Resolution 273-1988
, ,
Monroe County Commission
RESOLUTION NO. 273 -1988
A RESOLUTION OF THE BOARD OF COUNTY COMMIS-
SIONERS OF MONROE COUNTY, FLORIDA, ADOPTING
AMENDMENTS TO THE PURCHASING POLICIES FOR THE
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS.
WHEREAS, the Board of County Commissioners directed the
County Administrator to formulate a comprehensive set of policies
for the purchase of goods and services; and
WHEREAS,
on April 19,
1988,
the Board of County
Commissioners adopted a set of Purchasing Policies for Monroe
County Board Departments and all dependent districts; and
WHEREAS, the County Administrator has found it necessary to
make minor adjustments in the procedures used in purchasing in
order to achieve maximum efficiency; now, therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, that the Board hereby adopts the
amendments to the Purchasing Policies, a copy of same attached
hereto, as recommended by the County Administrator and providing
an effective date of July 5, 1988.
PASSED AND ADOPTED by the Board of County Commissioners of
Monroe County, Florida, at a regular meeting of said Board held
on the 5th day of July, A.D. 1988.
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
BY: g~/_j;
It: RMAN
(SEAL)
Attest: DANNY L. KOLHAGE, ClerK
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COON1T 01' IOGOE
OFI'ICE OF FISCAL IfANAGEHENT
PURCHASING
IV. DUrDS AND OBLIGATIONS(continued)
13. Shall assure written. notice to each suppli~r explaining the purchasing
format. Vendors deviating from the purchasing procedure should be
notified immediately that corrective action must be taken to comply.
14. Shall assure every effort will be made ~to effect prompt payment of
claims and take advantage of discounts offered by vendors.
IS. Shall develop an outside contracts filing system in conjunction with
the' appropriate departments and Risk Management, whereby all contracts
are reviewed on a timely basis for renewal, renegotiation, or
competitive bidding.
The RequestfDa Deparblent:
1. Is responsible for compliance with the purchasing procedures adopted.
2. Shall use the forms provided by the purchasing agent.
3. Shall provide adequate description. of items needed so the purchasing
agent may assist in the preparation of specifications to procure the
desired items and/or service.
Descriptio~s shall include: (See Request to Purchase Form, Page 30)
a. Description of item requested
b. Quantity required
c. Budget and line item numbers
d. Recommended vendor (if any)
e. Date
f. Signature of requisitioner
g. Department
4. Must justify the need for a special type of itemj the purchasing agent
must evaluate the request for special supplies or services which only
one vendor may supply.
s. Must plan the purchase of goods and/or services by making written
"Request to Purchase" to the Purchasing Office. (See Forms, Page 30.)
6. In the event of a B.O.C.C. declared emergency, the full cooperation of
all departments is required to ensure that purchases made during said
emergency are fully documented. Each department HOST secure
original inVOicing on all purchases made during the emergency period.
All original invoicing MUST be Signed by the required purchasing
level authority, then forwarded to the Office of Fiscal Management _
Purchasing as soon as is ,possible. .,',
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C(Qft r OF 1bm0l
OFFICE OF FISCAL tWfAGEHENT
PURCHASING
V. I'URCBASIt ~S- Phase I
I
..
* * * IT IS TIll!: RlSPONSIBLILITf OF KAClI RlQUES'J."DC DlPAImIINr TO DOlI
VJUUlmK TIll!: FUNDS ARE AVAILABlE WITRIN TIll!: PARTIcu.r.&R FUNDI
BODGBT/LINI I'1'EH NUHBERs." -(.,
There are four (4) levels of purchasing authority in Monroe County:
A. (1) Not exceeding $1,000
B. (2) Over $1,000 and not exceeding $10,000
C. (3) Over $10,000 and not exceeding $25,000 (Minimum of two (2)
written proposals)
D. (4) Over '$25,000 (Competitive Bidding Required)
PHASE I CYCLE - With Computer Program to issue Purchase Order.
PHASE II CYCLE - Will include computer program whereby Purchase
Orders will be program printed from Departments.
"Request to Purchase" electronically transmitted.
PHASE III CYCLE - Central Stores
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COUNTY OP lIONR.o~
FPlCE OP.-......~L:. .
