HomeMy WebLinkAbout2009-317 VE w. 14 � D )
C� BOARD OF COUNTY COMMISSIONERS � e . ly
INDIAN RIVER COUNTY, FLORIDA T 1
Purchasing Policies & Procedures
* SECTION 3 .5 REQUISITION GUIDELINES
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Effective Date : December 9 , 2009
Date : 2 <ir�/`oi Approved By : 4 c12wd Joseph A . Baird, County Administrator
Section 3 .5 REQUISITIO GUIDELINES
A . All requests for purchases and bids shall be made by means of a properly prepared
Purchase Requisition entered in MUNIS (electronic financial software ) .
Requisitions must be completely filled out and have the proper approvals , account
number, and final approval by the Budget Office . Without this information , the
requisition will be rejected and returned to the originator .
Be When a new vendor is selected and not presently found in MUNIS , it shall be the
responsibility of the user department to provide and submit the new vendor
information to the Finance Office of the Clerk of the Circuit Court. The Finance
office shall enter the vendor information into their records and issue a vendor
number which shall be emailed to the user department .
C . Purchase Requisitions from $ 1 ,000 to $4 , 999 . 00 shall include a note in the
requisition with three ( 3 ) quotes indicating vendor, its address , telephone number ,
and price . Purchase Requisitions from $ 5 , 000 . 00 to $ 24 , 999 . 00 shall include
copies of the written quotations received from each of minimum of three (3 )
vendors . Otherwise , the Requisition will be rejected and returned to the originator .
If the department/division 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 . On request , the Purchasing Manager may obtain quotes for specific
commodities .
D . Any procurement below the Mandatory Bid Amount ($ 25 ,000) may be made by
the Purchasing Manager provided that procurement requirements shall not be
artificially divided so as to circumvent the mandatory bidding process .
E . No employee under the County Commission has the authority to purchase or
commit public funds toward the purchase of supplies or services without first
going through the authorized requisitioning and purchasing procedures .
Purchases made by any department without a properly executed purchase order
may not be honored by the county . The use of a County Purchasing Card may be
a valid method of procurement in lieu of a purchase requisition within limits as
determined by the Budget Department .
F . Requests for a purchase order number prior to a request of a requisition will be
denied by the Purchasing Manager unless it is a bona fide emergency .
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a C'0 BOARD OF COUNTY COMMISSIONERS
INDIAN RIVER COUNTY , FLORIDA
z Purchasing Policies & Procedures
SECTION 3 . 10 BLANKET PURCHASE ORDERS
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Effective Date : December 9 , 2009
Date : C � C`" Approved By : �� . All Joseph A . Baird, County Administrator
Section 3 . 10 BLANKET P CHASE ORDERS
A . A blanket purchase order is issued for the purchase of miscellaneous items of
materials , supplies , and parts , for using departments in instances where the
quantity cannot be anticipated or where it is not practical or feasible to provide
adequate storage .
B . Requests for blanket purchase orders shall be initiated by entry of an electronic
requisition into MUNIS by the using department indicating the vendor, item
description , and amount being requested . Blanket orders shall then be prepared
on the standard purchase order form which shall include the following
information :
1 . Dates the blanket order is to be in effect .
2 . General Description of item( s ) 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 .
4 . Single Item purchases not in excess $ 1 , 000 . 00 .
C . After the blanket order is issued to the vendor, the using department is authorized
to place orders directly with the vendor using the purchase order number
indicated . If it is found the amount of the initial blanket purchase order will be
exceeded , the additional need shall be requested by the using department as a
change order request to increase encumbered funds . Blanket purchase orders may
be issued annually as requested by the department . If requisition is for more than
$ 25 ,000 , approval will be required by the Board of County Commissioners ,
except in the case of items ordered as the result of a bid award or piggyback bid
Item purchases of single items totaling more than $ 1 , 000 shall be on a separate
approved requisition .
D . The Finance Department will process for payment invoices received for deliveries
so that any discounts may be obtained . It is the responsibility of the
Department/Division to timely submit invoice approvals to avoid loss of any cash
discounts that are made available by the vendor . Blanket purchase orders shall
be effective ( only for the fiscal year for which it has been issued) up to one year
as requested by the department.
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C� BOARD OF COUNTY COMMISSIONERS
INDIAN RIVER COUNTY, FLORIDA
A tti z Purchasing Policies & Procedures
*�, * SECTION 3 . 2 COMPETITIVE SEALED BIDDING
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Effective Date : December 9 , 2009
Date : �G> � Approved By . Joseph A . Baird , County Administrator
3 .2 COMPETITIVE SE ED BIDDING
A . Conditions for Use . Purchases over the bid threshold amount shall be solicited by
formal competitive sealed bidding except as otherwise provided .
B . Invitation for Bids . An Invitation for Bids shall be issued for each solicitation for
purchases equal to or exceeding the Bid Threshold Amount ($ 25 ,000 . 00) , and
shall include a purchase description and all terms and conditions applicable to the
procurement .
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