Item N03BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 6/10/2015 - MAR Division: County Attorney's Office
Bulk Item: Yes _ No X Staff Contact: Christine Limbert-Barrows #292-3470
AGENDA ITEM WORDING: Discussion and direction on revising the Monroe County Code and
Purchasing Policy as it relates to the purchase of certain insurance policies or coverages; Approval to
hold a Public Hearing to consider an ordinance amending Section 2-347(e)(5) of the Monroe County
Code to provide an exemption to competitive bidding procedures for certain insurance policies and
coverages; and Approval of the revised Purchasing Policies and Procedures Manual.
ITEM BACKGROUND: Due to the National Flood Insurance Plan (NFIP), unavailability of
coverage from Citizens Property Insurance Corporation and other market considerations, the purchase
of builder's risk insurance by general contractors for County projects has become burdensome and
unattainable for combined wind and flood policies. Due to this change, and in order to maintain
insurance protection and attain better control of coverage, the County will acquire builder's risk
insurance instead of the general contractors for County projects. It is expected that premiums for larger
County projects will exceed $50,000 thereby currently requiring competitive bidding for the purchase
of each policy as per Section 2-347 of the Monroe County Code (MCC). Given that insurance agent(s)
customarily seek several competitive premium quotes as part of obtaining such insurance policies in
order to obtain the most favorable rates, and given that it is expected that by purchasing the builder's
risk polices itself the County will pay less then it currently pays to the contractor for such coverage,
County staff seeks revisions to the MCC and Purchasing Policy to address this matter. It is important to
mention that the cost of builder's risk insurance is included in the overall budget for County projects,
which is approved by the BOCC.
Additionally, it has also become apparent that certain insurance policies, due to the uniqueness of the
terms and conditions and/or details of the policy coverage required by the County, are extremely
limited in the insurance market place thereby rendering competitive bidding procedures futile as they
regularly result in one response or ultimately respondents are unable to provide the necessary insurance
coverage called for in the solicitation. These type of policies are not benefited by the competitive
bidding process and consequently should be considered for an exemption under the Section 2-347(e)(5)
of the MCC.
PREVIOUS RELEVANT BOCC ACTION:
3/21/12 Approval of Section 2-346 and 2-347 of the Monroe County Code (MCC) regarding
competitive bidding procedures.
9/21/12 Approval of revisions to the Purchasing Policies and Procedures Manual to reflect changes
made to Section 2-346 and 2-347 of the MCC.
1/16/14 Approval of revised Purchasing Policy incorporating changes to the administrative
instructions; clearly outlining the purchasing authority levels; increasing the amount for request to
purchase forms from $250 to $1,00.01; and incorporating all updated forms and other minor changes.
2/18/15 BOCC directed staff to revise Purchasing Policy to use "estimated value" for sale of surplus.
3/18/15 Approval of revised Purchasing Policy incorporating "estimated value" for sale of surplus;
providing for flexibility in the receipt of payment from buyers; providing for the Property Inventory
Clerk to prepare the Bill of Sale; increasing the purchasing card for single purchase up to $2,499.99;
and providing for the purchasing card to be used for travel or transportation expenses related to
checked bag fees and a 15% tip for taxi drivers.
CONTRACT/AGREEMENT CHANGES:
The changes are reflected with StFiketheme text for deletions and underlined text for additions.
STAFF RECOMMENDATIONS: Approval.
TOTAL COST: N/A INDIRECT COST: BUDGETED: Yes No
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY: SOURCE OF FUNDS:
REVENUE PRODUCING:
APPROVED BY: County A(41 OMB/Purchasing _ Risk Management -
DOCUMENTATION: Included X Not Requireo
DISPOSITION:AGENDA ITEM
ORDINANCE NO. - 2015
AN ORDINANCE OF THE MONROE COUNTY BOARD
OF COUNTY COMMISSIONERS AMENDING SECTION
2-347 OF THE MONROE COUNTY CODE; PROVIDING
AN EXEMPTION FROM THE COMPETITIVE BIDDING
PROCEDURES FOR THE PURCHASE OF CERTAIN
INSURANCE OR COVERAGES; PROVIDING FOR
SEVERABILITY; PROVIDING FOR REPEAL OF ALL
ORDINANCES INCONSISTENT HEREWITH; AND
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, due to the National Flood Insurance Program (NFIP), unavailability of
coverage from Citizens Property Insurance Corporation and other market conditions, the
purchase of builder's risk insurance by general contractors for County projects has become
burdensome and unattainable for combined wind and flood policies; and
WHEREAS, the County, in order to maintain insurance protection and attain better
control of coverage, should acquire builder's risk policies for County projects; and
WHEREAS, it is expected that premiums for larger County projects will exceed $50,000
thereby currently requiring competitive bidding for the purchase of each policy; and
WHEREAS, the insurance agent(s) customarily seek several competitive premium
quotes, as part of obtaining such insurance policies, in order to obtain the most favorable rates;
and
WHEREAS, the cost of insurance is currently included in the overall budget for County
projects and it is expected that by purchasing the builder's risk policies itself the County will pay
less then it currently pays to the contractor for such coverage; and
WHEREAS, risk administration has also found that certain insurance policies, given the
uniqueness of the terms and conditions and/or the details of the policy coverage required by the
County, are extremely limited in the insurance marketplace thereby rendering the competitive
bidding procedures futile as they regularly result in one response or ultimately respondents are
unable to provide the necessary insurance coverage called for in the solicitation; and
WHEREAS, risk administration is seeking to obtain such insurance policies without
having to competitively bid each such insurance policy; and
WHEREAS, Section 2-347 Competitive bidding procedures does not provide an
exception for insurance and generally the purchase of insurance is competitively bid, but in order
to manage this change in the market with builder's risk policies and the purchase of other limited
insurance policies, County staff seeks to amend the Code to allow for such an exemption; and
Page 1 of 2
W-110
SECTION 1: Section 2-347(e)(5) of the Monroe County Code is hereby amended to add the
following:
41. All builder's risk insurance policies, or policies which due to the terms and
conditions required by the County are exclusive in the market and thus not
benefitted by the competitive bidding procedures."
SECTION 2: SEVERABILITY. If any portion of this ordinance is for any reason held invalid
or declared to be unconstitutional, inoperative or void, such holding shall not affect the
remaining portions of this ordinance. If this ordinance or any provision thereof shall be held to
be inapplicable to any person, property or circumstances, such holding shall not affect its
applicability to any other person, property or circumstances.
SECTION 3: CONFLICT WITH OTHER ORDINANCES. All ordinances or parts of
ordinances in conflict with this ordinance are hereby repealed to the extent of said conflict.
SECTION 4: TRANSMITTAL AND EFFECTIVE DATE. This Ordinance shall be filed with
the Department of state and shall be effective as provided in section 125.66(2), Florida Statutes.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County,
Florida, at a regular meeting of said Board held on the day of 2015.
Mayor Danny Kolhage
Mayor Pro Tem Heather Carruthers
Commissioner George Neugent
Commissioner David Rice
Commissioner Sylvia Murphy
(SEAL)
Attest: AMY HEAVILIN, Clerk
B
Deputy Clerk
By
Page 2 of 2
Mayor/Chairperson
L 0. 1
Sec. 2-347(e)(5), Monroe County Code:
(5) The competitive bidding procedures are not required to apply to the following:
a. Professional service covered by the Consultants' Competitive Negotiation Act (F.S.
§ 287.055). Other professional services may be exempted by the BOCC from the
competitive bidding process when price is only a minor concern compared to
qualitative considerations;
b. All purchases of services controlled by the public service commission or other
governmental authority including but not limited to utility/local telephone services
as defined in section 2-346
c. Cellular telephone services; on -going payments and fees for maintenance and
support of existing software technology which has been purchased in accordance
with existing procurement requirements; software packages for personal computers
approved by the county's technical services department;
d. Legal services, lobbying services, interpreter services, court reporter services, and
advertising services;
e. Change orders authorized under a lawfully executed county/contractor contract;
and
f. All solid waste services including but not limited to collection franchise agreements
and operations and maintenance agreements.
g. All builder's risk insurance policies or policies which, due to the terms and
conditions required by the County, are exclusive in the market and thus not
benefitted by the competitive bidding_ procedures.
Monroe County
Purchasing Policy
(As Revised 711512015)
Rev. BOCC 7/15/2015
Table of Contents
CHAPTER 1 - INTRODUCTION..................................................................................... 4
CHAPTER 2 - AUTHORITY & DUTIES.......................................................................... 4
A.
Board of County Commissioners.................................................................................................................4
B.
County Administrator...................................................................................................................................4
C.
Office of Budget and Finance......................................................................................................................5
D.
Requesting Department................................................................................................................................6
E.
Delegation of Authority.................................................................................................................................7
F.
Purchasing Authority....................................................................................................................................7
G.
Non-discrimination........................................................................................................................................8
CHAPTER 3 - COMPETITIVE SOLICITATION PROCESS ............................................ 8
A.
Notice Inviting Competitive Solicitation......................................................................................................8
B.
Procedure for Competitive Solicitation.....................................................................................................11
C.
Tie Bids/Proposals.......................................................................................................................................13
D.
Rejection of Bids/Proposals........................................................................................................................13
E.
Waiver of Irregularities..............................................................................................................................13
F.
Award of Contract......................................................................................................................................13
CHAPTER 4 - PURCHASE OF PROFESSIONAL SERVICES ....................................
14
A.
Definition......................................................................................................................................................14
B.
Methods of Acquisition...............................................................................................................................14
CHAPTER 5 - DESIGN/BUILD CONTRACTS..............................................................
15
A.
Procedure.....................................................................................................................................................15
CHAPTER 6 - CONTRACTS/AGREEMENTS..............................................................
17
A.
Contract Review..........................................................................................................................................17
B.
Requirements...............................................................................................................................................17
Rev. BOCC 7/15/2015 2
C. CPI Computation........................................................................................................................................18
D. Exceptions....................................................................................................................................................18
E. Preference to Florida businesses (FS 287.084)..........................................................................................19
F. Preference to businesses with drug -free workplace programs (F.S. 287.087)..............................19
CHAPTER 7 - EXCLUSIONS....................................................................................... 19
A. Sole Source...................................................................................................................................................19
B. Emergency Purchases....................................................................................................20
C. State Contracts, GSA Contracts or SNAPS..............................................................................................21
D. Previously Approved Projects....................................................................................................................22
E. Piggybacking................................................................................................................................................22
CHAPTER 8 - BLANKET PURCHASE ORDERS........................................................ 23
CHAPTER 9 - MINORITY BUSINESS ENTERPRISE (MBE), SMALL BUSINESS &
DISADVANTAGED BUSINESSES............................................................................... 23
CHAPTER 10 - PURCHASE OF INSURANCE............................................................ 24
CHAPTER 11 -RECYCLED CONTENT PRODUCTS .................................................. 24
CHAPTER 12 - SURPLUS ITEMS................................................................................ 24
CHAPTER 13 - PURCHASING CARD POLICY..................................................29
ATTACHMENTS:
Attachment A. Memorandum of Request for Competitive Solicitation...............30
Attachment B. Notice of Request for Competitive Solicitations ........................31
Attachment B.1. Approval to Issue Addendum................................................32
Attachment B.2. Inventory Deletion Request .................................................. 33
Attachment B.3. Computer Related Equipment Inventory Deletion Request ....... 34
Attachment B.4. Fixed Asset Transfer Form..................................................35
Attachment C. Purchasing Card Policy & Procedures................................36-57
AttachmentD........................................................................................58-62
Attachment D-1. Monroe County Purchasing Authorization Form.....................59
Attachment D-2. Monroe County Request to Purchase Form ...........................60
Attachment D-3. Monroe County BOCC Audit Slip..........................................61
Attachment D-4. Business Card Order Form..................................................62
Rev. BOCC 7/15/2015
MISSION STATEMENT
Purchasing Section Monroe County Administrative Services
Our mission is to provide quality purchasing and contracting support to all county departments
in a timely, cost effective and professional manner. As purchasing professionals:
We follow a strict Code of Ethics, avoiding the appearance of and preventing the
opportunity for favoritism.
We seek to maximize the purchasing power of the public funds, while promoting fair and
open competition.
We strive to create a work environment that demonstrates teamwork, respect, integrity
and honest communication.
CHAPTER 1. INTRODUCTION
The purpose of the County's Purchasing Policy (Policy) is to secure economy in the construction
of County public works and in the expenditure of County funds for services, materials, supplies,
and equipment. The Policy is intended to promote actual, honest and effective competition and
protect the taxpayers from collusive contracts, favoritism, fraud, extravagance, and
improvidence. The policies and procedures outlined herein are governed by Florida Statutes and
Monroe County Ordinances, most of which are codified in the Monroe County Code (MCC),
most recently in effect.
CHAPTER 2. AUTHORITY & DUTIES
A. Board of County Commissioners
The Procurement Policy Office consists of the Monroe County Board of County Commissioners
which is hereinafter referred to as the BOCC.
The BOCC shall decide all matters of policy including those referred to it by the Chief
Procurement Officer.
2. No contract for goods or services may be awarded without the approval of the BOCC,
unless authorized by MCC or this Policy.
B. County Administrator
The County Administrator is the Chief Procurement Officer and shall have the authority
and responsibility to adopt administrative instructions for the procurement of supplies,
services, and construction in accordance with policy adopted by the BOCC. The purpose
of such administrative instruction shall be to clarify or refine the provisions of the County
code on purchasing and/or the Purchasing Policies and Procedures. In the event of any
inconsistencies, the County Code provisions shall prevail over Policies and Procedures,
the Policies and Procedures shall prevail over Administrative Instructions.
Rev. BOCC 7/15/2015 4
2. The County Administrator has contract approval authority as set forth in Monroe County
Code Section 2-58, subsections (b) through (e).
