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HomeMy WebLinkAbout04-189RESOLUTION NO. 04-189 A RESOLUTION AMENDING THE ST. LUCIE COUNTY MANUAL OF PURCHASING REGULATIONS BY AMENDING SECTION 18.5 OF THE PURCHASING MANUAL INDEX TO INCREASE THE THRESHOLD AMOUNT OF TANGIBLE PERSONAL PROPERTY FROM $750.00 TO $1,000.00 IN ACCORDANCE WITH AMENDMENTS TO SECTION 274.02, FLORIDA STATUTES, UNDER CHAPTER 2004-296, LAWS OF FLORIDA; AMENDING SECTIONS 4.5 (5) , 18.1, 18.2, 18.5, 18.6, 18.8, AND 19.1 TO INCREASE THE THRESHOLD AMOUNT OF TANGIBLE PERSONAL PROPERTY FROM $750.00 TO $1,000.00; AMENDING SECTIONS 5.3, 5.4, 5.5, 5.6, 6.3, 7.2, 7.3, 8.3, 8.4, 8.5, 8.6, 9.1 AND 10.3 TO INCREASE THE MINIMUM AMOUNT NECESSITATING FORMAL BIDS FROM $20,000.00 TO $25,000.00; CREATING SECTION 2.8 (VENDOR REFERENCE REQUESTS) TO ESTABLISH A PROCEDURE FOR RE S POND ING TO REQUE S T S FOR REFERENCES FOR VENDORS, CONTRACTORS AND PROFESSIONAL SERVICE PROVIDERS; AND AMENDING THE TABLE OF CONTENTS TO REFLECT THE AMENDMENTS PURSUANT TO TH I S RE S OLUT I ON AND INCLUDE SECTIONS 18.6 , 18 . 7 , AND 18 . 8 WHICH WERE PREVIOUSLY OMITTED IN ERROR WHEREAS, the Board of County Commissioners of St. Lucie Co~ Florida, has made the following determinations: 1. On October 7, 1985, the Board of County Commissioner~ St. Lucie County, (the "Board") adopted Resolution No. 85-212 established the purchasing regulations and procedures for St. County, Florida, as set forth in the St. Lucie County Manu~ Purchasing Regulations and Procedures (the "Purchasing Manual") since that date the Purchasing Manual has been amended from tit time, most recently by Resolution No. 04-66. 2. The 2004 Florida Legislature amended Section 27 Florida Statutes, to increase the threshold value for a cou tangible personal property from seven hundred fifty and 0( lnty, for hich ,ucie 1 of and e to .02, ~ty' S 1/100 dollars ($750.00) to one thousand and 00/100 dollars ($1,000. 3. It is necessary to amend the Purchasing Manual Inde~ the Purchasing Manual to reflect this increase in the thres value required for an item to be considered tangible pets property. 4. The current threshold contract amount for formal bid is twenty thousand and 00/100 dollars ($20,000.00) was establ in x. 5. In order to provide a more efficient and expedi purchasing procedures, it is necessary to amend the Purch~ Manual Index and the Purchasing Manual to increase the threshol( formal bidding to twenty-five thousand and 00/100 do] ($25,000.00) . 6. The County from time to time receives inquires from parties regarding the financial qualifications of vendors with the County does business. 7. It is appropriate for the Board to amend the Purch~ Manual to establish procedures for responding to such fina~ inquires NOW, THEREFORE, BE IT RESOLVED by the Board of Cz Commissioners of St. Lucie County, Florida: 1. The St. Lucie County Manual of Purchasing Regulation Procedures is hereby amended as shown in the attached Exhibits "B", and "C". 2. This resolution shall become effective upon adoption After motion and second the vote on this resolution wi 10) . and hold ~nal ting shed lOUS .sing for ars hird whom ~sing ~cial ~unty and ~s as follows: Chairman Paula A. Lewis Vice Chairman John D. Bruhn Commissioner Frannie Hutchinson Commissioner Doug Coward Commissioner Cliff Barnes AYE AYE AYE AYE AYE PASSED AND DULY ADOPTED this 27th day of July, 2004. ATTEST: BOARD OF COUNTY COMMISSIONERS ST. LUCIE COUNTY, FLORIDA BY: APPROVED AS TO LEGAL FORM AND CORRECTNESS: ~%~ COUNTY ~ATTORNEY EXHIBIT "A" PURCHASING MANUAL TABLE OF CONTENTS EFFECTIVE DATE: JULY 27, 2004 SECTION 18 CAPITAL ASSETS 18 1 County Owned Personal Property 18 2 Procedure for Acquisition of Personal Property 18 18 18 18 18 18 3 Procedure for the Transfer of Personal Property 4 Procedure for the Disposition of Personal Property 5 Property Less than $750 $1 000 00 6 Asset Capitalization Guidelines 7 Modular Furniture 8 Hardware Costs PURCHASING MANUAL EFFECTIVE DATE: JULY 27, 2004 4.5 SECTION 4 - PURCHASING CARDS CARDHOLDER USE OF PURCHASING CARD 5. PROHIBITED USES OF PURCHASING CARDS The following types of items shall not be purchased a Purchasing