PURCHASING
LEVEL nAn_ Total not exceeding $1,000.00 - All Items _
Department Head/Dlrector Authority
1. Call Purchasing Office and give the following information:
Vendor Number
b. Vendor Name
Fund/Budget/Line Item Number
d. Total Amount of Order ~,
e. Contract/Proposal Number (If Applicable).
f. Requesting Department Authority.
g. Quantity, unit size, catalog or part number, description, unIt cost,
and total cost of items.
h. Total of all Items
1. Remarks - this is for further breakdowns in Fund/Budget-/Line Item
numbers and any special "ship to" or "bill to" information.
a.
Il
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c.
2. Receive Purchase Order number, order goods and/or services.
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3. Distribution of Purchase Order copies by the Purchasing Office is
as follows:
a.
lvJ11-~-.IS (original) to Finance Department for - encumbrance
budgeted monies, copy of white, . ~f necessary, to vendor.
of :y~~;t:
b. CANARY (copy #1) is retained in Purchasing Office.
c. PINK (copy #2 - AUDIT) and GOLD (copy #3) are forwarded
dally to .requesting department. PINK and GOLD copies are to be put
into a departmental "suspense flle" - - Purchase Orders Outstandinl!.
4. ReceIve goods/serVices, review receiving proof (ie., delivery ticket,
freight bill, packing slip, etc.), dated and siped by receiver, keep
delivery proof with PINK (AUDIT) copy of purchase order, and retain in
'your "suspense flle". Keep PINK and GOLD copies together untll step #5
is completed.
5. Receive INVOICE for goods/serVices, review for price chan~s (see
'page 21, #k) tenter Jnvolce nUmM'I'(s) on PINK (AUDIT) cop~-<it no-
invoice #, enter date of invoice and a brief descrl~n._oC .gCiiaiz:--
- services.) . Have PINK (AUDIT) copy AND INVOICE SIGNED AND
DATED BY THE PURCHASING AUTHORITY. Pull PINK copy off GOLD
copy, attach signed invoice (and any other necessary information) and
forward to Finance. Retain the GOLD copy in your files.
6.
If there Is a partial invoicing/del1very, make a xerox copy of PINK(with
GOLD copy still attached) and in the remarks section, write in large
letters .PARTIAL INVOICING Be DELIVERY", and follow #5 above using
the xerox copy of PINK purchase order to send to Finance. Note on
your PINK/GOLD copies that a partial invoicing/del1very (show $ amount)
was made and date when sent to Finance. 1
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COUNTY OF ManOE
. OFFICE OF FISCAL MANAGEMENT
PURCHASING
V. PURCHASE PROCEDUREs (continued)
LEVEL wBn - Total over $1,000.09 but not exceeding $10,000.00
All items- County Adb1J.i1istrator Authority or his designees
(Designees - 5 A. a.A. 'so and Purchasing Agent)
1. Fill out a "Request to Purchase" Form and forward to Purchasing
Office for approval. (Prior approval, see Step 2.)
2. Call Purchasing Office if prior written authority has been secured
and give the following information:
a. Vendor number.
b. Vendor name.
c. Fund/Budget/Line Item Number
d. Total Amount of Order
e. Contract/Proposal Number (If Applicable).
f. Requesting Department Authority.
g. Quantity, unit size, catalog or part number, description, unit cost,
and total cost of items.
h. Total of all items
1. Remarks - this .is for further breakdowns in Fund/Budget- /Line Item
numbers and any special "ship to" or "bill to" information.
3. ReceIve Purchase Order number and order goods and/or services.
4. Distribution' of Purchase Order copies by the PurchasIng OffIce Is as
follows:
a. WlUTE (original) to FInance Department for encumbrance of budgeted
monies, copy of white, if necessary, to vendor.
b. CANARY (copy #1) Is retaIned in Purchasing OffIce.
C. PINK (copy #2 AUDIT) and GOLD (copy #3) are forwarded
dally to requesting department. PINK and GOLD copies are to be put
into a departmental "suspense flle" --Purchase Orders Outstandinlr.
5. ReceIve goods/services, revIew receIving proof (ie., delivery ticket,
freight bill, packing sUp, etc.), dated and simed by receiver, keep
delivery proof with PINK (AUDIT) copy of purchase order, and retain In
your "suspense flle". Keep PINK and GOLD copies together untll step #6
is completed.