C. Office of Budget and Finance
1. There is a Purchasing Section within the Department of Budget and Finance. The
Director of Budget and Finance shall head the Purchasing Section and in such capacity be
additionally referred to as the Purchasing Director.
2. The Purchasing Director, with the approval of the County Administrator, may originate
or modify a Monroe County Administrative Instruction that delineates specific
procedures for governing the procurement process as defined by County Ordinance and
this Policy.
3. The duties of the Purchasing Section are as follows:
(a) Assures that supplies used by various departments will be uniform whenever
consistent with operational goals and in the interest of efficiency or economy. The
Requesting Department must justify in writing the need for a special type of item.
(b) Makes alternative suggestions to the Requesting Department if requested
specifications would restrict competition or otherwise preclude the most
economical purchase of the required items. In case of disagreement as to the
content of the specifications, the County Administrator shall make the final
determination.
(c) Seeks purchases through State, Federal Agencies, Associations or other
governmental agencies if the Requesting Department makes a request for same
and such purchases may be in the best interest of the County.
(d) Reviews all request for purchases of goods and services. Upon review and receipt
of a request to purchase from the requesting department, the purchasing section
will issue the purchase order with a copy to the Clerk's finance department,
including the request for purchase if the purchase is for $1,000.01 or more or is
approved by the BOCC. In the event of an irregularity or departure from Policy,
the purchase order will be referred to the Division Director or County
Administrator.
(e) The Purchasing Section will post procurement opportunities on DemandStar. In
the event a department maintains a list of potential bidders/proposers (with fax
number or email address) that list should be provided to the purchasing section for
upload to DemandStar.
(f) Checks convicted/suspended vendor list prior to issuance of a bid tabulation.
Rev. BOCC 7/15/2015 5
(g) Tabulates the responses to RFBs and submit the tabulation to the Requesting
Department for determination of the low bidder. When one or more bidders
propose an alternative as "an equal" to that specified in the competitive
solicitation, whether the proposed substitution is, in fact, an equal is to be
determined by the Requesting Department. All other competitive solicitations
responses received will be listed and submitted to the Requesting Department.
(h) Reviews all requests for contracts for goods and services prior to submission to
the BOCC for review and execution.
(i) Issues purchase orders in response to request to purchase, and forwards the
purchase orders to the Clerk's Finance Department unless the item is below
$1,000.01 dollar value or the purchase has been made through a competitive
solicitation which has been approved by the BOCC.
D. Requesting Department
1. Must submit a written or electronic "Request to Purchase" to the Purchasing Section for
all purchases of goods and services that exceed $1,000.
2. Provides adequate description of needed items so the Purchasing Section can assist in
preparing specifications to procure the desired items and/or services.
3. Provides written justification for a special type of item and/or "Sole Source" vendor for
which only the BOCC, County Administrator or Director of Purchasing may approve at
the appropriate level of purchasing authority. The Purchasing Section must in all cases
evaluate the request for any such commodity, service or source.
4. Ensures that internal controls are present within the department that include, at a
minimum, that there are a minimum of two people involved in the initiation of the
Request to Purchase through the verification of receipt of goods or services with a person
other than the one who order the item verifying receipt by signing the invoice, bill of
lading or other similar document. For goods that are purchased in any individual
purchase order for which the total dollar amount equals or exceeds $2,500, internal
controls should be increased either through additional employees involved in the process
and/or through documentation of the receipt and application of the goods.
5. Secures P.O.'s on all purchases made during an emergency, and must be signed by the
required authority. Provides the E.O.C. with a list of P.O. numbers to be utilized in the
event that the normal County operations are closed.
6. The Requesting Department or the vendor must complete a "Vendor request form" and
"W-9" if such documentation is not already maintained in the finance system.
Rev. BOCC 7/15/2015 6
E. Delegation of Authority
Subject to the limitations of these policies and any additional procedures of the County
Administrator, the Purchasing Director may delegate authority when and where such action is
deemed necessary.
E Purchasing Authority
Purchasing Authority is defined as signature verification of original invoicing for receipt of the
ordered goods or services for payment by Purchase Order, Audit Slip, or other fiscal documents.
Unless specifically authorized by ordinance, all contracts, however titled — Memorandum of
Agreement, Agreement, Memorandum of Understanding, Contract etc. — shall be approved by
the Board of County Commissioners.
1. In order to ensure proper fiscal control, purchasing authority shall be limited to the
County Administrator, Deputy County Administrator, Purchasing Director, Division
Directors, and Department Director, unless a designee is approved and authorized by the
County Administrator or Deputy County Administrator. The County Administrator and
Deputy County Administrator shall have authority to sign requests to purchase up to
$49,999.99. The Purchasing Director and Division Directors shall sign off on all purchase
orders and shall have authority to sign purchase orders up to $25,000 without the
Administrator or Deputy Administrator signatures.
PURCHASING
WHAT TO DO?
PURCHASING AUTHORITY
LEVELS
(WHO APPROVESIPAYS)
FOR TOTAL DOLLAR
AMOUNT
$.01 - $1,000.00
Purchase Order not required
Department Director or their
designees
$1,000.01 - $5,000.00
Requires Request to Purchase form written or
Department Director only
electronic to Purchasing.
$5,000.01 - $25,000.00
Request to Purchase form along with two (2) or
Purchasing Director and Division
more written price quotes as documented by
Director only
Requesting Departments.
$25,000.01 - $49,999.99
Request to Purchase form along with two (2) or
County Administrator only
more written price quotes. Requesting
Department will solicit bids in conjunction with
the Purchasing Department.
$50,000.00 AND OVER
Competitive Bid process
BOCC
BOCC prior approval required. Governed by
County ordinance, as supplemented by the
Purchasing Policies and Procedures Manual.
2. If the County Administrator or Purchasing Director determines such to be in the
County's best interests, the requirements for two or more written quotes competitive
solicitation may be required for purchasing goods or services at a lower level of
procurement requirements than shown in the chart.
Rev. BOCC 7/15/2015 7
3. A contract may not be split into multiple contracts for services, goods or public
improvement for the purposes of evading the requirements of this section. Where a
procurement of services, goods or public improvement are cyclical in nature or have to
be procured in phases, the requesting department shall, to the maximum extent
practicable, contract for the full scope of the service, good or public improvement
based on an estimate of the full scope of service, good or public improvement
anticipated to be required at the time of bidding. For purposes of this section when
consecutive multiple contracts for services, goods or public improvement are issued
because the full scope of the service, good or public improvement are unknown or
cannot be determined or is a function of the funding source (e.g. grant funding
available for a portion and further grant funding unknown) or as a result of other
agency requirements (e.g. sewer connection notices), such contracts shall not be
considered as split and each contract shall stand alone for purposes of purchasing level
classification.
4. The following purchase thresholds shall be applied to all purchases based on the
cumulative value of the purchase regardless of whether the purchase is a one-time, one
event, purchase or a recurring, multiple event purchase which may exceed a 12 month
period.
5. The actual amount of the invoice, bill of lading or similar document shall not exceed
the purchase order amount by more than 20%.
G. Non-discrimination
It is the policy of Monroe County to provide equal opportunity to all qualified persons in gaining
entry to do business with the County. To help achieve an optimum level of competitiveness,
Monroe County does not discriminate on the basis of race, color, sex, national origin, religion,
age or disability in its purchase of goods and services.
CHAPTER 3. COMPETITIVE SOLICITATION PROCESS
Any purchase or contract estimated to cost $50,000.00 or greater shall be awarded by
competitive solicitation, unless the purchase or contract is for goods and services as set forth in
Monroe County Code Section 2-347(e)(2), (e)(3) and (e)(5) and is otherwise authorized by the
BOCC and in compliance with the requirements of this Policy. For step-by-step procedures
concerning the Competitive Solicitation Process, please refer to Monroe County Administrative
Instruction # 4802.1, Competitive Selection Process effective October 1, 2013.
A. Notice Inviting Competitive Solicitations
1. Specifications: The Requesting Department must prepare competitive solicitation
specifications, along with a Memorandum of Request for Competitive Solicitations (see
Attachment A. or Administrative Instruction #4802.1, Competitive Selection Process),
and deliver simultaneously to the County Attorney's office to obtain prior legal
review/approval prior to submission to the Purchasing Office. Competitive Solicitation
specifications should be written broadly enough to encourage a broad range of responses.
Competitive solicitation specifications should not be written to steer prospective
Rev. BOCC 7/15/2015 8
responders toward the competitive solicitation or "rig" the competitive solicitation for
any one particular vendor. It is the responsibility of the Requesting Department to obtain
the approved competitive solicitation from the reviewing attorney (either physically or
electronically).
2. Advertisement: Following legal approval by the reviewing attorney, the County
Attorney's Office will obtain an assigned opening date from Purchasing. The County
Attorney's Office will prepare and transmit the Notice inviting competitive solicitation
for publication one time in the Key West Citizen, as the local newspaper qualifying under
Florida Statutes Chapter 50.031, and, per BOCC direction, one time in the Middle and
Upper Keys area newspapers (Keynoter and Reporter). The Notice of competitive
solicitation shall also be posted to the County's website. Sample Notice of Request for
Competitive Solicitation is attached as Attachment B., or see Administrative Instruction
#4802.1, Competitive Selection Process.
Following transmittal of the Notice to the newspapers by the County Attorney's Office
requesting publication, the County Attorney's Office will return the executed original
Memorandum to the Requesting Department. It is the responsibility of the Requesting
Department to send: 1) the executed original Memorandum of Request for Competitive
Solicitations 2) a CD containing a copy of the final approved competitive solicitation (in
.pdf format) and the Notice (as it will publish and in Word format), and 3) one (1) paper
copy of the approved competitive solicitation and the Notice, to the Purchasing Office in
time for the competitive solicitation to be uploaded to Demandstar prior to first
publication of the Notice in the newspapers.
The notice shall also be publicly posted by the Purchasing Office in a consistent public
location at least twenty-one (21) days preceding the last day established for the receipt of
competitive solicitations. The Purchasing Office will be responsible for ensuring all
competitive solicitation documents are sent to Onvia by DemandStar for distribution.
The competitive solicitations notices shall comply with any applicable statutes and the
following shall also apply:
a) The competitive solicitations for services, goods or public works that are
projected to cost $100,000.00 or more must be publicly advertised in a
newspaper of general circulation in the county, on a date that is no later
than 21 days (excluding the publication date) before the date established
for the competitive solicitation opening and that is no later than five days
before any pre -bid conference or pre -proposal conference.
b) The competitive solicitations for services, goods or public works, that are
projected to cost more than $100,000 but less than $500,000 must be
publicly advertised in a newspaper of general circulation in the county, on
a date that is no less than 30 days (excluding the publication date) before
the date established for the competitive solicitation opening and that is no
later than five (5) days before any pre -bid or pre -proposal conference.
Rev. BOCC 7/15/2015 9
c) The competitive solicitations for services, goods or public works that are
projected to cost $500,000.00 or more must be publicly advertised in a
newspaper of general circulation in the County, on a date that is no later
than 45 days (excluding the publication date) before the date established
for the for the competitive solicitation opening.
In addition, Notice shall also be publicly posted by the Purchasing Office
in a consistent public location for the same time periods shown above.
3. Scope of Notice: The public notice required herein shall include a general description of
the articles to be purchased or sold, shall state where competitive solicitation instructions
and specifications may be secured, and the time and place for opening competitive
solicitations. Sample Notice of Request for Competitive Solicitation is attached as
Attachment B or see Administrative Instruction #4802.1, Competitive Selection Process.
4. All competitive solicitations received must remain valid for a minimum period of ninety
(90) days from the competitive solicitation opening.
5. Bid Security Deposit: Each competitive solicitation must be accompanied by a bid
security in an amount equal to 5% of the competitive solicitation price either in the form
of a certified check made payable to the County or in a bond from surety company
authorized to do business in Florida. The bid securities will remain in the custody of the
Purchasing Director until forfeited or released. If, after the BOCC accepts the
competitive solicitation the responder refuses to execute the contract or commence the
work or provide the goods called for, then the bid security will be forfeited. The bid
securities of unsuccessful responders and bid securities in the County's possession for
more than 90 days from the date of the competitive solicitation must also be returned.
6. Addenda: An addendum to a specification shall be defined as an addition or change in
the already prepared specifications for which an invitation has been mailed for formal
quotations or an announcement has been posted for competitive solicitation.
a) All Addenda must be approved by both legal and the Requesting
Department prior to submission to the Purchasing for posting on
Demandstar. An Approval to Issue Addendum Form (See Attachment B.1.,
must be originally executed by the reviewing attorney and the Department
and/or Division Head of the Requesting Department. The executed
Approval to Issue Addendum Form must be attached to the Addenda upon
receipt by Purchasing for execution by the Purchasing Director or
designee. The executed original Approval to Issue Addendum Form must
be retained with the related competitive solicitation in Purchasing. The
addendum shall clearly point out any addition or change to the
specifications.
Addenda must be posted and available for viewing on Demandstar no later
than five (5) business days prior to the advertised opening (not counting
the day of the opening) and/or in compliance with any other applicable
requirements unique to each competitive solicitation.
Rev. BOCC 7/15/2015 10
b) The Purchasing Office shall be responsible for notifying all prospective
responders who have received specifications of any issued addenda in
writing five (5) calendar days prior to the competitive solicitation opening
date (also see Administrative Instruction #4802.1). Specifications and
addenda in the possession of the Purchasing Office are controlling.
c) Each responder shall examine all competitive solicitation documents and
shall judge all matters relating to the adequacy and accuracy of such
documents. Any inquiries, suggestions, or requests concerning
interpretation, clarification, or additional information pertaining to the
competitive solicitation shall be made to the Requesting Department. The
issuance of a written addendum is the only official method whereby
interpretation, clarification or additional information can be given. If any
addenda are issued, Monroe County will attempt to notify all prospective
responders who have secured the same.