Card, regardless of the dollar amount: Cash advances Alcohol or drugs ~ ooo oo) No Capital Equipment (over ~,~ $1, . Entertainment (except when authorized by the Administrator via Entertainment Justification Professional or Contracted Services Clothing Food or Recreation (except for special progrs Travel expenses such as hotels, automobile re and airline tickets (unless cardholder has a specifically authorized for travel expenses) Any additional goods or services specifi restricted by the department Underlined passages are added. ~ ...... ~u~ passages are deleted. with 2ounty Eorm) ~s) ntal, card ~ally SECTION 18 - CAPITAL ASSETS 18.1 COUNTY OWNED PERSONAL PROPERTY Ail equipment not incorporated into a facility and in excess o threshold $750.00 $1,000.00 {established by Section 274.02, Statutes) are considered Tangible Personal Property. Ail building, and improvements are considered real property. Tangible Personal Property and real property are considered ca assets and purchases of these types of items will be approv. the Board of County Commissioners. 18.2 PROCEDURE FOR ACQUISITION OF CAPITAL ASSETS C o Fo 18.5 PROPERTY LOESS THAN $750.00 $1,000.00 It is the duty and responsibility for all departments to ret. record of all items purchased that cost between $50.00 and $7 $1,000.00. A copy of this record is to be sent to the Purch Department. At the end of each Fiscal Year, the list is physically verified and the additions, deletions, or missing are to be recorded. A copy of this physical inventory, alonc an explanation of any discrepancy is to be sent to the Purch Department. 18.6 ASSET CAPITALIZATION GUIDELINES the rida and, Both ,ital d by Underlined passages are added r ...... through passages are deleted If the capital asset increases in cost after budg(~ting approval by the Board, the Department may purchase: the asset with County Administrator approval provided that the cost does not exceed the Department's capital 9sset budget. In addition, the Purchasing Director ~hall provide quarterly reports (Equipment only) to the ~oard and the County Administrator if any equipmen} is purchased over the budgeted amount. The purchase/of a new capital asset over ~,j~.uu $1,000.00 that ha~ not received Board budgetary approval shall require ~oard approval before purchase. Donated property with a value in excess of $7~0.00 $1,000.00 will be included in the requirements of this Section. ~in a 50.00 ~sing ~o be Ltems with ~sing New Assets - Consistent with the threshold limil' set forth in Chapter 274.02(1)F.S. and addressed in Section 18.1 of this Purchasing Manual, costs of $750.00 $1,000.00 or more incurred to acquire assets or to make assets ready for their intended use shoul( be capitalized. E. OVERVIEW OF CAPITALIZATION GUIDELINES: Govt. Fund Accts. Proprietary Fund Accts. 56XXXX New Asset Costs 56XXXXX (If ~r~ ~ ~,ju.uu $1,000.00 or more) 56XXXX Cost of Additions 56XXXX (If $~r~,~u.~ $1,000.00 or more Perm. - Add-on Nen-Perm - Sep. Asset 5XXXXX Replacement cost ef Add-en 56XXXX Non - Cap. % er Major Component (If $750.00 $1,000.00 or more) 56XXXX Cost te Replacement Asset 56XXXX Note: Acct. #s that start with 56 are car expenditures. If the 2nd digit is anything other t} 6, the expenditure is non-capital. 18.8 HARDWARE COSTS Capitalization guidelines are set forth in Section 18.6 Capitalization) of this Purchasing Manual. This section has been added to previde addit: guidance as it specifically relates to cemputer hard~ COHPUTER HARDWARE CAPITALIZATION: Govt. Fund Accts. Proprietary Fund Accts. 564000 New Equipment 564000 (If ~ .... ~ v,Ju.uu $1,000.00 or more) 564000 Cost of Additions/Upgrades 564000 (If $~,~.~ $1,000.00 or more) Perm. - Add-en NenPerm - Sep. Asset 551501 Cost of Additiens 551501 ~ ~ 000 00) (If Less than ~,~.~u $1, . 