6. Receive INVOICE for goods/services, review fOf' price changes (see
page 21, #k), enter invoIce number(s) on PINK (AUDIT) copy (If no
invoice #, enter date of Invoice and R brief descrIption of goods/
servIces). Have PINK (AUDIT) copy AND INVOICE SIGNED AND
DATED BY TIlE PURCHASING AUTHORITY. Pull PINK copy off GOLD
copy, attach Signed invoice (and any other necessary Information) and
forward to FInance. Retain the GOLD copy In your files. " ".J
Page 10
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COUNTY OP IIONRoE
OPPlCE OP FISCAL MANAGEMENT
PURCHASING
v. PURCHASE PROCEDURES (continued)
7. If there is a parti8I invoicing/delivery, make a xerox copy of PINX(with
GOLD copy still attached) and in the refparks section, write in large
letters .PARTIAL INVOIOING Ie DELIVERY., and follow #6 above using
the xerox copy of PINK purchase order to send to Finance. Note on,
your PINK/GOLD copies that a partlal invoicing/delivery (show $ amount)
was made and date when sent to Finance. ~,
LEVEL .C. - Total over $10,000.00 but not exceeding $25,000.00
All items - Board of County Commissioners Authority.
1. Purchasing Agent and department head formulate specifications and solicit
a minJmum of two (2) written proposals from vendors (See Request for
Proposals Form, Page 29).
2. Department head, in conjunction with the O.F.M./Purchasing Office,
makes recommendations to County Administrator and upon approval
places item on the agenda for Board of County Commissioners.
3. After board approval, a purchase order is issued 1:0 the requesting
department and distribution of copies ,Is as follows:
b. CANARY. (copy #1) is retained in Purchasing Office.
c. PINK (copy #2 AUDIT) and GOLD (copy #3) are forwarded
dally to requesting department. PINK and GOLD copies are to be put
into a departmental "suspense flle" --Purchase Orders OutstandinJi[.
4. Requesting department orders goods or services.
5. Receive goods/services, review receiving proof (ie., delivery ticket,
freight bill, packing slip, etc.), dated and slped by receiver, keep
delivery proof with PINK (AUDIT) copy of purchase order, and retain in
your "suspense flle". Keep PINK and GOLD copies together untll step #6
Is completed.
6. Receive INVOICE for goods/services, review for price changes (see
page 21, #k), enter invoice number(s) on PINF (AUDIT) copy (if no
Invoice #, enter date of invoice and a brIef description of goods/
servIces). Have PINK (AUDIT) copy AND INVOICE SIGNED AND
DATED BY TIm PURCHASING AUTHORITY. Pull PINK copy off GOLD
copy, attach signed invoice (and any other necessary information) and
forward to Finance. RetaIn the GOLD copy in your fUes.
7.
If there is a partial inVOiCing/delivery, make a xerox copy of PINK(with
GOLD copy still attached) and in the remarks section, write in large ,
letters .PARTIAL INVOICING Ie DELIVERY", and follow #6 above using r,,'"
the xerox copy of PINK purchase order to send to Finance. Note on 'I
you~ PINK/GOLD copies that a partial invoIcing/delivery (show $ amount), ,', .k:: I:
was made and date when sent to Finance. .'.~t-":";'X';~" ,; ,< , ' ,_./f~. 'I
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COUNTY OF MONRoOE
OFFICE OF FISCAL MANAGEMENT
PURCHASING
V. PURCHASE PROCED~ (continued)
LEVEL .D. - Purchases over $2~, 000.00 - All items
Competitive Bid, Boafd of County Commissioners
Authority.
1.
Requesting department, in association with Office of
Management and Purchasing Agent, formulate specifications
Section VIII - Writing Specifications) and receive approval to bid.
~
Fiscal
(see
2.
Specifications forwarded to County Attorney's
tising to bid. A suggested mailing list
shall be furnished to the County Attorney's Office.
Office for
of potential
adver-
bidders
Exception: Where determined "Sole Source" vendor will not require bids but
must have written quote per specifications for Board of County Commissioners
approval.
3. After board approval, an authorized purchase order is issued to
the requesting department and distribution of copies is as follows:
a. WHITE (original) to Finance Department for encumbrance of budgeted
monies, copy of white, if necessary, to vendor.
b. CANARY (copy #1) is retained in Purchasing Ottice.
c. PINK (copy #2 - AUDIT) and GOLD (copy #3) are forwarded
dally to requesting department. PINK and GOLD copIes are to be put
into a departmental "suspense tlle" --Purchase Orders OutstancUn.r.