B. Procedure for Competitive Solicitation
1. All public notices calling for competitive solicitations bids, proposals, or replies will
include a notification of the date, time and place that the responses will be accepted and
opened. Any and all responses received after the time and date of acceptance will not be
considered and will be (if so requested) returned (at the Responder's expense) unopened
to the sender.
2. All sealed responses shall be opened at the Purchasing Office unless another location for
doing so was designated in the applicable Public Notice. The Purchasing Office shall
receive and retain all original and published competitive solicitations, notices, addenda
and related competitive solicitation documentation pursuant to the Florida Department of
State General Records Schedule GS 1-SL for State and Local Government Agencies,
applicable local and statutory regulations and any other regulations that may apply. All
competitive solicitations shall remain valid for a minimum period of 90 days.
3. All Respondents submitting responses for construction, improvement, remodeling or
repair of public buildings, will furnish evidence that they hold the required and/or
appropriate current certificate or registration per Ch. 489.131 F.S. unless exempt under
Ch. 489.103 F.S.
4. All openings shall be open to the public and the Purchasing Office shall certify and keep
a record of said openings. All competitive solicitations shall be stamped with the date
and time of receipt by the Purchasing Office and remain under lock.
5. A comprehensive review of the responses will be conducted by the Requesting
Department in conjunction with the Purchasing Office. The Purchasing Office will
prepare a tabulation of the competitive solicitation opening and certify whether or not any
of the respondents that have submitted a response appears on the State of Florida
Convicted or Suspended Vendor list. The Purchasing Office shall maintain an original set
Rev. BOCC 7/15/2015 11
for the Purchasing Office file and the Requesting Department will receive the remaining
documents.
6. The Requesting Department shall review the information submitted pursuant to MCC
Section 2-347(h) in determining a responsible responder. The Department
head/Requesting Department may consult with the County Attorney or other departments
to assist with the evaluation or investigation of this information.
a) The Requesting Department may use a selection committee appointed by the
Department or Division director to review, analyze, evaluate and rank/rate the
applicable solicitation responses received and report their findings to the BOCC
for consideration and approval. In the event a selection committee is to be used,
the solicitation shall so specify.
Selection committees shall be comprised of no less than three (3), and no more
than seven (7), members.
Each selection committee shall have at least one member who is employed by the
Requesting Department and at least one member who is not employed by the
Requesting Department. Depending on the extent of technical information that
may be contained in any solicitation, the Department or Division director may
appoint several members from his department, but no more than 2/3 of the
members may be from the same department. There shall be no consultants
contracted by the County and no County Commissioners on a selection committee.
Generally, no County Attorney shall be a voting member of a selection committee
unless the County Attorney's office is the Requesting Department.
If the issue(s) involve any other government agency, the Department or Division
director may appoint someone from an affected agency to be on the committee.
7. A BOCC meeting agenda item shall be prepared by the Requesting Department and
attached to the recommended bid. A hard copy and electronic file of the agenda item
summary sheet should be forwarded to the Purchasing Office to be retained in the
competitive solicitation file.
8. Upon approval by the County Administrator, the response(s) will be submitted for BOCC
consideration on a future regular meeting agenda (within sixty (60) calendar days of
selection) for BOCC approval of an award. A copy of the agenda item seeking approval
of an award shall be sent to the Purchasing Office via e-mail.
9. The County Administrator and/or appropriate Division or Department Director will be
responsible for presenting recommendations to the BOCC.
10. Once the BOCC has made a decision, the Requesting Division Director or Department
Head or the designated contract manager will be responsible for ensuring the
accomplishment of that which was approved and issuing a P.O. for the full contract
purchase amount.
Rev. BOCC 7/15/2015 12
11. When the BOCC directs staff to provide for oral presentations to be made on a
competitive solicitation all the procedures in F.S. 286.0113, F.S. 119.07(l) and Section
24(a), Art I. of the State Constitution shall control.
C. Tie Responses
In the event the same competitive solicitation amounts are received from two or more responders
who are considered by the BOCC to be equally qualified and responsive or when two or more
responders are equal in rank and score, and only one of the responders has a principal place of
business in Monroe County, FL, the award shall be to the responder who has a principal place of
business located in Monroe County, FL. Otherwise the tie will be resolved by draw from an
opaque container.
D. Rejection of Responses
1. The BOCC shall have the authority to reject any and all responses to a competitive
solicitation request.
2. If the lowest, responsible response exceeds the budgeted amount and the BOCC does not
appropriate additional funds, the requesting authority may solicit approval from the
BOCC to amend the project specifications and re -advertise the competitive solicitation.
3. If no response is received, the BOCC may be requested to authorize the County
Administrator to undertake a different level of competitive selection, including but not
limited to a request for letters of interest, and, upon receipt of any response to get
approval from the BOCC to proceed with a second mechanism, which may include direct
negotiations to purchase the item/service. The BOCC would then consider the results of
said negotiations and determine whether acquisition of these goods or services at the
negotiated price would be in the County's best interest, and if so, authorize the
requisition.
4. Late responses. Any and all responses received after the time and date of acceptance will
not be accepted.
E. Waiver of Irregularities
The BOCC shall have the authority to waive any and all irregularities in any and all formal bids,
proposals or other responses to competitive solicitation requests.
E Award of Contract
The Mayor, when authorized by majority vote of the BOCC, shall execute formal contracts
having a binding effect upon the County.
Rev. BOCC 7/15/2015 13
CHAPTER 4. PURCHASE OF PROFESSIONAL SERVICES
A. Definition
A professional service shall be defined as assistance obtained in support of County operations
from an independent contractor in one or more of the following professional fields:
1. Appraisal Services - real and personal property appraisers (as per Chapter 125.355, FS).
2. Architecture, professional engineering, landscape architecture, or registered land
surveying services (as per Chapter 287.055, FS).
3. Audit and Accounting Services - auditors and accountants (excepting the selection of the
annual auditor which shall be conducted as per Chapter 11.45, FS).
4. Consultants - planning, management, technological or scientific advisors.
5. Financial Services - bond counsel, rating and underwriting, financial advisor, and
investment services.
6. Legal Services - attorneys and legal professionals authorized by the Office of the County
Attorney, including expert witnesses, conflict counsel, Division of Administrative
Hearings (DOAH) services, lobbying services, interpreter services, court reporting
services or advertising services and any other services required by the Office of the
County Attorney.
7. Medical Services - medicine, psychiatry, dental, hospital, and other health professionals.
B. Methods of Acquisition
Because differences in price may only be a minor concern compared to qualitative
considerations, professional services may be exempted by the BOCC from the competitive
bidding process. When purchasing professional services below $50,000.00, obtaining price
quotes as set forth in Chapter 2 of this policy is strongly recommended, but are not required. The
Requesting Department should document why price quotes are not provided. The County
Administrator may require competitive solicitation in the form of an RFQ or RFP.
Professional services, subject to the competitive solicitation process, will be typically acquired
through one of the following methods:
1. Competitive Selection and Negotiation - per Chapter 287.055, (4) & (5) F.S. Consultants
Competitive Negotiations Act ("CCNA").
Rev. BOCC 7/15/2015 14
2. Request for Qualifications (RFQ).
a) Responding firms are ranked based upon criteria set forth in the RFQ. If
presentations are requested by the County they will be held in compliance with
F.S. 286.0113.
b) The County will negotiate a contract with the firm selected by the BOCC as the
highest ranked firm/individual.
c) The negotiated contract will be reviewed and placed before the BOCC for
approval.
Requests for outside legal services will be referred to the County Administrator and the County
Attorney for review and comment as to whether said services are necessary and/or appropriate.
Requests for outside legal services may be exempted from formal competition by the BOCC at
the request of the County Administrator or County Attorney.
CHAPTER 5 - DESIGNBUILD CONTRACTS
A. Procedure
1. Procurements for the design and construction of public construction projects may be
obtained through a single contract with a firm selected in a manner permitted under
Chapter 287.055, F.S. and the procedures set forth in this section.
2. For the purpose of this section, the following definitions shall apply:
a) A "design/build firm" means a partnership, corporation, or other legal entity
which is:
(1) Certified under Chapter 489.119, F.S., to engage in contracting through a
certified or registered building contractor as the qualifying agent: and;
(2) Certified under Chapter 471.023, F.S., to practice or to offer to practice
engineering; certified under Chapter 481.219 F.S., to practice or to offer to
practice architecture; or certified under Chapter 481.319 F.S., to practice
or to offer to practice landscape architecture.
b) A "design/build contract" means a single contract with a design build firm for the
design and construction of a public construction project.
c) A "design criteria package" means concise performance -oriented drawings or
specifications of the public construction project. The purpose of the design
criteria package is to furnish sufficient information so as to permit design -build
firms to prepare a bid or a response to a Department request for proposal, or to
permit a Department to enter into negotiated design -build contract. The design
criteria package shall specify such performance -based criteria for the public
Rev. BOCC 7/15/2015 15
construction project, including, but not limited to, the legal description of the site,
survey information concerning the site interior space requirements, material
quality standards, schematic layouts and conceptual design criteria of the project,
cost or budget estimates, design and construction schedules, site development
requirements, provisions for utilities, storm water retention and disposal, and
parking requirements, as maybe applicable to the project.
d) A "design criteria professional" means a firm that holds a current certificate of
registration under Chapter 481 F.S. to practice architecture or landscape
architecture or a firm who holds a current certificate as a registered engineer
under Section 471 F.S. to practice engineering and provide professional architect
services, landscape architect services, or engineering services in connection with
the preparation of the design criteria package.
3. The design criteria package shall be prepared and sealed by a design criteria professional
employed or retained by the BOCC. If the BOCC elects to enter into a professional
services contract for the preparation of the design criteria package, then the design
criteria professional shall be selected and contracted with in accordance with the
requirements of Chapter 287.055 F.S. The design criteria services of a firm under
continuing contract may also be utilized if the project construction costs are estimated not
to exceed $2 million and provisions for design criteria services are included within or
added to such contracts. All solicitations for professional services to prepare a design
criteria package(s) shall inform the recipient firms of the following information:
a) A description of the project;
b) The work to be performed;
c) Written notification that the design criteria professional who has been selected to
prepare the design criteria package shall not be eligible to render services under a
design -build contract executed pursuant to the design criteria package.
4. Upon completion of the Design Criteria Package, procurements of Design/Build services
shall be processed in a manner consistent with Chapter 3 Competitive Solicitation
Process.
5. The BOCC may appoint, direct and empower a technically qualified screening committee
to review, analyze, evaluate and rank/rate the applicable Design/Build proposals and
report their findings and recommendations back to the BOCC for consideration and
contract award.
6. The BOCC may declare a public emergency, where appropriate and authorize the using
Division or Department to negotiate an agreement for BOCC approval with the best -
qualified design -build firm available at that time.
7. In lieu of the design/build contractor selection procedure described above, the Division or
Department may use a process established by statute and authorized by the BOCC,
Rev. BOCC 7/15/2015 16
however, for all design/build competitive selection documents the following shall apply:
a) Proposals must consist of a technical proposal and a price proposal. The two
proposals must be segmented into separate sealed packages and clearly marked
(1) The technical proposal must include all the information requested in
response to the scope of services described in the design criteria package.
(2) The price proposal must include one lump sum cost for all costs of the
project as defined by the scope of services of the design criteria package.
CHAPTER 6 - CONTRACTS/AGREEMENTS
A. Contract Review
1. All Contracts, leases and/or agreements shall be reviewed by Risk Management,
Purchasing/OMB, the appropriate Division Director, and the County Attorney's Office
prior to being placed on the agenda for BOCC approval. A contract summary will be
attached to each contract/agreement. All agenda item summaries and contract summaries
accompanying agenda items shall be prepared by the Requesting Department.
2. The Division Director of an approved contract/agreement shall designate a Contract
Manager who shall be responsible for enforcing performance of said contract/agreement
terms and conditions.
B. Requirements
1. Per Fla. Statutes, Chapter 287.0582 all contracts which bind Monroe County for the
purchase of services or tangible personal property for a period in excess of one (1) fiscal
year must have the following statement included in the contract. "Monroe County's
performance and obligation to pay under this contract is contingent upon an annual
appropriation by the BOCC."
2. Public Entity Crime Statement. All requests for competitive solicitation and any contract
document shall contain a statement which reads as follows (Section 287.133 FS): "A
person or affiliate who has been placed on the convicted vendor list following a
conviction for public entity crime may not submit a bid, proposal, or reply on a contract
to provide any goods or services to a public entity, may not submit a bid, proposal, or
reply on a contract with a public entity for the construction or repair of a public building
or public work, may not submit bids on leases of real property to public entity, may not
be awarded or perform work as a contractor, supplier, subcontractor, or consultant under
a contract with any public entity, and may not transact business with any public entity in
excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a
period of 36 months from the date of being placed on the convicted vendor list."
Rev. BOCC 7/15/2015 17
3. Ethics Clause. Each contract/agreement entered into by the County shall contain in
accordance with Section 5 (b) Monroe County Ordinance No. 010-1990 the following
ethics clause; "(Person or business entity) warrants that he/it had not employed, retained
or otherwise had act on his/its behalf any former County officer or employee subject to
the prohibition of Section 2 of Ordinance No. 010-1990 or any County officer or
employee in violation of Section 3 of Ordinance No. 020-1990. For breach or violation
of this provision the County may, in its discretion, terminate this contract without liability
and may also, in its discretion, deduct from the contract or purchase price, or otherwise
recover the full amount of any fee, commission, percentage, gift, or consideration paid to
the former County officer or employee."
4. Non -Collusion Statement: Each bid shall contain the appropriately worded non -collusion
certification.