551501 Replacement/Upgrade of 564000 SECTION 19 - INTANGIBLE ASSETS 19.1 Seftware Cests These guidelines are being provided to assist management making the determination between which asset related expendi are/are not recommended to be capitalized in accordance governing laws, rules and regulations. The following guide apply equally to both Governmental Underlined passages are added ............... passages are deleted ,ital ~an a ~sset .onal ~are. when tures with lines & Proprietary Funds except where noted. Ao New Assets - Consistent with the threshold limit forth in Section 274.02(1), F.S., costs of 91,000.00 or more incurred to acquire assets internally developed) or to make an asset ready fo intended use should be capitalized. This section has been added to provide addit guidance as it specifically relates to computer soft capitalization. SOFTWARE CAPITALIZATION: Govt. Fund Accts. Proprietary Fund Accts. 564000 Original Software if Purchased 564000 with PC or S! (Aggregate $750.00 91,000.00 or more) OR 568000 (If Purchased Separately and 568000 Value is $7 $1,000.00 or more) 568000 Add New Software to PC or 568000 System ~ ~ 91 000 00 or more) (Capitalize if ~,Ju.uu , · OR 551501 (Expense if under $750.00 91,000.00) 551501 568000 Upgrades to Software 568000 $750.00 91,000.00 or Underlined passages are added. ~= ' = .... u~ passages are deleted. set (not its onal ware ,stem lore ) EXHIBIT "B" PURCHASING MANUAL INDEX EFFECTIVE DATE: JULY 27, 2004 SECTION 5 OUTSIDE PURCHASES 5 1 5 2 5 3 5 4 5 5 5 6 5 7 5.8 Competitive Bidding Policy Obtaining Price Estimates Outside Purchases Under ~,~uu~ $25, ~ . 000 O0 Outside Purchases of Items of $20,000.00 $25,000.01 Bid Waiver Exempt Purchases of $20,~vv~ $25,000.00 or More Purchase of Goods, Equipment, and Contractual Set' from other Governmental Bids Purchase Award Procedure PURCHASING MANUAL EFFECTIVE DATE: JULY 27, 2004 SECTION 5 - OUTSIDE PURCHASES 5.3 OUTSIDE PURCHASES UNDER $20,000.00 $25,000.00 Items or services under $7,500 normally will be acquired th informal quotations as provided in Section 7.2 of this ma Items or services over $7,500 and under $20,000 $25 0 normally will be acquired through formal quotations as provid Section 7.3 of this manual. However, purchases of $2,500 or are exempt from this policy. bo To acquire items or services under $20, .uu $25 0 a Department will prepare a REQUISITION for~ submit it to the Purchasing Department. Secti of this manual governs the preparatior Underlined passages are added. Struck th~-o~9-h passages are deleted. ices rough nual. 00.00 ed in less 00.00 and on 6 and do submission of the REQUISITION form. If there is a sole source for an item $20,000.vu~ $25,000 .00, the requirement formal/informal Quotations may be waived by Purchasing Director. However, written documentati¢ the Requesting Department Director shall be require¢ filled with the purchase order. 5.4 OUTSIDE PURCHASES OF ITEMS OF $20,000.00 $25,000.00 OR Items of $20,000.uv~ $25,000.00 or more shall be acquired th Formal Sealed Bids approved by the Board of County Commissionel under a State Contract, or Federal General Services Administr~ Contract pursuant to Chapter 287, Florida Statutes. a o e o nder for the n by and ORE ~ough iS Or Ltion To acquire items or contracted services of $20,0()0.00 $25,000.00 or more, a Department Director shall pr( a memorandum requesting the purchase and submit it t Purchasing Department along with any nece~ applications. The memorandum must be signed by Department Director. Professional services for $20,000.00 $25,000.00 or may require a Request for Proposals (RFP) as set for Section 10.3. 5.5 BID WAIVER ~pare the ~sary the more th in Certain purchases of $20,~ $25,000.00 or more shal acquired through quotations if there is a Waiver of the requir for formal sealed bids by the Board of County Commissioners. For Bid Waivers on items more, a Department Director shall prepare and subm the Purchasing Department a memorandum requestin( waiver, stating the reason for such waiver and deta the facts, circumstances and conditions for the wa The memorandum must be signed by the Department Dire 1 be ~ment ~0,0u~ 00 $25,000 (0 or it to the ling iver. stor. 5.6 EXEMPT PURCHASES OF $20,000.00 $25,000.00 OR MORE Certain purchases, even if $20,000.00 $25,000.00 or more, sha exempted from the requirement for Formal Sealed Bids approv the Board of County Commissioners. SECTION 6 - REQUISITION PROCEDURE Underlined passages are added. Struck thz-ou%-h passages are deleted. 