Purchasing Contracts Policies & Procedures Manual - Butte County

1y ago
66 Views
2 Downloads
1.61 MB
194 Pages
Last View : 2m ago
Last Download : 2m ago
Upload by : Alexia Money
Transcription

CONTRACTS/PURCHASINGPOLICY AND PROCEDURE MANUALGeneral ServicesTABLE OF CONTENTSPageINTRODUCTION . 6PURCHASING ORDINANCE . 71.0CENTRALIZED CONTRACTING AND PURCHASING . 191.11.21.31.41.51.62.0CONTRACT APPROVAL REQUIREMENTS . 252.12.22.32.42.52.62.72.82.93.0Objectives . 19Competition - General . 19Exceptions to Competitive Process . 21Standardization . 22When to Use an Agreement Rather than a Purchase Order. 23Non-County Public Agencies . 23Board of Supervisors Approval Required . 25Board of Supervisors Ratification Required . 26Purchasing Agent Approval Required . 26CAO Approval Required. 27Contractor Signature . 27Auditor-Controller Review . 27County Counsel Review . 27Execution by the County . 27Dollar Threshold Matrix . 29COMPETITIVE SEALED BIDDING . .153.163.173.183.19Definition . 31Conditions for Use . 31Public Notice . 31Specifications . 32Bidder’s List . 33Bidding Documents . 34Form of Bid . 35Bid Security . 35Receipt of Bids . 36Bid Opening . 36Correction or Withdrawal of Bid . 36Bid Evaluation . 37Bid Evaluation of Blanket Purchase Agreements . 38Reservation of Right to Reject Bids and Re-Bid . 39Contract Award . 40Cancellation of Contract Award . 40Public Notice of Award . 40Local Preference . 40Tie Bids . 41Contracts/Purchasing Manual – May, 2008(Rev. 5-08)Butte County General Services1

CONTRACTS/PURCHASINGPOLICY AND PROCEDURE MANUALGeneral ServicesTABLE OF CONTENTS4.0PageCOMPETITIVE SEALED PROPOSALS . 424.14.24.34.44.54.64.74.85.0PUBLIC PROJECTS . 505.15.25.35.45.55.65.76.0Conditions for Use . 52Purchases Up to 2,500. 52Purchases Between 2,500 and 5,000 . 52Purchases Between 5,000 and 25,000 . 52Purchases Above 25,000 . 52Oral Quotations . 52Written Quotations . 53Oral Purchase Commitments . 53Procedures for Purchasing Fixed Assets . 53NEGOTIATED CONTRACTS . 547.17.27.37.48.0Definition – Public Project . 50Excluded Expenditures from Public Projects . 50Public Project Bid Levels. 50Advertising . 51Plans, Specifications and Working Details . 51Public Contract Code Definition of Informal andFormal Bid Procedures . 51Prevailing Wages . 51SIMPLIFIED PURCHASES . 526.16.26.36.46.56.66.76.86.97.0Definition . 42Conditions for Use . 42Public Notice . 42Evaluation Committee . 43Evaluation Factors . 43Discussions with Offerors and Revisions toProposals . 44Award Process . 44Request for Proposals Procedural Steps . 45Purchase or Lease . 54Blanket Purchase Agreements . 54Proposals. 54Quotations . 54DEPARTMENTAL INFORMATION . 558.18.1.18.1.28.1.3Requisitioning Process. 55Department Responsibilities in Requisitioning Process . 55Department Contact with Suppliers . 56Consolidation of Departmental Requests . 56Contracts/Purchasing Manual – May, 2008(Rev. 5-08)Butte County General Services2

CONTRACTS/PURCHASINGPOLICY AND PROCEDURE MANUALGeneral ServicesTABLE OF 98.108.118.128.138.149.0ETHICAL STANDARDS FOR CONTRACTING/PURCHASING ACTIVITIES . 689.19.29.310.0Policy Statement . 68Discovery of an Actual or Potential Conflict . 68Supplier Ethics . 68PROTESTS AND APPEALS . 7010.110.210.310.410.511.0Authority to Sign Requisitions . 56Specifications. 56Record Retention . 57Requisitions Requiring Special Approval . 57Definition of Procurement Methods . 57Unauthorized Purchases . 61Administration of Orders . 62Receiving . 62Quality Control Assistance . 62Materials Expediting. 63Manufacturer's Warranties . 63Energy Conservation Consideration . 63Special Receiving Assistance . 63Vehicles . 64Vehicle Registration and Licensing . 64Credit Cards. 64Evidence of Financial Responsibility . 64Copy Machines . 65Standard Agreements . 65Partial Payments . 65Rubber Stamps . 66Postage and Freight. 66Prepayment . 67Failure to Comply with Contracts/Purchasing Policy and Procedure Manual . 67Insurance Certificates . 67Executed Agreements Required Prior to Start of Work. 67General Services Director . 70Board of Supervisors . 70Stay of Purchasing Action During Protest. 71Remedies Prior to Award . 71Remedies After an Award . 71DEBARMENT OF SUPPLIERS. 7211.111.2Causes for Debarment . 72Other Actions . 73Contracts/Purchasing Manual – May, 2008(Rev. 5-08)Butte County General Services3