5. Drug Free Workplace: Each bid shall contain an executed "Drug Free Workplace" form.
C. CPI Computation
A multi -year contract/agreement amount agreed to herein may be adjusted annually in
accordance with the percentage change in the Consumer Price Index for all urban consumers
(CPI-U), for the year ending December 31 of the previous year.
D. Exceptions
1. There are certain expenditures for which the processing of a purchase order is
unnecessary. The following should be made without purchase orders, but audit slips must
be attached to invoices before being sent to Clerk's Finance Department for payment:
a) Employee expenses such as conference expenses, hotel expenses, mileage and
other reimbursable expenses in performance of day-to-day duties.
b) Interdepartmental charges - billings for specific office repairs, fuels from bulk
storage, County vehicle maintenance or repairs, etc.
2. The Purchase of the following specific goods and or services requires a purchase order
and in addition shall be regulated by the appropriate Administrative Instruction.
a) All radio communications service and equipment - including but not limited to
two-way personnel and vehicle radios, beepers and etc. Monroe County
Administrative Instruction #5511.
b) All telephone systems, lines, services, equipment and audit costs for same.
Monroe County Administrative Instruction #4401.
Rev. BOCC 7/15/2015 18
c) All computers and or data communications hardware, software, product and
services. Monroe County Administrative Instruction #4401.
d) Business cards are subject to Monroe County Administrative Instruction
#4800.13.
e) All travel shall be approved and/or regulated by the Monroe County
Administrative Instruction #4716.
f) All purchase of vehicles, rolling equipment or emergency generators (excluding
fire trucks and ambulances) shall conform to Monroe County Administrative
Instruction #6402.
E. Preference to Florida businesses (F.S. 287.084)
When required to make purchases of personal property through competitive solicitation and the
lowest responsible and responsive response is a vendor whose principal place of business is in
the State of Florida, then the County may award a preference to the lowest responsible and
responsive vendor having a principal place of business within the State of Florida. However, this
section does not apply to transportation projects for which federal aid funds are available.
F. Preference to businesses with drug free workplace programs (F.S. 287.087)
Whenever two or more responses that are equal with respect to price, quality, and service are
received by the County for the procurement of commodities or contractual services, a response
received from a business that certifies that it has implemented a drug -free workplace program
shall be given preference in the award process.
CHAPTER 7. EXCLUSIONS
A. Sole Source
Purchase of commodities and services from a single source may be exempted from formal
competition under the following conditions:
1. All Sole Source purchases are subject to approval by either the BOCC, County
Administrator or Purchasing Director in accordance with purchasing level authority. The
Purchasing Office must in all cases evaluate the request for such commodity, service or
source. The Purchasing Director shall be authorized, after initial sole source certification,
to make additional purchases from a sole source vendor for not more than one year or
until such time as contrary evidence is presented regarding sole source eligibility,
whichever period is less.
2. There must be a documented determination from the Requesting Department or person
that there is no other source readily available prior to the initiation of the sole source
procurement.
Rev. BOCC 7/15/2015 19
a) The Requesting Department shall document the search conducted to ascertain that
there is no other source available. The search shall include phone calls, e-mails,
and letters to procurement offices or the Requesting Department's counterpart in
other Florida counties as well as to entities listed in the County's vendor list and
the phonebooks for Monroe County and Miami -Dade County in business
classifications which might reasonably be expected to provide the goods or
services desired. The documentation shall include a log of phone calls made and
the emails and letters sent with a compilation of results from all phone calls,
responding letters and other correspondence.
b) Where the procurement itself, due to the nature of the goods or services (i.e. in
order to obtain conformity to existing contracted goods or services, in order to
avoid the loss of warranty coverage, proprietary licensing, equipment capability,
etc.), dictates sole source acquisition, the Requesting Department shall provide
written justification as to the sole source nature of the procurement.
c) Upon approval from the BOCC, County Administrator, or Purchasing Director
that the proposed provider is a sole source provider, the Requesting Department
may proceed with the procurement process.
B. Emergency Purchases
The term "emergency" is as defined in Section 2-347(k)(1) of the Monroe County Code.
Purchase of commodities and services in the event of a public emergency may be obtained under
the following conditions:
1. The public emergency for the requirements will not permit a delay resulting from
competitive solicitation.
2. With respect to an emergency as defined in Section 2-347(k)(1)a.-c. of the
Monroe County Code:
a) Where the value of the goods or services to be purchased is less than
$50,000.00, emergency purchases may be approved up to the spending
levels outlined in Chapter 2 Section F, above without the need for
obtaining competitive price quotes.
b) Where the value of the goods or services to be purchased equals or
exceeds $50,000.00, the purchase may be approved by the Mayor, or if the
Mayor is not available then the Mayor Pro Tem, or if the Mayor and the
Mayor Pro Tem are not available then County Commissioners in order of
priority based on longest consecutive tenure on the Board of County
Commission, but the purchase must be ratified after -the -fact by the Board
of County Commissioners at the next practicable meeting of the BOCC.
3. With respect to an emergency as defined in Section 2-347(k)(1)d. of the Monroe
County Code, the purchase may be approved up to the spending levels outlined in
Chapter 2 of this Manual, including the requirement to obtain competitive price
quotes, where necessary.
Rev. BOCC 7/15/2015 20
4. Where the purchase of goods or services requires a contract, the contract must be
ratified after -the -fact by the Board of County Commissioners at the next
practicable meeting of the BOCC.
5. Authorization During Normal Business Hours. In the case of emergencies that
require the immediate purchase of goods, equipment, or services, the County
Administrator, Purchasing Director, Department Director, or a properly
authorized designee shall be empowered to secure such goods or services
without competitive selection. In this event, all measures reasonably possible
under the circumstances shall be taken to assure the maximum cost benefit to the
County of the goods or services procured.
6. Authorization Outside of Normal Business Hours. A department or division
director, during non -business hours, is authorized to make purchases
without competitive solicitation, when an emergency arises.
7. Documentation and Approval. Documentation for emergency purchases pertaining
to the above shall be submitted to the Purchasing Office with a detailed
explanation, and support material attached, if applicable, within ten (10)
workdays after the event occurred. Emergency purchases below the competitive
solicitation thresholds shall be approved by the County Administrator after -the -
fact. All emergency purchases equal to or exceeding $50,000.00 must be
approved by the BOCC after -the -fact.
8. All emergency purchases are subject to approval by either the BOCC, County
Administrator or Director of Purchasing at the authorized level of authority. Any
waiver of competition in a specific instance shall not serve to waive competition
of future purchases of a similar or exact nature.
Emergency purchases are to be used only when unforeseen circumstances occur. Poor planning
does not constitute an emergency.
C. State Contracts or GSA Contracts
Purchases equal to $50,000 or more from vendors holding current "State" and Government
Services Administration herein after ("GSA") contracts are exempted from the competitive
bidding process. However, before any purchase is made through an existing contract, the
Requesting Department must first contact other South Florida vendors in order to determine if
the goods or services sought are available at a lower price than the price(s) of the existing
contract. If the goods or services are available from another vendor at a price lower than the
price of the existing contract, then the contract for the goods or services must be awarded to that
vendor. The purchase of the goods or services sought may be made through the existing contract
if none of the other vendors contacted by the Requesting Department offered the goods or
services at a price lower than the price of the existing contract. The Purchasing Director will
review and verify the Requesting Department's information or documentation.
Rev. BOCC 7/15/2015 21
D. Previously Approved Projects
Once the BOCC has approved a project, concept, and/or specific capital budget item, subsequent
additional, redundant approval by the BOCC is specifically not required for related requests for
competitive solicitations. (BOCC action 5-26-93, Page 93/254 #1).
E. Piggybacking
The County has the option to "piggyback" on another governmental entity's or not for profit
association's competitively awarded bid to take advantage of the pricing received:
1. The Requesting Department in conjunction with the Purchasing Section must first verify
specifications and award information and receive permission from both the entity and the
vendor to piggyback.
2 Piggyback purchases equal to $50,000 or more are not subject to the competitive
solicitation process. However, before any purchase is made through an existing contract,
the Requesting Department must first contact other South Florida vendors in order to
determine if the goods or services sought are available at a lower price than the price(s)
of the existing contract. If the goods or services are available from another vendor at a
price lower than the price of the existing contract, then the contract for the goods or
services must be awarded to that vendor. The purchase of the goods or services sought
may be made through the existing contract if none of the other vendors contacted by the
Requesting Department offered the goods or services at a price lower than the price of the
existing contract. The Purchasing Director will review and verify the Requesting
Department's information or documentation.
3. Conversely, Monroe County will allow other governmental entities to piggyback on
Monroe County's quotes when requested.
4. Please note the term "piggyback" only applies when the items(s) or services(s) being
purchased are exactly the same as the original award.
5. The following is intended as an exception to paragraph (E)2., above. In the case of the
purchase of vehicles and tires by piggybacking on the bid program organized by the
Florida Sheriffs Association or any other not -for -profit corporation that has issued a
request for competitive solicitation in order to assemble bids or proposals for the
purchase of goods through public procurement process that meets the essential
requirements of Section 287.057, F.S., an item will be eligible for purchase only if the
Requesting Department can demonstrate that: (a) the specifications and price for the base
vehicle being purchased, without options, match exactly with the base vehicle shown in
the operative bid award issued by the Florida Sheriff s Association; (b) the specifications
and price for the options being purchased as an add -on to the basic vehicle match exactly
with one or more of the options available for that basic vehicle as shown on the operative
bid award issued by the Florida Sheriff s Association; (c) the vehicle is being purchased
from a dealer approved in the bid award; and (d) in all other respects, the purchase
conforms with the procedure laid out in the bid award.
Rev. BOCC 7/15/2015 22
CHAPTER 8. BLANKET PURCHASE ORDERS
A Blanket Purchase Order (BPO) is a simplified method of filling anticipated repetitive
requirements for supplies or services with qualified vendors during a specified period (not to
exceed 12 months or one (1) fiscal year whichever is less). BPOs are designed to reduce
administrative costs in accomplishing purchases (up to $49,999.99) by eliminating the need of
issuing individual written purchase orders.
1. BPOs are issued when there are repetitive needs for specific items or services and when
the exact quantities and delivery requirements are not known in advance and may vary.
A purchase requisition containing (1) description of the required items or services, (2)
specified period, and (3) estimated quantities for the specified period, is required to get a
pre -priced BPO. BPOs cannot be issued without a maximum dollar amount. A BPO shall
be authorized in writing by the Division or Department Director or their designee.
CHAPTER 9. MINORITY BUSINESS ENTERPRISE (MBE), SMALL BUSINESS &
DISADVANTAGED BUSINESSES
On all contracts or contract modifications of over $500,000 ($1,000,000 for construction) and
that have subcontracting possibilities, and for all federally funded contracts, the Purchasing
Director and/or the Division/Department having project management/oversight responsibilities,
should submit an acceptable subcontracting plan. Under such a plan, maximum practicable
opportunities must be afforded to small and small minority firms. This plan must include:
1. Separate percentage goals for using small business concerns and small
disadvantaged business concerns.
2. Name of an individual employed who will administer the firm's
subcontracting program.
3. Description of efforts to be made to insure that such firms have an
equitable opportunity to compete for subcontracts.
4. Assurance that the clause at FAR 52.219-8 will be included in all
subcontracts that offer subcontract opportunities (as applicable).
5. Assurance that federally funded contracts comply with the provisions
contained therein.
6. Assurance to cooperate on surveys for compliance.
Rev. BOCC 7/15/2015 23
CHAPTER 10. PURCHASE OF INSURANCE
Any purchase of insurance by the Monroe County BOCC shall be treated as the purchase of a
commodity and regulated the same, except as set forth below.
The purchase of builder's risk insurance for County projects may be exempt from competitive
bidding procedures pursuant to Section 2-347(e)(5)(g.) For the purchase of builder's risk
insurance expected to cost less than $50,000, separate price quotes are not required, but the agent
should solicit several insurance companies to ensure that the best price is attained. For the
purchase of builder's risk insurance expected to cost more than $50,000, the County
Administrator should authorize the purchase and report to the Monroe County BOCC the
purchase of the premiums. It is understood that since the cost of builder's risk polices are
included in the overall budget for the project, the cost of premiums will be paid from the funding
source for that project which are generally approved by the BOCC as part of the budget process.
The purchase of insurance which is exclusive, due to the unique terms and conditions and/or the
detailed coverage required by the County, may also be exempt from competitive bidding
procedures pursuant to Section 2-347(e)(5)(g.). Risk should document the reason(s) for the
policy beingexempt xempt from the competitive bidding procedures. When premiums exceed $50,000,
the Monroe County BOCC should authorize the exemption. In an emergency, i.e. an interruption
of an essential government services, the County Administrator may authorize the purchase of the
policy and seek ratification from the Monroe County BOCC.
All policies for insurance coverage shall have an initial term and shall thereafter be renewable
yearly for up to three (3) additional years with BOCC review.
CHAPTER 11. RECYCLED CONTENT PRODUCTS
The County shall on a continuing basis encourage the use of products and materials with
recycled content. Preference shall be given to the procurement of recycled content products and
materials when it can be determined that such purchases are cost effective, meet specifications
required and are in the best interest of Monroe County.
For the purposes of this section "recycled content" means materials that have been used, recycled
and are contained in the products or materials to be procured as "post" recycled. To the extent
feasible each department shall keep a compilation of the number and amount of recycled product
or materials it purchases each fiscal year.
CHAPTER 12. SURPLUS ITEMS
The objective of this policy is to ensure that all County assets are properly tracked and disposed
of in compliance with Florida Statutes.
The following rules apply to all departments and divisions in possession of fixed assets
belonging to Monroe County. The rules also apply to constitutional officers, contracting parties,
Rev. BOCC 7/15/2015 24
and third party entities in possession of fixed assets belonging to Monroe County. (Each such
department, division, or office shall be known as a "using agency".)