11 be ed by 6.3 ELECTRIC REQUISITION AUTHORIZATION Ail ELECTRONIC REQUISITION FORMS submitted by a Department tc Purchasing Department must be authorized by the appropriate County Official. a. The appropriate levels of authorization are as fol o For purchases ofv=*~0,080.80 $25,000.00 or mc the Department Director or approved designee, the County Administrator certifying the approw the Board of County Commissioners and showin¢ date of approval. o For exempt purchases of ~=0,vuu 00 $25,000 more - the Department Director or app] designee, and the County Administrator certi~ that the Board has deemed it exempt under Se( 5.6 of this manual. SECTION 7 - VENDOR SELECTION 7.2 FORMAL QUOTATIONS Formal quotations shall be used for purchases of items or set from $7,500 to $19,999.00 $24,999.00 or when bidding requirel have been waived or exempted for items or services over $20,0 $25,000.00 pursuant to Section 5.5. d. Formal Quotations will be received and tabulated b Department Director. If bidding requirements have waived, or the item or service is exempt from bi requirements, and the formal quotation is for $20,0 $25,000.00 or more, the Purchasing Director, C Administrator and Requesting Department Director send a recommendation to the Board of C Commissioners to request an advertisement for s bids. e o For purchases over $20,000.00 $25,000.00 when bi requirements have been waived and three formal quota have been received, the Board of County Commissi shall make the determination of the "best respon bidder" based upon the written report and recommend of the Purchasing Department, the Requesting Depaz and the County Administrator. 7.3 FORMAL SEALED BIDS Underlined passages are added. Stzuck thL-o~9-.h passages are deleted. the evel ows: re - and il of the ~ or :oved i~$ng :t$on zices nents the been ffding ~unty will ounty ealed dding tions oners sible ation tment Formal Sealed Bids will normally be used for purchases and ser~ of ~ ~ ~ $25 000 00 or more SECTION 8 - CONTRACT PROCEDURE 8.3 CONTRACT PREPARATION Unless prepared by the Vendor, or as provided for below, required contracts will be prepared under the direction of County Attorney. If a contract is prepared by the Vendor, contract must be submitted to the County Attorney for revie~ approval. The County's Risk Manager should be consulted to ir that the proper insurance requirements are included in the Con~ Documents. a. Service Contracts for less than $10,000.00 $15,000 A Purchase Order for services prepared by the Purch~ Director shall serve as the contract between the and the vendor for services valued at total of less $10,000.u~ $15,000.00. For the purposes of y~ continuing contracts, the value may not exceed $15,000.00 per year per vendor. At a minimum Purchase Orders must contain the following term~ conditions. o The Purchase Order should also contain such terms and conditions as required by the Attorney and approved by the Board. C b. Contracts for $10,000.00 $15,000.00 or more. Unless the contract is prepared by the vendor o: purchase is pursuant to a government contrac described above, all contracts for services for an a of $10,~.~ $15,000.00 or more shall be prepared the direction of the County Attorney. 8.4 CONTRACT EXECUTION a o Contracts for more than $10,O0O.uu~ $15,000.00 but than $20,000.00 $25,000.00. Except for Professional Services Contracts as desc in Section 10, all contacts for an amount of more $10,~vv~.~ $15,000.00 but less than $20,000. ~25 C will be prepared or approved by the County Attorn~ executed as follows. Underlined passages are added ............. ~.