CONTRACTS/PURCHASINGPOLICY AND PROCEDURE MANUALGeneral ServicesTABLE OF CONTENTSPage12.0DISPOSAL OF SURPLUS PERSONAL PROPERTY ANDPURCHASE OF RECYCLED PRODUCTS . 7412.1 Departmental Responsibility . 7412.2 Computer Equipment . 7512.3 Vehicles . 7512.4 Fixed Assets (Other than Vehicles) . 7712.5 Storage of Surplus Property . 7712.6 Transportation of Surplus Property. 7712.7 Location of Surplus Property Sales . 7712.8 Special Circumstances. 7712.9 Listings of Surplus Personal Property . 7712.10 Disposal of surplus Personal Property . 7812.11 Prohibition Against Purchase by Employees . 7812.12 Trade-In Allowance on Purchase of PersonalProperty. 7812.13 Surplus Property Disposition of Proceeds . 7912.14 Advertising Sale of Personal Property . 7912.15 Purchase of Recycled Products . 7913.0CONTRACT POLICIES . 8213.113.213.313.413.513.614.0TYPES OF SOLICITATIONS . 9714.114.214.314.415.0Commodities/Equipment Contracts . 83Service Contracts. 85Consultant and Professional Services Contracts . 88Architect-Engineer Service Contracts. 91Public Works Contracts . 93Memoranda of Understanding . 95Request for Proposals (RFP) . 97Invitation for Bids (IFB). 100Request for Quotations (RFQ) . 103Sole Source Requests . 103PURCHASING SERVICES FORMS . 10615.115.215.315.415.5Purchase Requisition . 106Purchase Order. 110Field Purchase Order . 115Petty Cash Authorization and Payment . 118Partial Payments . 120Contracts/Purchasing Manual – May, 2008(Rev. 5-08)Butte County General Services4

CONTRACTS/PURCHASINGPOLICY AND PROCEDURE MANUALGeneral ServicesTABLE OF CONTENTSPage15.615.715.815.915.1015.1116.0STANDARD REQUEST FOR PROPOSALS AND AGREEMENTS . 12716.116.216.316.416.516.617.0Rubber Stamps . 120Office Supplies . 120Sole Source Justification . 120General Claim . 120Disposition of Surplus Property for Disposal . 120Transfer of Property from Surplus to Department . 120Request for Proposals (RFP) . 127Short Form Agreement – Greater than 25,000 . 127Short Form Agreement – 25,000 or less. 127Small Projects Agreement – Greater than 25,000 . 127Small Projects Agreement - 25,000 or less . 127Expert Witness Agreement . 127AMERICAN EXPRESS . 7.1217.1317.1417.1517.1617.17Background Information . 180Who Qualifies . 180Application Process . 180Use of the Corporate Card . 180Lost Cards . 180Return of Expense Claims . 181American Express Billing . 181American Express Billing Versus County Reimbursement . 181Mistakes on American Express Billing . 181Non-payment of Bill. 181Use of Card for Personal Expense . 181Credit Limit. 182Interest/Penalty Charges. 182Card Cancellation . 182Termination of Employment . 182Personal Check Cashing. 182Travel Accident Insurance. 18318.0GLOSSARY . 18519.0INDEX . 190Contracts/Purchasing Manual – May, 2008(Rev. 5-08)Butte County General Services5