Contracting parties in possession of tangible non -consumable property owned by Monroe
County which is no longer used or which has become obsolete, worn out or which the parties
believe should be scrapped shall submit reports identifying such property to the division or
department responsible for their contract, which in turn shall forward the reports to the Clerk of
the Court, Property Clerk.
I
2
3
Each using agency shall assign a person who will be primarily responsible for
maintaining the fixed assets of the Department, Office, or Division ("Property
Custodian").
Classification of Surplus Property.
a) Property may be designated as surplus by the using agency for any of the
following reasons:
(1) It becomes inoperable and cannot be repaired;
(2) It is more economical to replace the asset than to repair it;
(3) Property become obsolete;
(4) The department or division or office no longer has need of the item; or
(5) It is scheduled for replacement as a matter of policy.
b) All property that is declared surplus shall be designated into one of four (4)
categories:
(1) Vehicles;
(2) Property with a historical purchase value equal to or greater than $1,000
(fixed asset, with property ID#);
(3) Property with a historical purchase value less than $1,000 (non -fixed asset,
no property ID#);
(4) Computers, computer -related, and telecommunication equipment.
After the property has been placed into a specific category the following procedures will
be used for disposition:
(1) If the asset has a useful life, it will be offered to all other County
departments and divisions by use of County e-mail for a period of 10 days,
on a first come, first serve basis. A Fixed Asset Transfer Form (See
Attachment B.4) will be completed by the receiving and transferring
Rev. BOCC 7/15/2015 25
department, office or division and submitted to the Property Inventory
Clerk with a copy to Risk Management.
(2) Property estimated to have a fair market value equal to or greater than
$5,000 shall be sold by competitive solicitation/public auction to the
highest responsible responder after publication of notice of at least one
week and not more than two weeks in a newspaper of general circulation
within the County; and additional notice if, in the opinion of the using
agency, it will serve the best interests of the County.
(a) Required forms to initiate the competitive solicitation/public
auction of surplus property: The Property Custodian within the
using agency is responsible for preparing and submitting an
Inventory Deletion Request Form (See Attachment B.2.), executed
by the Property Custodian and the Division Director of the using
agency, to the Property Inventory Clerk. For computer related
equipment valued over $1,000, the Property Custodian in the
using agency is responsible for preparing and submitting the
required Computer Related Equipment Inventory Deletion Request
Form (See Attachment B.3). The Information Technology
Department will send the completed form to the Property Inventory
Clerk and coordinate directly with the Property Inventory Clerk and
the using agency for the competitive solicitation/public auction
and/or transfer, donation or disposal of the surplus computer
equipment. (See Administrative Instruction 4725. Effective June 18,
2012).
(b) BOCC must approve the request to advertise for competitive
solicitation/public auction for the sale of surplus property. Upon
receipt of the fully executed Inventory Deletion Request Form or
Computer Related Equipment Inventory Deletion Request Form, the
Property Inventory Clerk or using agency, will place an item on the
BOCC agenda for approval of competitive solicitation/public
auction for the sale of the surplus items.
(c) Scheduling and Coordination of Competitive
Solicitation/Public Auction: Following BOCC approval, the
Property Inventory Clerk initiates and coordinates the competitive
solicitation process for the sale of surplus property at intervals
throughout the year as needed, coordinating with the Property
Custodians in each using agency, the County Attorney's Office and
the BOCC Purchasing Office. In addition to the Property Inventory
Clerk's sale of surplus property, the using agency may schedule and
coordinate a competitive solicitation/public auction for the sale of
specific surplus property when it is necessary or beneficial for the
County.
Rev. BOCC 7/15/2015 26
(d) Notice: At the request of the Property Inventory Clerk or using
agency, the County Attorney's Office prepares a Notice of Request
for Competitive Solicitation (see Attachment B_ using the surplus
property inventory data provided by the Property Inventory Clerk or
using agency. The County Attorney's Office transmits the notice
requesting publication one time in the Key West Citizen (as the
local newspaper qualifying under Florida Statutes Chapter 50.031)
and, per BOCC direction, one time in the Middle and Upper Keys
area newspapers (Keynoter and Reporter). The Notice shall also be
posted to the County's website. The Purchasing Director places the
item(s) on DemandStar.
(e) Once the opening is held and the responses are reviewed, the
Property Custodian within the using agency places an item on the
BOCC agenda, requesting approval to award/sell specific item(s) to
the highest responsible responder.
(f) After payment is received, the Property Inventory Clerk is
responsible for preparing and transmitting a Bill of Sale, Absolute to
the County Attorney's Office for each individual surplus item being
sold. The County Attorney's Office transmits the Bill of Sale,
Absolute to the Clerk for execution by the Mayor and recording of
the document in BOCC records. The Clerk then transmits the fully
executed original Bill of Sale, Absolute (s) to the Property Inventory
Clerk to transfer title and possession of the item(s) to the successful
bidder, coordinating with the using agency as needed.
(3) All assets with a fair market value lower than $5,000 may be sold at
auction in accordance with the procedure set forth above, or may be
donated to another governmental entity or not -for -profit organization.
Assets with a fair market value equal to or greater than $5,000 for which
no bid was received at public auction may also be donated to a
governmental entity or not -for -profit organization.
(4) Property deemed to have no further use to the county due to obsolescence,
inefficiency, or being uneconomical may be donated to another
governmental entity within the county or a private not -for -profit
organization within the county.
(5) Only assets estimated to have no value or which have been advertised for
bid and for which no bid was received, or for which attempts to donate
were unsuccessful, may be destroyed. If an asset is destroyed, the
surrendering using agency is responsible for submitting a copy of the
Asset Destruction Certification to Finance with a copy to Risk
Management.
Rev. BOCC 7/15/2015 27
(6) All assets under a lease agreement will be disposed of in accordance with
the terms of the agreement.
(7) If it is determined that the trade-in value is more beneficial to the County,
a vehicle or piece of equipment may be used as a trade-in for the purchase
of replacement equipment.
(8) If it is determined that it is useful and economical to retain a portion, or a
component, of the asset for future use, then the portion or component can
be retained and the balance of the asset sold, donated, or destroyed. In
such case the portion retained and the portion sold, donated, or destroyed
shall be noted on appropriate forms.
4. Subject to the procedures noted above, responsibility for disposition is as follows:
a) Fleet Management is responsible for the disposition of vehicles, excluding Fire
Rescue vehicles.
b) Property Custodians are responsible for the disposition of fixed assets of any
value, other than vehicles, computers, computer -related, and telecommunication
equipment.
c) Information Technology is responsible for the disposition of computers,
computer -related, and telecommunication equipment.
5. Employees of Monroe County are expressly forbidden to bid on sales of surplus Monroe
County property. No employee's relative, as defined by Florida Statute Section
112.312(21), shall be allowed to bid on surplus property over which the employee had
custody or authority to initiate or authorize the decision to surplus.
F.S. 112.312(21):
"Relative," unless otherwise specified in this part, means an individual who is related to a
public officer or employee as father, mother, son, daughter, brother, sister, uncle, aunt,
first cousin, nephew, niece, husband, wife, father-in-law, mother-in-law, son-in-law,
daughter-in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepson,
stepdaughter, stepbrother, stepsister, half-brother, half-sister, grandparent, great
grandparent, grandchild, great grandchild, step grandparent, step great grandparent, step
grandchild, step great grandchild, person who is engaged to be married to the public
officer or employee or who otherwise holds himself or herself out as or is generally
known as the person whom the public officer or employee intends to marry or with whom
the public officer or employee intends to form a household, or any other natural person
having the same legal residence as the public officer or employee.
Rev. BOCC 7/15/2015 28
CHAPTER 13. PURCHASING CARDS (P-CARDS)
The Monroe County Purchasing Card Policy & Procedures establishes detailed procedures and
policies which control the use of Purchase Cards. The Purchasing Card Policy & Procedure is to
be followed and is attached hereto as Attachment C. There shall be absolutely no personal
purchases made with the County issued P-Card.
Rev. BOCC 7/15/2015 29
ATTACHMENT A.
MEMORANDUM
To: Purchasing Department VIA: County Attorney's Office (for prior legal review/approval)
From:
Date:
Subject: Request for Competitive Solicitations
After obtaining legal approval, I have attached one (1) copy of the competitive solicitation
approved by legal and the Notice of Request for Competitive Solicitations, as it will publish, along
with one (1) CD containing a copy of the approved competitive solicitation (in .pdf format) and a
copy of the notice, as it will publish, (in Word format) for:
1.
(Name as appears on the cover page of the Competitive Solicitation)
BOCC Approval Date:
Division Director Approval:
Date Received for Legal Review/Approval:
Legal Approval Date: Reviewing Attorney
Opening Date Assigned by Purchasing:
Date Notice Transmitted to Papers by Legal/Memo Returned to
Date:
_ Date assigned:
Department:
2. Require vendors submit 2 signed originals and one copy of their bids (minimum required) or as
specified below.
3. Contact person/phone # for questions regarding specifications:
4. Advertising expenses are to be charged against account:
5. Notice to run 21 30 45 60 (circle one) or days prior to bid opening.
6. To add "supplemental suppliers" please provide company name and email address
(attach list if more than one or more room needed).
7. In addition to the 3 local newspapers, please place notice in the following advertising
newspapers. Must have Division Director approval for additional advertising.
Enclosures: One (1) copy of approved competitive solicitation, notice and one (1) CD
Rev. BOCC 7/15/2015 30
ATTACHMENT B.
(Sample Form)
NOTICE OF REQUEST FOR COMPETITIVE SOLICITATIONS
NOTICE IS HEREBY GIVEN that on January 11, 2012 at 3:00 P.M. the Monroe
County Purchasing Office will receive and open sealed responses for the following:
TOM'S HARBOR CHANNEL
BRIDGE REPAIR PROJECT
DUCK KEY, MONROE COUNTY, FLORIDA
Requirements for submission and the selection criteria may be requested from DemandStar by
Onvia at www.demandstar.com OR www.monroecountybids.com or call toll -free at 1-800-
711-1712. The Public Record is available at the Monroe County Purchasing Office located at
The Gato Building, 1100 Simonton Street, Room 2-213, Key West, Florida. All Responses must
be sealed and must be submitted to the Monroe County Purchasing Office.
Publication dates
Reporter (Fr) 12/9/2011
Keynoter (Sa) 12/10/2011
Citizen (Fr) 12/9/2011
Rev. BOCC 7/15/2015 31
ATTACHMENT B. L
APPROVAL TO ISSUE ADDENDUM
All addenda to a request for sealed competitive solicitations must be available for viewing on
Demandstar no later than five (5) days prior to the advertised opening (not counting the day
of the opening) and/or in compliance with any other applicable requirements. Addenda
shall clearly point out any addition or change to the specifications.
It is the responsibility of the Requesting Department and/or Division Director to
ensure that all addenda is reviewed and approved by legal prior to submission to
Purchasing.
All addenda must be accompanied by this Approval to Issue Addendum form which must be
executed by the reviewing County Attorney or Assistant County Attorney and the
Requesting Department and/or Division Director (as applicable) or their designee PRIOR to
submission to Purchasing for approval and execution by the Purchasing Director or
designee. Addenda received by Purchasing without this form or without proper execution
will be returned to the Requesting Department/Division Director.
County Attorney or Assistant County Attorney Date
Department Director (or designee) Date
Division Director (or designee) Date
Purchasing Director (designee) Date
Re:
(Name as appears on the cover page of the Competitive Solicitation)
Rev. BOCC 7/15/2015 32
ATTACHMENT B.2.
MONROE COUNTY
INVENTORY DELETION REQUEST
TO: , Property Clerk FROM:
Finance Dept., Stop 8
DATE:
M.C.
I.D. Number
Serial
Number
Asset
Description
Date
Purchased
Original & Est.
Present Value
CHECK ONE (1) APPROPRIATE LINE BELOW:
APPROVAL TO ADVERTISE FOR BIDS.
APPROVAL TO DISPOSE OF IT.
APPROVAL TO REMOVE FROM INVENTORY AND DONATE TO:
REASON FOR REQUEST:
I. . . . . ,
1'
Signature
DIVISION DIRECTOR
APPROVAL:
Rev. BOCC 7/15/2015 33
DATE:
Signature
MONROE COUNTY
COMPUTER RELATED EQUIPMENT
INVENTORY DELETION REQUEST
(ATTACHMENT B.3.)
TO: , Property Clerk FROM:
Finance Dept., Stop 8
DATE:
M.C.
I.D. Number
Serial
Number
Asset Description
Date
Purchased
Original & Est.
Present Value
CHECK ONE (1) APPROPRIATE LINE BELOW:
APPROVAL TO ADVERTISE FOR BIDS.
APPROVAL TO REMOVE FROM INVENTORY AND DISPOSE OF IT.
APPROVAL TO REMOVE FROM INVENTORY AND DONATE TO: _
REASON FOR REQUEST:
ff ��
Signature
Printed Name
DIVISION DIRECTOR APPROVAL:
INFORMATION TECHNOLOGY
APPROVAL:
Rev. BOCC 7/15/2015 34
DATE:
Signature
Printed Name
Signature
Printed Name
MONROE COUNTY
FIXED ASSET TRANSFER FORM
(ATTACHMENT B.4.)
TO: , Property Manager FROM:
FINANCE DEPT, Stop #8
ASSET I.D. NUMBER & DESCRIPTION
SERIAL NUMBER
LOCATION
FROM:
LOCATION
TO:
Cost Center Number:
Cost Center Number:
Cost Center Name:
Cost Center Name:
Location of Asset:
OWNERSHIP CHANGE: YES NO
DATE:
SURRENDERING DEPARTMENT:
Print name:
RECEIVING DEPARTMENT:
Print name:
Rev. BOCC 7/15/2015 35
ATTACHMENT C.
