shall be awarded by the Board . The Board is authorized to waive
13
technicalities and irregularities and to reject any and all bids , or any portion of a bid . After
an
award is made , the Purchasing Manager shall issue a purchase order or a "Notice of Award " as
applicable . If, within 60 days after bids are opened, or within such other time period specified in
the bid documents , the bid of the lowest responsible and responsive bidder is withdrawn or not
honored , the County may award the bid to the next lowest responsible and responsive bidder . After
60 days or such other time period specified in the bid documents , the Board may award to the next
lowest responsible and responsive bidder only if the next lowest responsible and responsive bidder
agrees , in writing, to extension of the bid price for the additional period of time . These processes
may be repeated until an award is made to a responsible and responsive bidder.
Be Tie Bids . If two or more bidders are tied , in accordance with section 287 . 087 of the
Florida Statutes , preference shall be given to the bidder with a Drug Free Workplace Program . In
cases where at least two tied bidders each have a Drug Free Workplace Program, preference shall
be given to the bidder having an office or facility in Indian River County . If consideration of such
factors does not resolve the tie, the Board shall determine the most responsible bidder based upon
any other relevant factors .
Co Price Adjustment . Where appropriate, contracts may be awarded with a provision
for upward or downward price adjustments , provided such adjustments were part of the bid
documents .
D . Cancellation after Award . The Board may cancel a bid award at any time prior to
execution of the contract by all parties , including the County .
4 . 4 ADDITIONAL REQUIREMENTS FOR CONSTRUCTION AND PUBLIC
WORKS CONTRACTS
A . Bid Package Preparation ,
1 . For In- House Projects . For projects managed in-house , the Originating
Department shall provide all necessary specifications to the Purchasing Division for
inclusion in a bid package . A sample contract shall be included in the bid documents if
provided by the Originating Department . A complete packet of all bid documents including
the original specifications and standardized terms and conditions shall be provided by the
Originating Department to the County Attorney for approval . A copy of the bid documents
indicating approval by the County Attorney shall be forwarded to the Purchasing Division
for final review .
2 . For Consultant Managed Projects . For projects managed by a consultant , it
is the Originating Department ' s responsibility to ensure that the Purchasing Division ' s
standard language is included in the bid documents prepared by the consultant , and that the
bid documents have the approval of the County Attorney ' s Office . The consultant shall
provide the Purchasing Division with a copy of the specifications and bid documents . A
copy of the bid documents indicating approval by the County Attorney shall be forwarded to
the Purchasing Division for final review.
Public Notice . Bids for a construction or public works project that is projected to
14
cost more than the threshold amounts set forth in Florida Statute 255 . 0525 ( 2 ) , currently
$200 , 000 , shall be advertised in accordance with such statute , which generally requires that
(a) solicitations for projects in excess of $ 200 , 000 be advertised at least once in a newspaper
of general circulation in Indian River County at least 21 days prior to the bid opening date ,
and at least 5 days prior to any scheduled pre - bid conference , and (b ) solicitations for
projects in excess of $ 500 , 000 be advertised at least once in a newspaper of general
circulation in Indian River County at least 30 days prior to the bid opening date , and at least
5 days prior to any scheduled pre - bid conference .
B . Recommendation for Award .
1 . For In - House Proiects . It is the Purchasing Division ' s responsibility to
review the Originating Department ' s recommendation and prepare an agenda item for
submission to the Board . Should the Originating Department prefer to prepare an Agenda
Item due to complexity of the bid, the item shall be routed through the Purchasing Division
prior to submission to the Board .
If a proposed or sample contract is included in the agenda item , the
Originating Department is responsible for routing the proposed contract through the office
of the County Attorney . The written recommendation should only request permission for the
Board Chairman to execute the contract if the proposed or sample contract is included with
the agenda item . A contract must be executed by the other party prior to submission to the
Board Chairman to sign .