4. Requesting department orders goods and/or services.
5. Receive gOods/services, review receiving proot (ie., delivery ticket,
freight bill, packing slip, etc.), dated and slmed by receiver, keep
delivery proof with PINK (AUDIT) copy ot purchase order, and retain in
your "suspense flle". Keep PINK and GOLD copies together untll step #6
is completed.
6. Receive INVOICE tor goods/services, review for price changes (see
page 21, #k), enter invoice number(s) on PINK (AUDIT) copy (it no
Invoice #, enter date of invoice and a brief description of goods/
services). Have PINK (AUDIT) copy AND INVOICE SIGNED AND
DATED BY TIm PURCHASING AUTHORITY. Pull PINK copy otf GOLD
copy, attach signed invoice (and any other necessary intormatlon) and
forward to Finance. Retain the GOLD copy in your flles.
7. If there is a partial invoicing/delivery, make a xerox copy ot PINK(wlth
GOLD copy still attached)- and in the remarks section, write in large
letters .PARTIAL INVOICING Ie DELIVERY., and follow #6 above using
the xerox copy of PINK purchase order to send to Finance. Note on
your PINK/GOLD copies that a partial invoicing/dellvery (show $ amount) ,,:>'~
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COUNTr 01' Ib1ROI
OFFICE OF FISCAL KANAGEHENT
PtJRCllASrm
IX. EXCEPTIONS AND EXCWSIONS TO PORCllASING PROCEIJURES - Phase I
There are certain expenditu~es for which the processing of a purchase
order is unnecessary. The ''following should be made without purchase
orders, but audit approval must be attached to invoices before being
sent to the Purchasing Depar~ment, then to Finance for payment:
....:
1. Contracts for personal services (Fla. Statute Chapter 287)-
any encumbering should be on the basis of contracts and an
approved "blanket" purchase order is issued for auditing
purposes. Aggregate cost for a current budget year will be
noted for information only.
2. Employee expenses such as conference expenses, mileage and
other reimbursable expenses in performance of day-to-day
duties. ( See Travel Voucher Form, Page 34.)
3. Utility bills.
4. Service contracts for a fixed monthly or annual amount will
be encumbered on the basis of the contract and approved
blanket purchase order issued for auditing purposes.
S. Interdepartmental charges - for instance J billings for
specific office repairs, fuels from bulk storage, County
vehic~e maintenance or repairs, etc.
6. Contracts for a unit price with a specified time frame shall
be encumbered by a blanket purchase order amount, based on a
quantity or dollar value estimated by the requesting
department, with the Purchasing Agent, County Administrator
and/or Board of County Commissioners t approval. (See Levels
of Purchasing Authority, Page ~ - 12.)
7. Partial payments of encumbered funds under a "blanket"
Purchase Order will require that the invoiced department
attach a copy of the blanket Purchase Order marked PARTIAL
PAYMENT to the invoice before forwarding to the Finance
Department.
8. In the event of a dedared emergency (B. O. C.C statement of
need to meet conditions) Purchasing Procedures are waived
during the period of said emergency
9. State and Federal Grant monies are not subject to normal
purchasing procedures. They are usually subject to conditions
specified in the award of these monies.
...;
10. Vendors holding State or Federal contracts are exempt from
the competitive bidding procedures.
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MONRU~ (;lJtJNTY BOARD OF COUNTY COMMJ'-1'-110NERS
"
PURCHASE
ORDER/A"tJ'DJ:T
VENDOR NO.:
UftInftn.
W&;;nUUft.
.
INVOICE NO.:
DEPARTMENT PURCHASING AUTHORITY
by:
PURCHASE ORDER NO.:
DATE: -
AJND-BUDGET-LINE ITEM NO:
TOTAL NIlUNT: $
CONTRACT/PROPOSAL NO:
REQUESTING DEPARlMENT AUTHORITY
by:
QUANTITY UNIT CATALOG DESCRIPTION UNIT TOTAL
PART NUMBER COST
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TOTAL $
REMARKS:Further breakdown in Fund/Budget/line Item numbers and/or shipping/billing/terms.
SALES TAX EXEMPT NO.:
03-00021-03-54
White - r'nance/Vendor Canary - PurchasIng ore.
"nk - r'nanee,(Aud't): Gold - RequestIng Dept.
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APPROVED:
."
Purchasing Agent
';M_~rr. ce', or _.F hce' Mngt., Purchu' ng .
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