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Resolution 1997-43516D 7 RESOLUTION NO. 97-43~ RESOLUTION AMENDING COLLIER COUNTY RESOLUTION 95-353 AND THE PURCHASING POLICY REFERENCED THERBY WHEREAS, Collier County Ordinance 87-25 provides for the establishment of a purchasing policy to govern all aspects of purchasing administration; and WHEREAS, The Board of County Commissioners on June 6, 1995 last adopted a purchasing policy by Resolution 95-353; and WHEREAS, Both the Citizen's Productivity Committee and the Collier County staff, seeking to increase the efficiency of the County's procurement efforts have recommended increasing the formal competitive threshold from $15,000 to $25,000. NOW, THEREFORE BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA that: Resolution 95-353 and sections III, IV and V of the purchasing policy attached thereto and incorporated therein are hereby amended by this Resolution as shown in, attached hereto and incorporated herein by reference. This Resolution adopted after motion, second and majority vote, favoring same. DATE: [[- //~ , 1997 BOARD OF COUNTY COMMISSIONERS COUNt, ,,.......: .. D'WI, GHT("E'i: BI~©CK, Clerk .:., ~,~., : · ~ ;;i" '."° "" .-, "' .:,-./Ic¢lau're,.en I~.~n~,'O~, De:'puty Clerk ?": ':1 t~\';' APPROVED AS TO FORM AND LEGAL SUFFICIENCY: By: By: David c~W~gel, ounty Attorney T'in~othY L.,~ancock, (~hairmar~' 16D 7., Page 2 12.Disqualification of Bidders: Have the responsibility to ascertain the identity of all vendors who default their quotations or bids to the County or fail to provide commodities and services required under contract. Further, to determine if said vendors shall be removed from purchasing consideration for a period of three years unless this prohibition is expressly waived by the Board of County Commissioners. 13. IPguirY and Control: Have full authority to question the quality, quantity, and kinds of items requisitioned in order that the best interests of the County are served. III. FIELD PURCHASE ORDERS (PURCHASES OF $500 OR LESS) A. Field Purchase Orders, with the approval of the department's authorized signatory, will be used by departments for immediate purchase of commodities, out-of-town travel expenditures and services not to exceed the maximum value of $500. IV. OUOTATIONS (PURCHASES BETWEEN $500-$25,000) A. Ail purchases of commodities and contractual services of a total estimated value in excess of one thousand dollars ($1,000) and less than or equal to the formal Bid Limit of Twenty Five Thousand Dollars ($25,000) may be made in the open market without formal public announcement and without formal bid. All purchases not requiring formal competition shall be awarded by the Purchasing Director to the qualified and responsive vendor submitting the lowest or best overall quote which meets all specifications. 1. Minimum Number Ouotes: Purchases between $500.01 and $1,000 may be procured with one quote with the prior review and approval of the Purchasing Department. Open market purchases or sales in excess of $1,000 but less than or equal to the formal competitive threshold shall be based on at least three (3) competitive quotes and shall be awarded to the lowest, qualified and responsive quote in accordance with the standards set forth in this Policy. 2. Solicitation of Ouotes: The Director may solicit either oral or written quotes for open market pricing or sale, using available bidders' and supplier lists. The Director shall determine in which instances quotations shall be solicited in writing. Further the Director shall determine which agency (e.g.; Purchasing or the using agency) shall obtain the quotations. All oral quotes in excess of seven thousand, five hundred dollars $7,500 shall be confirmed in writing by the vendor prior to purchase. 3. Public Record: The Director shall keep a record of all open market quotes submitted and such records shall be open to public inspection after award has been made. B. The requirements for requesting quotes from three (3) or more sources are waived and do not require Board action for: 16D 7.. Page 3 1. Purchase of library books, education and/or Personnel tests, similar audio visual materials, periodicals, printed library cards, etc. 2. Professional services; and, in instances when authorized by the Purchasing Director where commodities or services are purchased directly from the owner of a copyright or patent, a governmental aqency0 a recognized educational institution, or when there are no other identifiable sources available. 3. Purchases that the Director has determined to be legitimate single source purchases. 4. Valid public emergencies or other instances deemed by the Director to be in the best interests of the County. FORMAL COMPETITIVE THRESHOLD {Purchases in excess of $25,000) A. It is the intent of the Board of County Commissioners to establish an amount of Twenty Five Thousand ($25,000) dollars as the County's formal competitive threshold for purchases. The established limit shall be applied to all methods of purchase by agencies under the purview of the Board of County Commissioners, including but not limited to competitive sealed bids, competitive proposals and competitive selection and negotiation. The requirement for formal competition may be waived by the Board of County Commissioners where permitted by law, under the following circumstances: 1. Single source purchases (pursuant to subsection C). 2. Valid public emergencies (pursuant to Section XX) . 3. Where it is determined to be in the best interests of the County to do so. B. All purchases subject to formal competition shall be awarded by the Board of County Commissioners unless otherwise delegated by the Board via formal public action. C. Exemption For Sincle SQuT~ Commodities: Purchases of commodities and services from a single source may be exempted from formal competition upon certification by the Purchasing Director of both of the following conditions: 1. The item(s) is the only one available that can properly perform the intended function{s); 2. The recommended vendor/contractor is the only one ready, willing and able to meet the County's requirements. All Single Source purchases in excess of the formal competitive threshold shall be exempted from formal competition by the Board. Purchases less than or equal to the formal competitive threshold may be exempted from competition by the Purchasing Directo£, permitted by law.