If a proposed or sample contract is not included in the agenda item , it shall be
the Originating Department ' s responsibility at a later date, to prepare an agenda item
requesting execution by the Board Chairman, to route the agenda item for required
approvals , and to present the item at a Board meeting . A contract must be executed by the
other party prior to submission to the Board Chairman to sign . A copy of the agenda item
materials and the executed contract shall be provided to the Purchasing Division for its
records .
2 . For Consultant- Managed Projects . The Originating Department shall be
responsible for preparation of an agenda item , proper routing for approvals , and presentation
to the Board . A complete copy of the agenda item shall be provided to the Purchasing
Division for its records . The Purchasing Division may prepare the agenda item at the
Originating Department ' s request, after receipt of a recommendation memo from the
Originating Department .
The Originating Department is responsible for preparation of a proposed or
sample contract and obtaining approval by the office of the County Attorney if it is to be
included in the agenda item . The written recommendation in the agenda item shall include a
request for authorization for the Board Chairman to execute the contract .
If a proposed or sample contract is not included in the agenda item, it shall be
the Originating Department ' s responsibility at a later date , to prepare an agenda item
requesting execution by the Board Chairman, to route the agenda item for required
15
approvals , and to present the item at a Board meeting . A contract must be executed by the
other party prior to submission to the Board Chairman to sign . A copy of the agenda item
materials and the executed contract shall be provided to the Purchasing Division for its
records .
C . Notice of Award . Upon Board approval , the Purchasing Division shall send out a
notice of award to the successful bidder and request submittal of any required certificate(s )
of
insurance and bond( s ) . If a proposed or sample contract was included in the agenda item approved
by the Board, the Purchasing Division shall also include two (2 ) copies of the contract
to be
executed by the vendor which shall be returned with the appropriate certificate(s) of insurance and
bond(s) .
D . Certificates of Insurance/Bones. Upon receipt of certificate( s) of insurance ,
bond( s ) , and contracts executed by the contractor, the Purchasing Division shall submit the
certificate ( s) of insurance to the County Risk. Manager for approval and the bond(s) to the County
Attorney for approval . After approval of the bond( s ) , the Purchasing Division or the contractor shall
record the bond(s ) in the public records , if appropriate , and send copies of the bond(s ) , certificate ( s )
of insurance and the original executed contracts to the Originating Department . The Originating
Department shall be responsible for proper routing and submission of the contracts for the Board
Chairman ' s signature .
E . Notice of Award . Public Construction Bond .
1 . Public Construction Bond Required on any Construction Contracts Equal to
or in Excess of $ 100 , 000 . A public construction bond shall be required on any construction
or public works contract for a project costing $ 100 , 000 , or more . Such bond shall
be
provided by a surety company authorized to do business in the State of Florida. An
alternative form of security may be provided in the form of cash, a money order, a certified
check, a cashier ' s check, an irrevocable letter of credit, or other form of security permitted
by Florida Statute 255 . 05 ( 7 ) , in a form acceptable to the County Attorney and the County
Budget Director.
2 . Bond Must be Delivered Prior to Issuing Contract Document. If required, a
public construction bond or other form of security shall be delivered to the County prior to
execution of the contract . All public construction bonds shall be recorded with the Clerk of
the Court by the Purchasing Division or the contractor prior to commencement of the
project .
F . Executed Contract . The Originating Department shall be responsible for returning a
fully executed original contract to the vendor and shall prepare and send a notice to proceed to the
contractor when appropriate .
G . Forfeiting of Bonds .
Default by Contractor. All contracts for construction services shall contain a clause
providing for termination upon default of the contractor and providing that in such cases the surety
company shall bear responsibility for the completion of the contract, or if no surety company has
16
provided a performance bond, the County may claim the alternative security and use such funds for
the completion of the contract .
H . Termination for Convenience . All construction contracts shall contain clauses
providing for the termination of the contract for convenience of the County , and shall prescribe
methods by which the contractor may calculate the cost of work already performed and termination
settlement costs .
1 . Indemnification . See section 1 . 3H above .
17
� g1VEJ? BOARD OF COUNTY COMMISSIONERS
INDIAN RIVER COUNTY, FLORIDA
A z
Purchasing Policies and Procedures
LQRI� Approval Date : October 2 , 2012 By : i.