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
PURCHASING CARD POLICY & PROCEDURES
PURPOSE: To establish those procedures under which departments will control the
use of Purchase Cards assigned to and utilized by Board of County Commissioners
(BOCC) employees for purchasing non -restricted commodities and services on behalf of
the BOCC. These procedures are intended to accomplish the following:
1. To ensure that the procurement with Purchasing Cards is accomplished in
accordance with the policy and procedure established within this and other
sections of this manual.
2. To enhance productivity, significantly reduce paperwork, improve controls, and
overall cost associated with purchases.
3. To ensure appropriate internal controls are established within each department
procuring with Purchasing Cards so that they are used only for authorized
purposes.
4. To have timely and meaningful management reports which detail and summarize
periodic activity.
5. To ensure that the BOCC bears no legal liability from inappropriate use of
Purchasing Cards.
6. To provide a convenient method for purchases, consolidate payments, improve
customer service, reduce transaction cost, streamline processes, and capture
spending information.
7. Ensure prompt payment to vendors.
8. Provide hard data on purchase activity with vendors in order to achieve savings
by negotiated discounts based upon the volume of business with the vendor.
9. Specific advantages within the Purchasing Card Program itself include the
various ways that limits and restrictions can be established that allow the
tailoring of individual cards to fit the needs of the user. This will extend
purchasing responsibility to more individuals than in the current purchasing
environment, while maintaining or even increasing accountability.
The success of the BOCC Purchasing Card Program relies on the cooperation and
professionalism of all personnel associated with this initiative. The most important
participant is the Cardholder. The individual user is the key element in making this
program successful.
Finally, it is intended that the procedures established herein are viewed as minimum
standards for each department, who may wish to establish additional controls beyond
those suggested by the procedures.
Rev. BOCC7/15/2015 36
SCOPE: This procedure will be applicable to those departments who have selected
employees to use Purchasing Cards to purchase goods, services, travel and training, or
for specific expenditures incurred under conditions approved by these procedures, i.e.
emergencies. The decision of when a Purchasing card is issued, to whom, and the dollar
limitations will be as requested by the Department Director and approved by the Budget
& Finance Division Director and/or the Purchasing Card Program Administrator.
APPLICABILITY: This procedure applies to all departments of the BOCC.
BACKGROUND: A number of unique controls have been developed for this program
that does not exist in a traditional credit card environment. These controls ensure that
each card can be used only for specific purposes and within specific dollar limits.
In addition, certification of all purchases is required by each Cardholder, with
verification performed by their immediate supervisor before payment is made to the
vendor.
LIMITS AND RESTRICTIONS: The following limits can be uniquely established:
1. Spending amount per day, billing cycle, and month. The Cardholder can only
incur transactions totaling a predetermined dollar amount within any defined
period.
2. Number of transactions per day, billing cycle and month. The Cardholder can
only incur a predetermined number of transactions within a predefined period.
3. Single Purchase Amount. A limited dollar amount for any single transaction.
Cardholders shall not split transactions to stay within their limits.
4. Merchant Category Codes (MCC). The MCC are assigned by VISA to a
merchant which identifies the primary type of goods or service they provide.
The MCC are designed to offer every combination possible and restrictions are
imposed at the point of sale if the blocked merchant requests authorization for
the transaction.
BENEFITS: There are many benefits to using the Purchasing Card including:
1. Board of County Commissioners Benefits:
a. Simplifies the purchasing process for the large number of low dollar
purchases, freeing up time for large dollar purchases.
b. Significantly reduces the overall transaction processing cost per purchase.
C. Increased accountability.
d. Provides management information electronically which is currently
unavailable.
Rev. BOCC 7/15/2015 37
2. Cardholder Benefits:
a. Convenience of purchasing without an intensive Requisition/Purchase
Order processing system.
b. Expedites the delivery of goods or services to the job site.
C. Expands the list of merchants from whom purchases can be made.
3. Merchant Benefits:
a. Expedites payment to the merchant within 48 hours
b. Reduces merchant maintained "account" paperwork.
C. Lowers risk of nonpayment.
TRAINING: All Cardholders will complete training before they are issued a
Purchasing Card.
1. Participating in the Purchasing Card Program is a privilege being offered by the
BOCC. If the County Administrator through the Purchasing Card Program
Administrator and/or the Clerk of the Court becomes aware of any inappropriate
or late approval of transactions, Cardholder privileges may be cancelled.
2. It is expected that the Purchasing Card Procedures and training program will
assist you in making this program a success.
1. CARDHOLDER SPENDING LIMITS
1.1. The Delegation of Authority that has been provided to each Cardholder
will set the maximum dollar amount for each single transaction up to a
maximum amount of $2,499.99 at the Director Level for the small non -
stocked products and services or for travel and training. Each time a
Cardholder makes a purchase with his/her Purchasing Card, this limit will
be checked, and the authorization request will be declined should the
amount exceed the limitation.
1.2. Purchasing Cards issued to the Mayor and County Commissioners,
County Administrator, Deputy County Administrator, Division Directors,
Purchasing Card Program Administrator, Purchasing Agents/Buyers may
be authorized for a higher maximum amount per purchase.
1.3. Purchasing Card Program Administrator or Backup Purchasing Card
Administrator may establish different limits for each employee with the
recommendation of the employee's Division Director and approval by the
County Administrator or Deputy County Administrator.
Rev. BOCC 7/15/2015 38
2. USE OF PURCHASING CARD
2.1. THE PURCHASING CARD IS TO BE USED FOR BOCC
PURCHASES ONLY. CASE ADVANCES THROUGH BANK
TELLERS OR AUTOMATED TELLER MACHINES ARE
PROHIBITED.
2.2. CARDHOLDER RESPONSIBILITY — The Purchasing Card that the
Cardholder receives has his/her name embossed on it and the card shall
not be lent to any other person.
2.2.1. Every Cardholder is responsible for the security of their
Purchasing Card. All precautions shall be used to maintain confidentiality
of the Cardholder's account number and expiration date of the Purchasing
Card.
2.3. CONDITIONS FOR USE — The total of a single purchase to be paid for
using the card may be comprised of multiple items but cannot exceed the
authorized single invoice limitation. Purchases will be denied if any
preset limits are exceeded. Payments for purchases are not to be split
in order to stay within the single purchase limit.
2.4. When using the Purchasing Card, Cardholders should:
2.4.1. Ensure that the goods or services to be purchased are allowable.
2.4.2. Determine if the intended purchase is within Cardholder's
Purchasing Card limits.
2.4.3. Advise the supplier/merchant that the purchase will be made
using the VISA Purchasing Card in advance.
2.4.4. Inform the merchant that the purchase is tax-exempt. Review the
receipt before leaving the store and if taxes were included,
request a credit.
2.4.5. If using the Purchasing Card for travel, membership dues,
conference, training or other transactions that require prior
approval, make sure all appropriate forms are completed and
approved prior to making the purchase.
2.5. When placing telephone or mail orders, Cardholders should notify the
merchant in advance and request that a credit be processed for the amount
of the tax charged.
2.5.1. If you place a telephone or mail order and sales tax was charged,
contact the merchant and request that a credit be processed for
the amount of the tax charged.
Rev. BOCC7/15/2015 39
2.5.2. Purchases made in Florida and for use in Florida are exempt
from Florida sales and use taxes. The BOCC tax exempt
identification number is printed on the Purchasing Card.
2.5.2.1. As with all BCOC purchases, the Cardholder must be diligent
when dealing with the merchant regarding taxes.
2.5.3. Make sure the merchant understands that charges are not to
be billed until the item(s) are actually received by the
Cardhaldi,r
2.5.4. If an item(s) is not currently in stock, and is back ordered,
remind the merchant that the Purchasing Card cannot be billed
until the back ordered item(s) are actually received by the
Cardholder.
2.5.5. To ensure prompt delivery of items ordered by telephone or by
mail, provide the merchant with the appropriate delivery of
information — do not use Post Office Box or "Ship To" address.
Request that you name and "Ship To" address with room number
(where applicable) are clearly marked on the outside of the
package.
2.5.6. Instruct the merchant to send the sales receipt directly to the
Cardholder and not to send an invoice to the Clerk's Office,
since the merchant will be paid by the merchant's financial
institution.
2.5.7. Tell the supplier/merchant that any shipping or delivery fees
must be included in the unit price — FOB: Destination. (A
delivery point in Monroe County.)
2.6. Returning Merchandise Purchased with the Card — Cardholder is
responsible for managing any returns/exchanges and ensuring that proper
credit is received for returned merchandise.
2.6.1. Contact the vendor and obtain instructions for return.
2.6.2. Review your next card statement to ensure that your account is
properly credited for the return.
2.6.3. A patter of returns and exchanges that indicate improper or
inaccurate initial product selection shall be reviewed and may
result in loss of privileges for the card holder.
Rev. BOCC 7/15/2015 40
2.7 The Purchasing Card may be used for travel or transportation related
expenses as follows:
2.7.1. When Cardholder must check a bag, and the airline imposes a
charge, the check bag charge is allowed.
2.7.2. A 15% tip for taxi drivers is allowed. The tip should not exceed
15% and should be included as part of the original transaction."
3. DOCUMENTATION, RECONCILIATION AND PAYMENT
PROCEDURES
3.1. Documentation — Any time a purchase is made that will be paid using the
Purchasing Card, the Cardholder is to obtain a customer copy of the
charge slip, which will become the accounting document. Make sure all
carbons, if used, and any excess copies are destroyed.
3.2. Missing Documentation — Missing documentation may result in the
cancellation of the employee's purchasing card. NO exceptions will be
made. Cardholders must keep all receipts, boarding passes and any other
documentation such as packing slips registration, etc. as normally
required by the Clerk of the Court for payment.
3.3. Payment and Invoice Procedures — Purchases made by employees will be
paid by the Clerk's Office once the Cardholder's certification and the
approving official's verification has been completed and the account
number has been assigned for each transaction.
3.3.1. Receipts: The Purchasing Card receipt or vendor's sales receipt
for purchases must be supplied. When purchases are conducted
by telephone, you must fill out the Telephone Order Forms and
request the vendor to forward the receipt to you. These receipts,
and any Telephone Order Forms, are to be stapled to the Daily
Purchase Card Purchase Report. Failure to keep adequate
receipts will lead to the loss of Purchasing Card privileges.
3.3.2. The Purchasing Card issuer, Bank of America, will provide one
copy of the billing statement to the Program Card Administrator
and one copy to the Clerk's Office, at the end of the billing cycle.
The Cardholder may request a copy of the billing statement at
any time. This statement will have a listing of all items processed
with the billing cycle. In addition to the monthly billing
statement, the Purchase Card Administrator or designee will
periodically review the Cardholder's statement using Bank
of America's on-line services.
Rev. BOCC 7/15/2015 41
3.3.3. Immediately following a purchase, the Cardholder must submit
the charge slip to his/her department's director, via their
immediate supervisor. The charge slip must be stapled to a
completed Daily Purchase Card Purchase Report. Non-
compliance may mean denial of future use, or other disciplinary
action.
3.3.4. The department's director reviews the Daily Purchase Card
Purchase Report received from the Cardholder and where
applicable, a "Statement of Dispute", is attached. Once review is
completed, the department's director will forward to the
Purchasing Card Program Administrator within two (2) days
after receipt from Cardholder. The department's director will fax
all "Statement of Disputes" to Bank of America.
3.3.5. Travel: The Purchasing Card Issuer will issue the "Statement"
on a scheduled basis each month. It will be the responsibility of
the Cardholder to provide his/her designated representative with
the receipt for that month should travel or extended leave be
scheduled at the time the statement is due and he/she will not be
able to complete the statement. The designated representative
will complete and make a copy of the statement for the absent
employee, and shall forward the copy of the statement to the
Purchasing Card Administrator with the rest of the Cardholder's
statements. The original Cardholder statement will be signed
by the employee at the time he/she returns and submitted.
3.3.6. The Purchasing Card Administrator will be responsible for
reviewing completed statements from all Cardholders, verifying
approval of purchases, resolving any questions on the purchases,
and signing the cover letter that accompanies the statements and
forwarding completed package with all attachments to the
Clerk's Office within three (3) working days after receipt from
the department directors. All statements should be furnished to
Clerk's Office at the same time. Should the Purchasing Card
Program Administrator not receive all of the statements, it will
be his/her responsibility to contact the appropriate department
director and have the statements furnished at once. If, however,
one or more statements are for some reason not received, the
remaining statements shall not be held while that one or more are
pending.
3.3.6.1. All attachments to the Statement must be stapled to the
statement and be sent to the Clerk's Office not later than the
third working day after being received by the Card
Administrator.
Rev. BOCC 7/15/2015 42
3.3.7. If a Cardholder had no purchase activity on his/her credit card
for a particular billing cycle, no Statement will be generated for
the Cardholder (unless adjustments for previously billed
transactions are processed during that cycle).
4. TRANSACTION APPROVAL
4.1. Approval of the transactions that a Cardholder had made using their
Purchasing Cards, will not be totally defined in this procedure.
Department Directors, because of his/her knowledge of the job
responsibilities of Cardholder, are required to look at each Cardholder's
purchases, and at the merchant who made the sale in order to determine if
these items were for Official Use and if they were items allowed to be
purchased in accordance with the instructions provided.
4.1.1. If for any reason the Department Director questions the
purchase(s), it is his/her responsibility to resolve the issue with
the Cardholder. If they cannot be satisfied that the purchase was
necessary and for Official Use, this would include an accidental
or inadvertent purchase, then the Cardholder must provide an
immediate payment for the purchase or a Credit Voucher proving
the item(s) had been returned for credit.