CONTRACTS/PURCHASING POLICYAND PROCEDURE MANUALGeneral ServicesINTRODUCTIONThe purpose of this Contracts/Purchasing Policy and Procedure Manual, which has beenapproved by the Board of Supervisors, is to set forth the conduct of purchasing activity in ButteCounty. Failure of a County employee to comply with this Contracts/Purchasing Policy andProcedure Manual with willful intent may result in disciplinary action.General Services is responsible for the purchase of supplies, equipment and services for theCounty unless otherwise exempted by ordinance, Board policy, or this Contracts/PurchasingPolicy and Procedure Manual.Purchasing Services is responsible for providing leadership and guidance in all phases ofmaterial utilization, including acquisition, storage, distribution, re-utilization and disposal. Whenrequested, Purchasing Services will assist departments in setting appropriate inventory levelsfor warehoused items to minimize costs associated with ordering, storing and distributing goods.Purchasing Services will also assist departments in all matters relating to pre-requisitioninvestigation of possible supply sources and alternative product examinations, specificationpreparation, inspection and receiving practices, quality control, order follow-up, materialsexpediting and the enforcement of the terms and conditions of purchase orders issued by theCounty. Purchasing Services will also assist departments in determining the appropriate methodof acquisition and financing for their equipment needs.The Chief Administrative Office and/or General Services are responsible for review of all Countycontracts prior to approval by the Board of Supervisors or contracts that are approved within theChief Administrative Office.General Services shall take the lead in training departmental contracts managers in relevantlegislation; local ordinances, policies, and procedures; contracts and property managementskills; application of standard and custom contracts provisions; and use of standard solicitationand contracts templates.General Services recognizes that other policies exist within the County structure. This manualwas not written to supersede any adopted policy currently in effect, except for the PurchasingPolicy Manual that was approved by the Board of Supervisors on July 13, 1999.Contracts/Purchasing Manual – May, 2008(Rev. 5-08)Butte County General Services6

CONTRACTS/PURCHASING POLICYAND PROCEDURE MANUALGeneral ServicesPURCHASING ORDINANCEOrdinance No.3845AN ORDINANCE OF THE COUNTY OF BUTTEREPEALING CHAPTER 46 OF THE BUTTE COUNTY CODECONCERNING PURCHASING AND REPLACING IT WITH A NEW CHAPTER 46CONCERNING PURCHASINGThe Board of Supervisors of the County of Butte, State of California, ordains as follows:Section 1. The entire Butte County Code Chapter 46 is repealed and replaced with thefollowing new sections.Chapter 46PURCHASINGGeneral Provisions, §§ 46-1 – 46-8Purchases, §§ 46-9 – 46-16Sale of Surplus Property, §§ 46-17, 46-18Art. I.Art. II.Art. III.ARTICLE I. GENERAL PROVISIONSSec. 46-1. Application of Chapter.The provisions of this Chapter shall apply to the County of Butte and to all "usingagencies" as defined in this Chapter.Sec. 46-2. Purchasing Agent.Pursuant to Government Code sections 25500 et seq, there is hereby created the officeof county purchasing agent. The purchasing agent shall be the chief administrative officer. Thepurchasing agent shall be vested with such powers, duties and responsibilities as areprescribed by state law and this chapter. The chief administrative officer may delegate all or aportion of the duties to his/her designee. The chief administrative officer may delegate authorityto county departments to make direct purchases by credit card or field purchase order withinspecific prescribed limits.Sec. 46-3 Definitions.As used in this Chapter, the following terms shall be ascribed the following meanings:(a)Contractual services means any and all telephone, gas, water, electric light andpower services; towel, window washing and cleaning service; the rental ofContracts/Purchasing Manual – May, 2008(Rev. 5-08)Butte County General Services7

CONTRACTS/PURCHASING POLICYAND PROCEDURE MANUALGeneral ServicesPURCHASING ORDINANCEequipment and machinery; and all other types of services required by the Countygovernment but not furnished by its own employees.Emergency means an unforeseen circumstance in which an immediate purchaseis necessary in order to avoid or prevent a substantial hazard to life, health orproperty, or a serious interruption of the operation of a department of the countyor the operation of a using agency.(b)(c)Patented or proprietary items mean supplies, materials or equipment that areproduced by one (1) manufacturer or are available from one (1) source, orservices that are available from one (1) provider.(d)Personal property means materials, supplies, machinery, furnishing, equipmentand any other tangible article required for the conduct of business of the countyor using agency.(e)Professional and Personal services means any labor of a specialized, short-termor intermittent nature that may lawfully be performed by contract with privateparties. Professional and Personal services shall not include constructing,altering or improving buildings, roads, sewer and drainage facilities and otherpublic works type projects.(f)Purchase or purchases mean any contractual arrangement or transactioninvolvingpayment:(1) for the acquisition of title to personal property;(2) for the use by rental, lease, or otherwise of personal property;(3) for the provision of services by independent contract or otherwise; or(4)any combination of the foregoing.(g)Responsible bidder means a bidder who submits a responsive bid; who hasfurnished when requested, information and data to prove that its financialresources, production or service facilities, service reputation and experience areadequate to make satisfactory delivery of the supplies, materials, equipment orcontractual service on which it bids; and who has not violated, or attempted toviolate, any provisions of this Chapter or any other local, state or federalprocurement law or regulation.(h)Supplier within the County means a firm or individual who regularly maintains aplace of business and has an inventory of merchandise for sale within the Countyof Butte.(i)Supplies, materials or equipment mean any and all articles or things which shallbe furnished to or used by any department, including any and all printing,binding, or publication of stationery, forms, laws, journals and reports, butContracts/Purchasing Manual – May, 2008(Rev. 5-08)Butte County General Services8