1
5 . COMPETITIVE SELECTION — RFP/RFQ
5 . 1 REQUEST FOR PROPOSAL ( RFP )
If it is not practical or advantageous to procure any specific commodity or service by competitive
sealed bidding, a request for proposals may be used .
A . RFP Process . An RFP is characterized by a description of the desired objective and
a statement of evaluation criteria. RFPs may include a request for price , to be considered in
accordance with the evaluation criteria . Except as modified by applicable law or this manual , RFPs
shall be advertised, received, opened and processed , and shall be corrected , withdrawn and
cancelled, in the same manner as bids discussed in section 4 .
1 . Evaluation Criteria , The RFP shall state the evaluation criteria and the
relative importance of each evaluation criterion , including price , if applicable . Only criteria
set forth in the request may be used to evaluate the proposals submitted .
2 . Evaluation Committee . An evaluation committee shall be appointed by the
County Administrator. The Evaluation Committee shall be comprised of not less than three
and not more than seven members . A majority of members shall constitute a quorum .
3 . Review of Proposals . 'The Evaluation Committee shall review all proposals
submitted in response to the RFP , and shall make a recommendation for award, based upon
the evaluation criteria .
4 . Non- Public Proceedings of the Evaluation Committee . If the Evaluation
Committee (a) meets to discuss negotiation strategies , or (b) meets with a proposer for the
purpose of hearing a presentation, conducting discussions and asking questions , or
conducting negotiations , such meetings may , at the election of the County , be held in
private ; provided , however, that a complete recording shall be made of any non- public
portion of the meetings , and no portion of the non-public meetings shall be held "off the
record . " The recording of the non- public portion of the meetings shall be considered a
public record, under chapter 119 , Florida Statutes , which is exempt from production to the
public until such time as the County provides notice of an intended decision, or until 30
days after opening of the proposals , whichever occurs earlier .
5 . Negotiation of Proposals . The County may negotiate with any proposer to
revise, value engineer, etc any proposal , provided the revisions do not amount to a
substantial and material change to the proposal , and provided that such revisions do not
unfairly affect other proposers .
18
6 . Award of Proposals . The Originating Department shall be responsible for
preparing an agenda item submitting; the committee ' s recommendation to the Board for
approval . A copy of the agenda item and all supporting documentation shall be provided to
the Purchasing Division prior to submission to the Board . The award shall be made to the
most responsive and responsible proposer whose proposal is determined to be the most
advantageous to the County , based upon the evaluation criteria.
5 . 2 REQUEST FOR QUALIFICATIONS (RFQ)
Certain professional services are required by the Consultants ' Competitive Negotiation Act to be
procured by the use of a Request for Qualifications (RFQ ) . An RFQ may also be used to procure
professional services not covered by the Consultants ' Competitive Negotiation Act .
A . RFQ Process . An RFQ is characterized by an invitation to professionals to submit a
summary of their qualifications to perform a general or specific job or service . If the RFQ is subject
to the Consultants ' Competitive Negotiation Act, the County shall select no less than three
professionals for discussions and , if requested by the County, for presentations . After staff
recommendation and approval by the Board, the County shall enter into negotiations for a contract
with the most qualified professional ( s) . RFQs shall be governed by the Consultants ' Competitive
Negotiation Act, to the extent applicable . Except as modified by applicable law or this manual ,
RFQs shall be advertised , received , opened and processed, and shall be corrected, withdrawn and
cancelled , in the same manner as bids discussed in Section 4 .
B . Evaluation Criteria. The qualifications of each firm responding to an RFQ subject to
the Consultants ' Competitive Negotiations Act shall be determined in accordance with the criteria
set forth in the Act, including, without limitation, the professional ability of personnel ; whether the
firm is a certified minority business enterprise ; past performance ; willingness to meet time and
budget requirements ; location ; recent , current and projected workloads ; and the volume of work
previously awarded to each firm by the County , with the object of effecting an equitable
distribution of contracts among qualified firms , provided such distribution does not violate the
principle of selection of the most highly qualified firms . The qualifications of each firm responding
to an RFQ which is not subject to the Consultants ' Competitive Negotiations Act shall be
determined in accordance with the criteria set forth in the RFQ .
co Evaluation Committee . An evaluation committee shall be appointed by the County
Administrator . The Evaluation Committee shall be comprised of not less than three and not more
than seven members . A majority of members shall constitute a quorum .