4.2. The County Administrator will be responsible for resolving abuses by
each Cardholder. Appropriate disciplinary action will be taken against
any Cardholder who misuses their privileges of up to and including
dismissal.
4.2.1. Should it be evident that an unauthorized purchase was
knowingly made, the County Administrator will determine what
action will be taken based on the facts presented by the
Purchasing Card Program Administrator.
5. DISPUTES/UNAUTHORIZED CHARGES
5.1. If a suspicious charge appears on a monthly statement, the Cardholder
should first attempt to verify the charge with records of purchase. If the
Cardholder does not agree with the charge posted on the statement, the
Cardholder must notify the bank in writing, using the "Cardholder
Dispute Form". A copy of the "Cardholder Dispute Form" will be
forwarded with the statement through the end -of -month processing cycle
for the statement. The bank will research the disputed charge and make
the necessary adjustments.
Rev. BOCC 7/15/2015 43
5.2 Credit to Account — When the bank receives proper notification of a
disputed charge, the charge amount will be removed from the total owed
by BOCC and shown on the monthly statement as a "suspense" item.
When the dispute is resolved, the charge will either be removed from the
monthly statement (if the charge was improper) or charged to the
Cardholder's department (if research shows the charge was valid).
5.3. If items purchased with the Purchasing Card are found defective or the
repair or services faulty, the Cardholder has the responsibility to return
item(s) to the merchant for replacement or to receive a credit on the
purchase. (Returns that require shipping will be coordinated through the
Purchasing Department.) CASH REFUNDS WILL NOT BE
PERMITTED. If the merchant refuses to replace or correct the faulty
item, then the purchase of this item will be considered to be in DISPUTE.
5.4. A disputed item must be noted on the Cardholder's Statement. In
addition, a "Cardholder's Statement of Disputed Item" form must be
completed by the Cardholder with appropriate documentation attached, if
necessary. This form will be forwarded with the statement through the
end -of -month processing cycle for the statement.
5.5. Disputed items are items that the customer (County) does not believe
he/she has received the item purchased, or the item has a defect. The
dispute must be resolved between the merchant and the cardholder before
any payment can be made.
5.6. It is essential that the time frames and documentation requirements
established by the Purchasing Card Issuer be followed to protect the
Cardholder's rights in dispute. Dispute policies and procedures issued by
the Purchasing Card Issuer will be provided at the time Purchasing Cards
are issued to Cardholder.
5.7. Fraudulent or improper items may be covered by the Liability Waiver.
However, disputed items are not considered fraudulent.
6. REQUEST FOR INITIAL, ADDITIONAL OR CHANGES TO
PURCHASING CARD
6.1. Requests for a new Cardholder or changes to a current Cardholder will be
done by submitting "Request for Purchasing Card" form. The Form will
be processed by the affected Department Director, who will forward the
request to the Purchasing Card Program Administrator.
Rev. BOCC 7/15/2015 44
6.2. All requests for Purchasing Cards must be approved by the Purchasing
Card Program Administrator and/or the Budget & Finance Division
Director.
6.3. The Purchasing Card Program Administrator's name must be provided to
Clerk's Accounts Payable/Receivable Division and kept current.
6.4. When Purchasing Card Program Administrator receives the Purchasing
Card from the credit card issuer, they shall print on the back of the card
the following statement:
"SEE DRIVER'S LICENSE"
7. ANNUAL INVENTORY OF PURCHASING CARDS
On an annual basis, the Purchasing Card Program Administrator will provide a
list of Purchasing Cards issued to employees for each department. The
Purchasing Card Program Administrator will conduct a physical inventory of
Purchasing Cards and prepare a report on the results of the physical inventory.
Additionally, spot check inventories of partial or whole departments may be held
at any time and without prior notification.
8. LOST OR STOLEN PURCHASING CARDS
8.1. Should an employee lose or have their Purchasing Card stolen, it is the
responsibility of the Cardholder to immediately notify the credit card
issuer, their Department Director, the Purchasing Card Program
Administrator and the Clerk's Accounts Payable/Receivable Division of
the loss. The telephone number of the credit card issuer will be provided
when the Purchasing Card is issued to the Cardholder.
8.2. To report a lost/stolen card:
The Cardholder must call Bank of America, Customer Service, at 800-
538-8788 immediately upon discovering that the card has been lost or
stolen. Help is available 24 hours a day. Also call the BOCC Purchasing
Card Administrator as early as possible on the first available business day
during normal business hours at (305) 295-4315.
8.3. Failure to promptly notify the issuing bank of the theft, loss, or
misplacement of the Purchasing Card could make the BOCC and/or the
Cardholder responsible for any fraudulent use of the card and result in
loss of privileges and/or disciplinary action for the Cardholder.
9. EMPLOYEE TERMINATION/TRANSFER
9.1 A Cardholder who terminates their employment must relinquish their
Purchasing Card at the time of the separation from BOCC to their
Rev. BOCC 7/15/2015 45
Department Director who will forward the card to the Purchasing Card
Programs Administrator. The Purchasing Card Program Administrator
will notify the bank and the Cardholder's card will be immediately
deactivated. A Cardholder who fraudulently uses the Purchasing Card
after separation from BOCC will be subject to legal action.
9.2. Transfer of an employee within their Department — If a Cardholder is
transferred with their department, it will be the responsibility of the
Department Director to determine if the Cardholder should retain his/her
current Purchasing Card. If it is determined that the Purchasing Card
should be kept by the Cardholder, the master file will be changed upon
notification to the Purchasing Card Program Administrator, using the
New Card/Change From, thereby eliminating the need for issuing a new
Purchase Card.
9.3. Transfer of an employee to another BOCC Department - If a Cardholder
is transferred to another BOCC department, it will be the responsibility of
the new Department Director to determine if the Cardholder should retain
his/her current Purchasing Card. If it is determined that the Purchasing
Card should be kept by the Cardholder, the master file will be changed
upon notification to the Purchasing Card Program Administrator, using
the New Card/Change Form, thereby eliminating the need for the issuing
of a new Purchasing Card.
9.4. Purchasing cards cancelled for any reason, shall be destroyed by cutting it
down the center of the magnetic strip and returning both parts to the
Purchasing Card Program Administrator for recording and submission to
the credit card issuer.
10. AUDITS/REVIEWS
10.1. The Card Program Administrator may randomly review Card activity and
usage and receipt retention for compliance.
10.2. The Clerk's office may conduct random audits on card activity and usage
and receipt retention, reconciliations, compliance, etc.
11. FEEDBACK
Your feedback regarding this program is important. The Purchasing Card
Program Administrator needs to know if you have any issues and we welcome
suggestions for improvement.
Rev. BOCC 7/15/2015 46
12. ACCOUNTING/PURCHASING PROCEDURES AND ACCOUNTING/TRAVEL
AND TRAINING PROCEDURES
These procedures must be in compliance with Monroe County's Purchasing
Policy and Procedures and must be incorporated with the State of Florida
Purchasing Card Guidelines, where applicable.
13. MERCHANT SIGN-UP
It is important to the success of the Purchasing Card Program that merchants
interested in doing business with the BOCC via the Purchasing Card receive
assistance in doing so. If merchants currently accept VISA credit cards, they are
already equipped to accept BOCC Purchasing Cards. A merchant who is not
currently accepting VISA credit cards should contact the Bank of America
merchant service provider, their own financial institution, or other merchant
service provider.
Rev. BOCC 7/15/2015 47
QUICK REFERENCE
1. What is a Purchasing Card?
■ A credit card that is used as an alternative payment method for small
dollar and travel and training expenditures for non -stocked products and
services, for travel and training, or as otherwise approved for the
individual Cardholder.
2. What re the advantages of using the Purchasing Card?
■ Improved user satisfaction due to prompt order confirmation and
accelerated product receipt.
■ Improved vendor relations by eliminating the potential for late payments;
the vendor is paid within 48 hours.
3. Who may have a Purchasing Card, and how do you obtain one?
■ Any Commissioner and/or employee responsible for making purchases
that is recommended by their Department Director and is approved by
the Purchasing Card Program Administrator.
4. What is the responsibility of the Cardholder?
■ Upon acceptance of the Purchasing Card, employee must sign a
"Cardholder Agreement". Signing this agreement, acknowledges
employee receipt of the card and acceptance of responsibility for abiding
by the terms and conditions of the agreement.
■ Ensure that usage of the card conforms to procedures and that the card is
used only for official business purposes.
■ Cardholder will obtain and verify charge receipts after each purchase and
attach to the Daily Purchase Card Purchase Report.
■ Cardholder must obtain their Department Director's approval on the
Daily Purchase Card Purchase Report.
■ Initiate and handle disputed charges.
5. What is the Department Director's responsibility?
■ Identify and recommend employees who should be issued a Purchasing
Card.
■ Identify and recommend limitations.
■ Ensure that the Purchasing Cards used in their department conform to
BOCC policy and program guidelines as well as the Purchasing manual.
■ Review and sign detailed Daily Purchase Card Purchase Report.
■ Forward Reports with receipts to the Purchasing Card Program
Administrator.
Rev. BOCC 7/15/2015 48
6. What is the resbonsibility of the Purchasing Card Program Administrator?
■ Manage, authorize, terminate, and maintain a file of individuals
authorized to conduct Purchasing Card transactions.
■ Respond to questions concerning Purchase Card expenditures.
■ Periodically review Cardholder's activity using Bank of America's on-
line services.
7. How are purchases made?
■ Cardholder calls or visits vendor and places order.
■ Cardholder provides the vendor with the Purchasing Card number and
delivery instructions.
8. Does the Purchasing Card have a spendinglimit?
imit?
■ Individual transactions limited up to a pre -approved amount for small
non -stocked products and services, for travel and training, or as
otherwise approved by the Purchasing Card Program Administrator
under the direction of the Budget & Finance Division Director and the
County Administrator.
9. What habbens if the statement is incorrect or an item needs to be returned?
■ Cardholder notifies credit card issuer if incorrect charge is identified on
the statement.
■ Cardholder works with the vendor to arrange for returns and credit.
■ Cardholder verifies that credit appears on next statement.
10. What types of purchases are allowable?
■ The Purchasing Card is to be used for purchases of small dollar
expenditures . These items can be purchased and picked up directly at
the vendor, or can be ordered by telephone or fax and delivered to the
Cardholder.
11. What purchases are disallowed?
■ The Purchasing Card cannot exceed limitations placed on the individual
card for non -stocked products and services, for travel and training or as
otherwise approved by the Purchasing Card Program Administrator.
■ Splitting of requirements — not allowed.
■ Entertainment
■ Meals — The County has an ordinance in effect with respect to meals,
please see 004-2004. Restaurant commodity codes will be excluded and
meals are prohibited.
■ Personal use.
■ Cash advance.
■ Gasoline.
■ Vehicle Repairs (excluding Fleet Management).
■ Alcoholic beverages.
■ Tobacco products.
Rev. BOCC 7/15/2015 49
■ Non -work or personal use items and services.
■ Services such as consultants or construction.
■ Telephone Credit Card.
12. It should be noted that the Purchasing Card will be used by designated personnel
to pay for issued Purchase Orders and other purchases not available to the
general users.
DEFINITIONS
Appointed Representative — An individual the Department Director selects to act on
their behalf.
Approver — A person delegated the responsibility of reviewing Cardholder transactions
to ensure the appropriateness of activity and timely processing of charges (Department
Director).
Billing Cycle — The monthly billing period that begins the 4th day of each month and
ends the 27th day of each month with a 14-day grace period before payment is due.
Cardholder — The BOCC employee to whom a written Delegation of Authority has been
given granting the use of the Purchasing Card to make purchases within present limits on
behalf of BOCC.
Cardholder Profile — Parameters that are set for a designated Cardholder that identify
the Cardholder, sets default accounting codes and provides restrictions or spending
limitations in the Purchasing Card system.
Cash Advance — Prohibited on the Purchasing Card as well as personal purchases.
Charge Slip/Documentation — Itemized list of individual purchases on receipt.
Contractor/Issuer — Bank of America.
Credit — Charged amount removed from total owed by the BOCC.
Cycle Limit — A maximum dollar value of charges and/or number of transactions that
may be applied to a Cardholder's purchasing authority for the billing cycle.
Daily Limit - A maximum dollar value of charges and/or number of transactions that
may be applied to a Cardholder's purchasing authority per day.
Delegation of Authority — A document issued by the Purchasing Card Program
Administrator that established the individual as an authorized Cardholder. The
delegation of authority will specify spending and usage limitations unique to that
Cardholder.
Delivery Address — Complete address including Cardholder's name and room number
(where applicable).
Designated Representative — Department Director is to review Cardholder's monthly
statement's receipts and transactions to ensure the appropriateness of activity and timely
processing of charges and/or credits applied to that department.
Dispute — For items purchased and found defective or faulty, the Cardholder can return
the item to the merchant who will initiate a credit that will appear on the next month's
statement of account.
MCC — Merchant Category Code assigned to merchant by the Credit Card Company, i.e.
VISA, which identifies the primary goods or services provided by the merchant.
Rev. BOCC 7/15/2015 50
Monthly Limit — A maximum dollar value of charges and/or number of transactions that
may be applied to a Cardholder's purchasing authority during a month.
Non -stock Materials — Materials not available through supply inventory.
Official Use — Necessary merchandise purchased for BOCC use.
Payer- The payer will be Monroe County Board of County Commissioners, through the
Finance Department, ensuring that adequate or appropriate accounting codes are
assigned. Normally, this will be the last level of review prior to processing for payment
but is not part of the "approval" levels.
Purchasing Card — A credit card that is used as an alternative payment method.
Purchasing Card Programs Administrator — The individual who is responsible for the
Board of County Commissioners' (BOCC) Purchasing Card Program.
Reconciler — The individual who reconciles Cardholder receipts.
Reconciliation — Balancing charge slips with bank statement.