CONTRACTS/PURCHASING POLICYAND PROCEDURE MANUALGeneral ServicesPURCHASING ORDINANCEexcluding election supplies and services or materials furnished “in kind” in lieu ofcash to indigents.(j)Using agency means any of the following entities that request the services of thepurchasing agent as provided in section 46-7. Any public district, created underthe laws of the state; any municipal corporation whose territory lies within thecounty; or any board, commission, or joint powers agency to which the county orany such district is a party.Sec. 46-4. Authority to Purchase.Except as otherwise provided by law or this chapter, all purchases, regardless of thesource of funding or revenue, shall be made in the name of the county, by written contract,approved by and executed on behalf of either the board of supervisors or the purchasing agent.If an emergency occurs at times other than regular business hours and the services ofthe purchasing agent are not immediately available, emergency purchases may be made bydepartment heads or employees authorized by department heads to make such purchases.Any such purchase shall be made by written contract in the name of the county and approvedby and executed on behalf of the county by the department head or authorized employee. Eachsuch emergency purchase shall be reported in writing to the purchasing agent as soon aspossible, but in no event later than five (5) calendar days following the date on which thepurchase is made. Such report shall include a detailed explanation of the nature of theemergency, as well as the reasons necessitating the purchase.Sec. 46-5. Persons Authorized to Requisition.Authority to direct requisitions

Contracts/Purchasing Manual - May, 2008 (Rev. 5-08) Butte County General Services 8 equipment and machinery; and all other types of services required by the County government but not furnished by its own employees.

Related Documents:

PSI AP Physics 1 Name_ Multiple Choice 1. Two&sound&sources&S 1∧&S p;Hz&and250&Hz.&Whenwe& esult&is:& (A) great&&&&&(C)&The&same&&&&&

Argilla Almond&David Arrivederci&ragazzi Malle&L. Artemis&Fowl ColferD. Ascoltail&mio&cuore Pitzorno&B. ASSASSINATION Sgardoli&G. Auschwitzero&il&numero&220545 AveyD. di&mare Salgari&E. Avventurain&Egitto Pederiali&G. Avventure&di&storie AA.&VV. Baby&sitter&blues Murail&Marie]Aude Bambini&di&farina FineAnna

The program, which was designed to push sales of Goodyear Aquatred tires, was targeted at sales associates and managers at 900 company-owned stores and service centers, which were divided into two equal groups of nearly identical performance. For every 12 tires they sold, one group received cash rewards and the other received

College"Physics" Student"Solutions"Manual" Chapter"6" " 50" " 728 rev s 728 rpm 1 min 60 s 2 rad 1 rev 76.2 rad s 1 rev 2 rad , π ω π " 6.2 CENTRIPETAL ACCELERATION 18." Verify&that ntrifuge&is&about 0.50&km/s,∧&Earth&in&its& orbit is&about p;linear&speed&of&a .

theJazz&Band”∧&answer& musical&questions.&Click&on&Band .

TEXAS PAYMENT CARD CONSORTIUM . Policies and Procedures . Purchasing Card Program Policies and Procedures last revised 7-2021 Page 2 of 6 . PURCHASING CARD PROGRAM POLICIES AND PROCEDURES . Introduction . The purpose of the purchasing card program (P-CARD) i

6" syl 4" syl 12" swgl @ 45 & 5' o.c. 12" swchl 6" swl r1-1 ma-d1-6a 4" syl 4" syl 2' 2' r3-5r r4-7 r&d 14.7' 13' cw open w11-15 w16-9p ma-d1-7d 12' 2' w4-3 moonwalks abb r&d r&d r&d r&d r&d r&d ret ret r&d r&d r&d r&d r&d 12' 24' r&d ma-d1-7a ma-d1-7b ret r&d r&d r5-1 r3-2 r&d r&r(b.o.) r6-1r r3-2 m4-5 m1-1 (i-195) m1-1 (i-495) m6-2l om1-1 .

Mar 22, 2021 · 5.3 Request to process contracts form 32 5.4 Board Approval Contracts 32 5.5 Determination of Independent Contractor 33 5.6 Lease rental contracts 34 5.7 Service contracts 34 5.8 Contracts list 34 5.9 Background Checks 34 6 Cooperative purchasing 35-36 6.1 Texas Procuremen