D . Review of Qualifications . The Evaluation Committee shall review the submittals of
all firms responding to the RFQ . If the RFQ is subject to the Consultants ' Competitive
Negotiations Act, the Evaluation Committee shall select at least three firms ( short list) for further
discussions .
E . Non- Public Proceedings of the Evaluation Committee . If the Evaluation Committee
( a) meets to discuss negotiation strategies , or (b) meets with any firm responding to the RFQ for the
purpose of hearing a presentation, discussions and asking questions , or negotiations, such meetings
may , at the election of the County , be held in private ; provided, however, that a complete recording
19
shall be made of any non - public portion of the meetings , and no portion of the non-public meetings
shall be held "off the record . " The recording of the non-public portion of the meetings shall be
considered a public record, under chapter 119 , Florida Statutes , which is exempt from production to
the public until such time as the County provides notice of an intended decision, or until 30 days
after opening of the proposals , whichever occurs earlier.
F . Ranking of Firms . The Evaluation Committee, after any discussions with and/or
presentations by each short listed firm , shall vote on the final ranking . The ranking of firms shall
indicate the Evaluation Committee ' s determination of the firms that are most highly qualified to
perform the required services .
G . Ranking Reported to the Board . The Evaluation Committee ' s ranking of the firms
shall be submitted to the Board through the County Administrator by the Originating Department .
Upon final ranking and selection by the Board, the Originating Department shall proceed with
negotiations ; provided, however, that if the estimated value of the services is $ 25 , 000 or less ,
the
Purchasing Manager, in consultation with the Originating Department, may determine final ranking
and selection, and if the estimated value of the services is $ 50 , 000 or less , the County
Administrator, in consultation with the Originating Department, may determine final ranking and
selection,
H . Negotiations . The Originating Department shall negotiate with the firms in the order
and manner set forth in the Consultants Competitive Negotiation Act, which generally requires that
the Originating Department first negotiate with the most qualified firm . If negotiations are not
successful , the Originating Department shall formally terminate negotiations with the most
qualified firm , and shall commence negotiations with the second most qualified firm . If
negotiations are not successful , the Originating Department shall formally terminate negotiations
with the second most qualified firm , and shall commence negotiations with the third most qualified
firm . If the County is unable to negotiate a satisfactory contract with any of the selected firms , the
County may select additional firms responding to the RFQ in the order of their competence and
qualification and continue negotiations in the same manner until an agreement is reached .
1 . Award of Contract . At the conclusion of successful negotiations , a contract,
approved by the County Attorney , shall be submitted to the Purchasing Manager (up to $ 25 , 000 ) ,
the County Administrator (up to $ 50 , 000) or the Board (up to and in excess of $ 50 , 000) for
approval . A copy of the executed contract shall be transmitted to the Purchasing Division for the
permanent file .
20
y
� 111VEJ� BOARD OF COUNTY COMMISSIONERS
Q. INDIAN :RIVER COUNTY , FLORIDA
ZPurchasing Policies and Procedures
�LOR1�A Approval Date : October 2 , 2012 By :
6 . SUMMARY OF PROCUREMENT
The following is a summary of the above procurement requirements .
A . Less than $ 1 , 000 . Quotes are not required ; blanket purchase orders are permitted ;
emergency purchase orders are permitted :; sole source procurement permitted ; sole brand
procurement permitted ; annual term contracts permitted ; cooperative purchasing (piggyback)
permitted ; Bid/RFP/RFQ permitted , but riot required . The Purchasing Manager, County
Administrator and the Board have authority to approve procurements less than $ 1000 .