Services — Non -personal temporary work.
Single Purchase Limit — Each Cardholder will be limited to a preset maximum amount
on any single small non -stocked product or service, for travel and training or as otherwise
determined by the Purchasing Card Program Administrator.
Small Purchase — An acquisition of supplies, and non -personal services in the amount of
$999.99 or less and purchased without a Purchase Order.
Statement — Monthly record of charges and credits.
Tax Exemption — All purchases shall be exempt from state and local taxes, in
accordance with state law.
Rev. BOCC 7/15/2015 51
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
REQUEST FOR PURCHASING CARD
To: Purchasing Card Program Administrator
From:
Subject: REQUEST FOR PURCHASING CARD
Request the following employee be authorized a BOCC Purchasing Card:
Full Name: (Type or Print)
Sample Signature:
Title:
Florida Driver's License #
Immediate Supervisor:
Restrictions: Single limitation: $
Monthly limitation: $
Types of products to be authorized:
Employee Number:
DIV. DIRECTOR/COUNTYADMINISTRATOR (TYPE OR PRINT) PURCHASING CARD ADMINISTRATOR (TYPE OR PRINT)
SIGNATURE OF DIV. DIRECTOR/COUNTY ADMINISTRATOR SIGNATURE OF PURCHASING CARD ADMINISTRATOR
cc: Authorized Employee
Rev. BOCC 7/15/2015 52
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
CARDHOLDER AGREEMENT
Please review the terms stated below and sign:
I agree to use this Purchasing Card only for actual and necessary BOCC business
expenses incurred by me in accordance with the BOCC Purchasing Card
Procedures.
I have read the Purchasing Card Procedures, and agree to abide by the procedures
contained therein. I acknowledge that use of this card for any purpose other than
BOCC approved business expenses are prohibited and will be grounds for
corrective action, up to and including termination. In addition, I agree that I must
reimburse the BOCC for any such charges.
I agree to surrender the Purchasing Card immediately upon retirement,
termination or upon request of an authorized representative of the BOCC. I
understand that use of the Purchasing Card after privileges are withdrawn is
prohibited.
If the card is lost or stolen, I will immediately notify the issuing bank (Bank of
America) by telephone. I will confirm the telephone notification by mail or
facsimile to the issuing bank and with a copy to my Department Director and the
Purchasing Card Program Administrator. I understand that failure to promptly
notify the issuing bank of the theft, lost, or misplaced Purchasing Card could
make me responsible for any fraudulent use of the card.
Bank Contact: Jeri Winkleblack, Vice President, Florida Account Manager
850-561-1737 Fax:850-561-1965
Customer Service: 800-822-5985 Fax: 757-823-7473
Cardholder
TYPE OR PRINT NAME
Signature:
Date:
Department:
Phone Number:
cc: Cardholder
Rev. BOCC 7/15/2015 53
Monroe County Purchasing Policy and Procedures
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
DAILY PURCHASE CARD PURCHASE REPORT
Cardholder (Type Name) Statement for the Month of
Department Director:
Department Ext.
Date
Receipt
Inv. #
*Attached
Description of
Purchase
Merchant's
Name
Dollar
Amount of
Purchase
Dispute(
d)/
Credit
(c')
Cost
Center/Account #
Cardholder's Signature:
Director's Signature for Approval:
*REMEMBER TO ATTACH ALL RECEIPTS (PURCHASE AND CREDIT).
Page 54
Rev. BOCC 7/15/2015
Monroe County Purchasing Policy and Procedures
Bank of America
Phone 1-800-538-8788 Fax 1-800-253-5846
Outside of U.S. (757) 677-4705 Fax (757) 677-4361
Attn: Commercial Card Services
CARDHOLDER STATEMENT OF DISPUTED ITEM
Company Name: Cardholder
Name:
Cardholder Account Number:
Statement
Date
Transaction
Date
Merchant Name/Description
Amount
Posting Date
Reference Number
Check the description most appropriate to your Dispute. If you have any questions, contact Bank of America at 1-800-
538-8788.
1. Alteration of Amount:
The amount of the sales draft has been altered from $ to $
(Please include copy of sales draft.)
2. Unauthorized Mail or Phone Order:
I certify the charge listed above was not authorized by me or any person authorized by
me to use this account. I have not ordered merchandise by phone or mail, or received
goods and services as represented above.
3. Cardholder Dispute:
I did participate in the above transaction, however, I dispute the entire charge, or portion,
in the amount of $ because
4. Credit Not Received:
The merchant has issued me a credit slip for the transaction listed above, however, the
credit has not posted to my account. The date on the voucher is between 30 and 90 days
old. (Please include a copy of the credit voucher.)
5. Imprinting of Multiple Slips:
The above transaction represents multiple billing to my account. I only authorized one
charge from this merchant for $ I am still in possession of my card.
6. Merchandise Not Received:
My account has been charged
for the above transaction, but I
have not received this
Merchandise. I
have contacted the merchant.
Page 55
Rev. BOCC 7/15/2015
Monroe County Purchasing Policy and Procedures
7.
Merchandise Not Received:
My account has been charged for the above
transaction, but I have since contacted the
merchant and canceled the order. I will
refuse delivery should the merchandise still
be sent.
8.
Merchandise Returned:
My account has been charged for the
transaction listed above, but the merchandise
has been returned. Provide a description of
the circumstances. (Please include postal
receipt if applicable.)
9.
Inadequate Des cription/Unrecognized Charge:
I do not recognize this charge, please supply a
copy of the sales draft for my review.
10.
I am no longer disputing this charge.
11.
Other/Comments
Page 56
Rev. BOCC 7/15/2015
PURCHASING CARD TELEPHONE ORDER
(For Internal Use Only, Retain With Receipts)
Reminder: Board of County Commissioners is exempt from Florida Sales Tax. Give vendor the tax
exemption number on the Purchasing Card.
It is the Cardholder's responsibility to obtain receipts from telephone purchases, attach them to this form,
and forward this form and the receipts with their monthly statements.
Supplier Name
Phone Number
Date Order Placed
Order called in by
(Cardholder's Name)
Order Called to (name of
supplier's representative)
Item #
Detailed description of items/services
ordered (size, etc.)
U/I
Quantity
Cost per U/I
Extended Cost:
TOTAL PURCHASE:
$
Page 57
Rev. BOCC 7/15/2015
Monroe County Purchasing Policy and Procedures
ATTACHMENT D.
FORMS:
1. Monroe County Purchasing Authorization Form
2. Monroe County Request to Purchase Form
3. Monroe County BOCC Audit Slip
4. Business Card Order Form
Page 58
Revised BOCC 7/15/2015
Monroe County Purchasing Policy and Procedures
Employee:
Name
Division:
Log -on ID:
Location:
MONROE COUNTY PURCHASING AUTHORIZATION FORM - (D.1)
Title:
First Last
(Finance Plus)
Department:
Phone #:
Ext.:
Courier Stop #
LEVEL OF PURCHASE AUTHORITY
PLACE "X" IN THE BOX TO INDICATE LEVEL/TYPE OF AUTHORITY
PURCHASING LEVELS
PURCHASING AUTHORITY
"X"
FOR TOTAL DOLLAR AMOUNT
(WHO APPROVES/PAYS)
AUTHORITY LEVEL
$.01 - $1,000.00
Department Director or their designees.
Request to Purchase form/Purchase Order not required.
$1,000.01 - $5,000.00
Department Director only.
Requires Request to Purchase form written or electronic
to Purchasing.
$5,000.01 - $25,000.00
Purchasing Director and Division Director only.
Request to Purchase form along with two (2) or more
written price quotes.
$25,000.01 - $49,999.99
County Administrator only
County Administrator only
Request to Purchase form along with two (2) or more
written price quotes. Requesting Department will solicit
bids in conjunction with the Purchasing Department.
$50,000.00 AND OVER
Competitive Bid process
BOCC
BOCC prior approval required. Governed by
County ordinance, as supplemented by the
Purchasing Policies and Procedures Manual.
REQUESTING AUTHORITY
REQUESTING AUTHORITY
Input Requisitions in Computer
Department Director or their designees.
$.01-$1,000.00
COST CENTERS
Approved By:
Employee Signature
Division Director
PURCHASING USE ONLY:
Data received & sent to Finance
( ) Purchasing Section
Initials Date
Initials
Approved By:
Page 59
Revised BOCC 7/15/2015
Department Head
Monroe County Purchasing Policy and Procedures
MONROE COUNTY BUDGET & FINANCE
PURCHASING DEPARTMENT
PH:305-292-4464 FAX:305-292-4465
REQUEST TO PURCHASE (D.2.)
To: Purchasing Department Date:
From (Dept.):
Purchasing Approval:
Name:
By:
Phone/Ext:
Account:
Ship Code to Location:
Grant/Proj ect
Qty.
Unit
Prod.#
Description
Unit
Cost
Total Cost
Acct. #
Items needed by:
Vendor Name:
Remarks/Recommendations:
Administrative Instructions:
Reviewed ( ) By:
Purchasing Office use only:
Reviewed ( ) By:
Page 60
Revised BOCC 7/15/2015
Total
Date:
Date:
Monroe County Purchasing Policy and Procedures
Vendor Name _
Invoice #
Invoice Date
Invoice Amount
Fund /
Cost Ctr
Description (Opt)
Description (Opt)
Description (Opt)
Description (Opt)
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
AUDIT SLIP
Vendor Number
(Optional) (Optional)
Account # Project # Project Acct Amount
Description (Opt)
Review Signature
Approve to $1,000.00 Signature
$1,000.01 to $5,000.00 Signature
$5,000.01 to $25,000.00 Signature
$25,000.01 to $49,999.99 Signature
$50,000.00 & greater BOCC Approval
Notes: Only one invoice per audit slip, please!!
BOCC Depts. complete all areas.
Invoice # must be the invoice number from the vendor's invoice.
Description is a 25-position field for additional information.
Page 61
Revised BOCC 7/15/2015
Date
Date
Date
Date
Date
Monroe County Purchasing Policy and Procedures
BUSINESS CARD ORDER FORM (D.4.)
YOU ONLY HAVE FIVE(5),LINES TO PRINT INFORMATION.
PLEASE TYPE AND DOUBLE CHECK THE INFORMATION, THIS FORM WILL
BE SENT TO THE VENDOR.
BELOW IS A SAMPLE OF THE STANDARD MONROE COUNTY BUSINESS
CARD.
ATTACH THIS FORM TO A REQUEST TO PURCHASE FORM AND RETURN
TO THE PURCHASING OFFICE.
BUSINESS CARD ORDERS ARE PROCESSED AND ORDERED UPON
RECEIPT.
OMB FORM 02/27/2014
Page 62
Revised BOCC 7/15/2015
Monroe County Purchasing Policy and Procedures
E:d
Addendum.......................................................10
Administrative Instructions.................................................8
Advertisement.....................................................9
Agenda Item..................................................12,26
Appraisal Services..............................................14
Architecture......................................................................14
Audit and Accounting Services.........................................14
Award of Contract...............................................15
—B—
Bid Deposit......................................................10
Bid Security......................................................10
Bid specifications.................................................8
Bids................................................................8
Blanket Purchase Orders(BPOs)......................................23
Business cards...............................................19, 62
—C—
CCNA..............................................................14
Competitive Solicitation.....................................................
8
Computers.............................................19,
25-28
Consultants.......................................................................14
Contract Manager..........................................12,
17
Contract Requirements.....................................................17
Contract Review...............................................................17
Contracts........................................................19
County Administrator.........................................................4
CPI Computation..............................................................18
11I
DELEGATION OF AUTHORITY.....................................7
DemandStar.................................................... 9,26
DESIGNBUILD CONTRACTS......................................15
Direct negotiations...............................................13
Drug Free Workplace........................................................18
—E—
Emergency Purchases...........................................20
E.O.0..................................................................................6
Equalopportunity...............................................................8
Ethicsclause.....................................................................18
Exceptions........................................................................18
EXCLUSIONS.................................................................19
—F
Financial Services.............................................................14
—G—
GSA Contracts..................................................................21
—I—
Insurance.......................................................................... 24
Inventory Items...........................................................24-28
—L—
Latebids..........................................................13
Legal Services.................................................................. 14
lowbidder.......................................................................... 6
M05 M
MBE................................................................................. 23
Medical Services.............................................................. 14
Minority business enterprise ............................................ 23
Monroe County Board of County Commissioners ............. 4
—N—
Non-Collusion .................................................................. 18
Non -Discrimination .............................................. 8
Notice Inviting Competetive Solicitations ............... 8-10, 30
—0—
Office of Budget and Finance..................................5
—P—
Piggyback.........................................................................
22
Preference to drug -free work place programs...............19
Preference to Florida businesses ......................................
19
Procedures for Competitive Soliciatation ..................8-13
Procurement Policy Office .................................................
4
Professional Services........................................................
14
Public Entity Crime Statement .........................................
17
Public Notice.................................................9-11
Purchasing Authority..........................................................
7
Purchasing Section.............................................................
5
Page 63
Revised BOCC 7/15/2015
Nam
Radio communications..................................................... 18
Recycled content.............................................................. 24
Rejection of Bids/Proposals............................................. 13
Request to Purchase........................................................... 6
Requesting Department..........................................6
—S—
Sealedbids.......................................................................
11
Signature verification.........................................................
7
SMALL BUSINESS & DISADVANTAGED
BUSINESSES...............................................23
Software...........................................................................
19
SoleSource......................................................................
19
State Contracts.................................................................
21
SURPLUS items..........................................................24-28
Monroe County Purchasing Policy and Procedures
—T— W—
Telephone systems............................................................18 Waiver of Irregularities.................................................... 13
Tie Bids/Proposals............................................................13
Travel..........................................................................19, 41
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Revised BOCC 7/15/2015