~ passages are deleted. ices all the the and ~sure ~ract 00. .sing )unty than ~arly 2UoUU )ther )unty the as ~ount ~nder less ~ibed than 00.00 y and 8.5 8.6 All contracts for an amount less than $10,0C $15,000.00 (when required) shall be returned t¢ Requesting Department fo signature by the ve and then to the Department Director, or designee, for signature and then returned to County Attorney for approval as to legal forn correctness and distribution as described b( The Division Director shall not sign any cont which has been modified by the vendor ur written approval of the modification has obtained from the County Attorney. o Ail contracts for an amount of $10,0{ $15,000.00 but less than $20,000.00 $25,0( shall be returned to the Requesting Departmen' signature by the vendor and then to the Cz Administrator, or his designee, for signatur~ then returned to the County Attorney for app as to legal form and correctness and distrib' as described below. The County Administrator not sign any contract which has been modifi( the vendor unless written approval of modification has been obtained from the C Attorney. o The County Attorney will keep one original o fully executed contract for the County Att files, and will provide an original to the Fi Director, a copy to the Purchasing Director an originals to the Requesting Department who provide an original to the vendor. b o Contract Execution for More than po ~0,0 $25,000.00 Contracts for an amount of more than $20,~ $25,000.00 will be executed as follows: CONTRACT RECORDING PROCEDURE b o After the Finance Department shall record the contr~ a Master Control Log including, but not limited t¢ Execution Date, Contract Party, Project Number (if and assigned CYY-MM-ee SSS, where: CYY = C followed by the calendar year of logging MM = The month of the calendar year SS SSS = A number sequentially assigned in the m( ISSUANCE OF CONTRACT PURCHASE ORDER Underlined passages are added. ~= ~ =~u~,~ passages are deleted. the nder his the and ~low. .ract ~less been 0.00 for ~unty and ~oval ~tion ~hall by the Dunty the ~rney nance d two will ~ct in the any) ~th so Upon receipt of the signed and attested cont Document, the Requesting Department will prepare Requisition Form for the contract. The Contract N~ assigned by the Finance Department will be entered o~ Required Form in the format: CYY-MM-oo SSS., as Section 8.6(b) (1) as well as the date of the Boar County Commissioner approval if greater than $25,000.00.. SECTION 9 - CONSTRUCTION CONTRACTS 9.1 CAPITAL CONSTRUCTION POLICY Because of their complexity and high cost, all capital construl projects to be performed by outside contractors must be aw~ through formal sealed bids, formal quotations, or inf, quotations through the Purchasing Department. b o 10.3 PROFESSIONAL SERVICES AUTHORIZATION Authorization for obtaining the services described shall be approved by the County Administrator. services are exempt from the Professional Se Negotiation procedure described therein as well a all other competitive purchase requirements therefore, no further authorization is required. County Administrator may, however, require the Depa~ requesting the services to prepare an RFP and to ~ the Professional Services Negotiation procedure des¢ below. Contracts for these Professional Services be prepared in accordance with Chapter 8 of Purchasing Manual except that the County Adminis shall execute all Professional Services contracts and including a fee of $20,000.00 $25,000.00. tact the abet the per of 0 nh ~tion .rded ~rmal Underlined passages are added, o~ ........ u~. passages are deleted. For construction contracts of $20,000.00 $25,000.1 0 or more, the contractor will be selected through f rmal sealed bids. For construction projects under $20,000.00 $25,000.~ but greater than $7,500.00, the contractor will be sel ~cted through formal quotations. SECTION 10 - PROFESSIONAL SERVICES CONTRACTS }elow These vices from and The 'tment follow :ribed shall this lrator up to 2. Professional Services for a total fee of 0 $25,000.00 or less, excluding Professional Se:vices Regulated by the CCNA. EXHIBIT "C" 2.8 VENDOR REFERENCE REQUESTS From time to time, the County receives requests for refer reqardinq vendors, contractors and professional services pro~ with whom the County does business. Ail such requests are handled by the Purchasinq Department. In the event an em~ receives a verbal request for a reference, the employee s refer the person makinq the request to the Purchasinq Direct( response. If the request is in writinq, the employee s forward the written request to ?urchasinq Director for resp¢ Underlined passages are added. ~= ' ~=uu~ passages are deleted. ences _der~ to bo loyeo. hould ,r for hould ,nse.