Be From $ 1 , 000 to $4 , 999 . 99 . Three ( 3 ) quotes are required in requisition ; blanket
purchase orders are permitted ; emergency purchase orders are permitted ; sole source procurement
permitted ; sole brand procurement permitted ; annual term contracts permitted ; cooperative
purchasing (piggyback) permitted ; Bid/RFP'RFQ permitted, but not required . The Purchasing
Manager, County Administrator and the Board have authority to approve procurements from $ 1000
to $4 , 999 . 99 .
C . From $ 5 , 000 to $25 , 000 . Three ( 3 ) quotes required to be attached to the requisition ;
blanket purchase orders are permitted ; emergency purchase orders are permitted ; sole source
procurement permitted ; sole brand procurement permitted ; annual term contracts permitted ;
cooperative purchasing (piggyback) permitted ; Bid/RFP/RFQ are permitted, but not required . The
Purchasing Manager, County Administrator and the Board have authority to approve procurements
from $ 5000 to $ 25 , 000 .
D . From $ 25 , 000 to $ 50 , 000 . Emergency purchase orders permitted ; sole source
procurement permitted ; sole brand procurement permitted ; annual term contracts permitted ;
cooperative purchasing (piggyback) permitted ; Bid/RFP/RFQ are required , unless waived by
County Administrator or Board , or required by applicable law . The County Administrator and the
Board have authority to approve procurements from $ 25 , 000 to $ 50 , 000 .
F . Over $ 50 , 000 . The Board must approve all procurements ; Bid/RFP/RFQ required ,
unless waived by the Board, if allowed by applicable law .
G . Construction Projects Over $ 100 , 000 . Public construction bond required for
construction contracts .
21
BOARD OF COUNTY COMMISSIONERS
�. INDIAN RIVER COUNTY , FLORIDA
4 �Z
Purchasing Policies and Procedures
�LOR1�A Approval Date : October 2 , 2012 By : P PJ
7 . PROTEST PROCEDURE
7 . 1 RESOLUTION OF PROTESTS
Any actual or prospective bidder or proposer who is aggrieved in connection with a competitive
selection process may protest to the Purchasing Manager . The protest shall be submitted to the
Purchasing Manager in writing within seven ( 7 ) calendar days after the bidder or proposer knows or
should have known of the facts giving rise to the protest .
A . Decision . The Purchasing Manager shall promptly investigate the basis of the
protest and , after consultation with the Originating Department, the Office of the County Attorney
and any other person or entity deemed necessary by the Purchasing Manager, shall issue a decision
in writing . A copy of the decision shall be ifurnished immediately to the protestor and any other
party determined by the Purchasing Manager to be directly affected by the decision . The decision
shall :
L State the decision and the basis for the decision, and
2 . Set forth the protestor ' s right to administrative review .
Be Administrative Review . If the protestor disagrees with the decision of the
Purchasing Manager, the protestor may appeal the decision to the Board . Written notice of such
appeal shall be submitted by the protestor to the Purchasing Manager within seven ( 7 ) calendar
days of receipt of the Purchasing Manager ' s decision . The Board shall consider the appeal with
reasonable promptness , and may address the appeal at the same time that it considers the
Bid/RFP/RFQ award .
co Stay of Procurements During Protests . In the event of a timely protest, the County
shall not award the contract until the administrative appeal is resolved as set forth in paragraphs A
and B above , unless the County Administrator or the Board determines that the award must be
made without delay in order to protect the substantial interests of the County .
22
� gtVE� C BOARD OF COUNTY COMMISSIONERS
Q. C INDIAN RIVER COUNTY , FLORIDA
yPurchasing Policies and Procedures
�LOR1�A Approval Date : October 2 , 2012 By :
t
8. EXCESS/SURPLUS ASSET DISPOSITION
The Purchasing Division shall maintain an electronic list, accessible to all County employees , of
excess assets . This list shall be periodically submitted to the Board for approval to declare the assets
surplus and to remove the assets from inventory .
Once declared surplus by the Board , the Purchasing Division shall transfer or sell the assets through
any method consistent with the laws of Florida or applicable County policies .
23