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HomeMy WebLinkAbout99-090i it_.? r fir, t =' . Ln~. }' _ u-;~ ~si x :.- RESOL UTION ADOPTING PURCHASING POLICY MANL'AI. WHEREAS, an June 22, 1999 the Butte County Board of Supervisors adopted an ordinance adding Chapter 46 to the Butte County Code, entitled "Purchasing Ordinance"; and WHEREAS, Sectian 46-6 of said ordinance requires the preparation of a Purchasing Policy Manual setting forth the rules and regulations necessary to implement the provisions of the ordinance. NOW,'('HEREFORE BE IT RESOLVE D by the Butte County Board of Supervisors that it approves and adapts the Purchasing Policy Manual a5 set forth in Exhibit "A" attached hereto and made a part hereof. PASSED AND ADOPTED by the Butte County Board of Supervisors this 13th day of July 1999 by the following vote: AYES: Supervisors Beeler, Houx, Josiassen, Davis and Chair Dolan NOES: None ABSENT: None r- ~~ NOT VOTING: None ~ -- , ~ ,<. '~ - JAN~E J .AN, Chair Butte~.County Board of Supervisors ATTEST: JOHN S. BLACKLOCK, Chief Administrative Officer and Clerk of the Board Resolution No. 99-90 Exhibit A County of Butfe ,'13T]' o .~t~111tllll//~~ o r ~ ~ i o . o ~~ o $1 Purchasing Policy Manual Butte County Purchasing Services 25 County Center 17rive Oroville, California X5965-3388 Telephone {530} 538-7261 Facsimile {530} 538-6760 General Services Department PURCHASING ~~LICY MANUAL Purchasing Services Office TABLE 4F Ct3NTENTS Paae INTRODUCTION ......................................................................................................................I-1 PURCHASING ORDINANCE .................................................................................................0-1 1.0 CENTRALIZED PURCHASING ...................................................................................1-1 1.1 Objectives .........................................................................................................1-1 1.2 Competitive Purchasing -General ...................................................................1-1 1.3 Exceptions to Competitive Process .................................................................1-3 1.4 Standardization .................................................................................................1-4 1.5 Non-County Public Agencies .......................................................................... 1-5 2.0 CONTRACT APPROVAL REQUIREMENTS ...............................................................2-1 2.1 Board of Supervisors Approval Required .......................... ................................2-1 2.2 Board of Supervisors Ratification Required ..................... ................................2-2 2.3 Purchasing Agent Approval Required ............................... ................................2-2 2.4 CAO Approval Required ................................................... ................................2-2 2.5 County Counsel Review ................................................... ................................2-3 2.6 Auditor-Controller Review ................................................. ................................2-3 3.0 COMPETITIVE SEALED BIDDING .............................................. ................................3-1 3.1 Definition .......................................................................... ................................3-1 3.2 Conditions for Use ............................................................ ................................3-1 3.3 Public Notice .................................................................... .................................3-1 3.4 Specifications ................................................................. .................................3-2 3.5 Bidders List ...................................................................... .................................3-3 3.6 Bidding Documents ......................................................... .................................3-4 3.7 Form of Bid ...................................................................... .................................3-5 3.8 Bid Security .................................................................... .................................3-5 3.9 Receipt of Bids ............................................................... .................................3-6 3.10 Bid Opening .................................................................... .................................3-6 3.11 Correction or Withdrawal of Bid ...................................... .................................3-6 3.12 Bid Evaluation .................................................................. .................................3-7 3.13 Bid Evaluation of Blanket Purchase Agreements ............ .................................3-8 3.14 Reservation of Right to Reject Bids and Re-Bid ............... .................................3-9 3.15 Bid Award ........................................................................ ...............................3-10 3.16 Cancellation of Bid Award ................................................ ...............................3-10 3.17 Public Notice of Award ..................................................... ...............................3-10 3.18 Lacal Preference ............................................................ ...............................3-10 3.19 Tie Bids .......................................................................... ...............................3-11 PPM01.Doc Rev 06-04-99 Butte County Purchasing Services Page 1 of 6 General Services Department PURGHASINC~ POLIGY IVIANUAL Purchasing Services Office TABLE OF CONTENTS Paae 4.0 COMPETITIVE SEALED PROPOSALS .................................................................. ....4-1 4.1 Definition ...................................................................................................... ....4-1 4.2 Conditions for Use ........................................................................................ ....4-1 4.3 Public Notice ................................................................................................. ....4-1 4.4 Evaluation Committee ................................................................................... ....4-2 4.5 Evaluation Factors ....................................................................................... ....4-2 4.6 Discussions with Offerors and Revisions to Proposals ................................................................................................ ....4-3 4.7 Award Process ............................................................................................. ....4-3 4.8 Request for Proposals Procedural Steps ...................................................... ....4-4 5.0 PUBLIC PROJECTS ................................................................................................ ....5-1 5.1 Definition -Public Project ............................................................................. ....5-1 5.2 Excluded Expenditures from Public Projects ................................................. ....5-1 5.3 Public Project Bid t_evels .............................................................................. ....5-1 5.4 Advertising .................................................................................................... ....5-2 5.5 Plans, Specifications and Working Details .................................................... ....5-2 5.6 Public Contract Code Definition of Informal and Formal Bid Procedures ............................................................................ ....5-2 5.7 Prevailing Wages .......................................................................................... ....5-2 6.0 SIMPLIFIED PURCHASES ...................................................................................... ....6-1 6.1 Conditions for Use ........................................................................................ ....6-1 6.2 Purchases Up to $2,500 ............................................................................... ....6-1 6.3 Purchases Between $2,500 and $5,000 ....................................................... ....6-1 6.4 Purchases Between $5,000 and $10,000 ..................................................... ....6-1 6.5 Purchases Above $10,000 ............................................................................ ....6-1 6.6 Oral Quotations ............................................................................................ ....6-1 6.7 Written Quotations ........................................................................................ ....6-2 6.8 Oral Purchase Commitments ........................................................................ ....6-2 6.9 Procedures for Purchasing Fixed Assets ...................................................... ....6-2 7.0 NEGOTIATED CONTRACTS .................................................................................. ....7-1 7.1 Purchase or Lease ....................................................................................... ....7-1 7.2 Blanket Purchase Agreements ..................................................................... ....7-1 7.3 Proposals ..................................................................................................... ....7-1 7.4 Quotations .................................................................................................... .... 7-1 PPM01.Doc Rev 06-04-99 Butte County Purchasing Services Page 2 of 5 General Services Departrent P'URCHASINt~ POLICY MANUAL Purchasing Services Office TABLE OF CONTENTS Pa~~ 8.0 DEPARTMENTAL INFORMATION ........................................................... ...................8-1 8.1 Requisitioning Process .................................................................. ...................8-1 8.1.1 Department Responsibilities in Requisitioning Process .................. ...................8-1 8.1.2 Department Contact with Suppliers ............................................... ...................8-2 8.1.3 Consolidation of Departmental Requests ....................................... ...................8-2 8.1.4 Authority to Sign Requisitions ........................................................ ...................8-2 8.1.5 Specifications ................................................................................ ...................8-2 8:1.6 Record Retention ........................................................................... ...................8-3 8.1.7 Requisitions Requiring Special Appraval ....................................... ...................8-3 8.2 Definition of Purchasing Methods .................................................. ...................8-3 8.3 Unauthorized Purchases .............................................................. ...................8-6 8.4 Administration of Orders ................................................................ ...................8-6 8.4.1 Receiving ....................................................................................... ...................8-6 8.4.2 Quality Control Assistance ............................................................. ...................8-7 8.4.3 Materials Expediting ...................................................................... ...................8-7 8.4.4 Manufacturer's Warranties ............................................................. ...................8-7 8.4.5 Energy Conservation Consideration .............................................. ...................8-8 8.4.6 Special Receiving Assistance ........................................................ ...................8-8 8.5 Vehicles ......................................................................................... ...................8-8 8.5.1 Vehicle Registration and Licensing ................................................ ...................8-8 8.5.2 Credit Cards ................................................................................. ...................8-8 8.5.3 Evidence of Financial Responsibility .............................................. ...................8-9 8.6 Copy Machines .............................................................................. ...................8-9 8.7 Short Form Agreement .................................................................. ...................8-9 8.8 Partial Payments ........................................................................... .................8-10 8.9 Rubber Stamps .............................................................................. .................8-10 8.10 Postage and Freight ...................................................................... .................8-10 8.11 Prepayment ................................................................................... .................8-11 8.12 Failure to Comply with Purchasing Policy Manual .......................... .................8-11 9.0 ETHICAL STANDARDS FOR PURCHASING ACTIVITIES .........................................9-1 9.1 Policy Statement ..............................................................................................9-1 9.2 Discovery of an Actual or Potential Conflict ......................................................9-1 9.3 Supplier Ethics ..................................................................................................9-2 10.0 PROTESTS AND APPEALS .....................................................................................10-1 10.1 General Services Director ...............................................................................10-1 10.2 Board of Supervisors ......................................................................................10-1 10.3 Stay of Purchasing Action During Protest .......................................................10-2 10.4 Remedies Prior to Award ................................................................................10-2 10.5 Remedies After an Award ...............................................................................10-2 PPM01.Doc Rev 06-04-99 Butte County Purchasing Services Page 3 of 5 General Services Department PURCHASINt~ POLICY I~tIANUAL Purchasing Services Office TABLE OF CONTENTS Paae 11.0 DEBARMENT OF SUPPLIERS .................................................................................11-1 11.1 Causes for Debarment ...................................................................................11-1 11.2 Other Actions ..................................................................................................11-1 12.0 TRANSFER, SALE OR DISPOSAL OF SURPLUS PERSONAL PROPERTY..........12-1 12.1 Notification of Surplus Personal Property ................................................... ....12-1 12.2 Listings of Surplus Personal Property ......................................................... ....12-1 12.3 Disposal of Surplus Personal Property ....................................................... ....12-1 12.4 Prohibition Against Purchase by Employees ............................................... ....12-1 12.5 Trade-!n Allowance on Purchase of Personal .................................................... Property ................................. ............ ....12-2 12.6 Surplus Property Disposition of Proceeds ................................................... ....12-2 12.7 Advertising Sale of Personal Property ........................................................ ....12-2 13.0 CONTRACT POLICIES ......................................................................................... ....13-1 13.1 Commodities/Equipment Contracts ............................................................ ....13-2 13.2 Service Cantracts ....................................................................................... ....13-3 13.3 Consultant and Professional Services Contracts ........................................ ....13-6 13.4 Architect-Engineer Service Contracts ......................................................... ....13-9 13.5 Public Works Contracts .............................................................................. ..13-11 14.0 TYPES OF SOLICITATIONS .....................................................................................14-1 14.1 Request for Proposals (RFP} ..........................................................................14-1 14.2 Invitation for Bids (IFB) ...................................................................................14-4 14.3 Request for Quotations (RFQ} ........................................................................14-7 14.4 Sole Source Requests ....................................................................................14-7 15.0 PURCHASING SERVICES FORMS ..........................................................................15-1 15.1 Purchase Requisition .................................................................................... ..15-1 15.2 Purchase Order ............................................................................................ ..15-4 15.3 Field Purchase Order .................................................................................... ..15-9 15.4 Petty Cash Authorization and Payment ........................................................ 15-11 15.5 Short Form Agreement ................................................................................. 15-14 15.6 Partial Payments .......................................................................................... 15-14 15.7 Rubber Stamps ............................................................................................. 15-14 15.8 Office Supplies ............................................................................................. 15-14 15.9 Sole Source Justification .............................................................................. 15-14 15.10 General Claim ............................................................................................... 15-15 PPM01.Dac Rev 06-04-99 Butte County Purchasing Services Page 4 of 5 General Services Department PURCHASINCa POLICY MANUAL Purchasing Services Office TABLE OF CONTENTS 16.0 AMERICAN EXPRESS ..............................................................................................16-1 16.1 Background Information .................................................................................. 16-1 16.2 Who Qualifies ................................................................................................. 16-1 16.3 Application Process ........................................................................................ 16-1 16.4 Use of the Corporate Card .............................................................................. 16-1 16.5 Lost Cards ...................................................................................................... 16-1 16.6 Return of Expense Claims .............................................................................. 16-2 16.7 American Express Billing ................................................................................ 16-2 16.8 American Express Billing Versus County Reimbursement .............................. 16-2 16.9 Mistakes on American Express Billing ............................................................ 16-2 16.10 Non-payment of Bill ........................................................................................ 16-2 16.11 Use of Card for Persanal Expense ................................................................. 16-2 16.12 Credit Limit ..................................................................................................... 16-3 16.13 InterestiPenalty Gharges ................................................................................ 16-3 16.14 Card Cancellation ........................................................................................... 16-3 16.15 Termination of Employment ............................................................................ 16-3 16.16 Personal Check Cashing ................................................................................ 16-3 16.17 Travel Accident Insurance .............................................................................. 16-4 17.0 GLOSSARY ...............................................................................................................17-1 1 t3.0 INDEX ........................................................................................................................18-1 PPM01.Doc Rev 0&-04-99 Butte County Purchasing Services Page 5 of 5 General Services Department PURCHASING POLICY MANUAL Purchasing Services Office INTRODUCTION The purpose of this Purchasing Policy Manual, which has been approved by the Board of Supervisors, is to set forth the conduct of purchasing activity in Butte County. Failure of a County employee to comply with this Purchasing Policy Manual may result in disciplinary action. The Purchasing Services Office, General Services Department, is responsible for the purchase of supplies, equipment and services for the County unless otherwise excepted by ordinance, Board policy, or this Purchasing Policy Manual. Purchasing Services is responsible for providing leadership and guidance in all phases of material utilization, including acquisition, storage, distribution, re-utilization and disposal. When requested, Purchasing Services will assist departments in setting appropriate inventory levels for warehoused items to minimize costs associated with ordering, storing and distributing goods. Purchasing Services will also assist departments in all matters relating to pre-requisition investigation of possible supply sources and alternative product examinations, specification preparation, inspection and receiving practices, quality control, order follow-up, materials expediting and the enforcement of the terms and conditions of purchase orders issued by the County. Purchasing Services will also assist departments in deter mining the appropriate method of acquisition and financing for their equipment needs. Purchasing Services recognizes that other policies exist within the County structure. This manual was not written to supersede any adopted policy currently in effect, but to alleviate any questionable areas of organizational responsibility for the purchase of materials or services. PPM02.doc Rev. 11-18-98 Butte County Purchasing Services Page I-1 of I-1 General services Department PURCIiASING IFyOLICY MANUAL Purchasing Services Office PURCHASING ORDINANCE ORDINANCE OF THE BOARD OF SUPERVISORS OF THE COUNTY OF BUTTE, REPEALING, IN ITS ENTIRETY ARTICLE IX of CHAPTER 2, OF THE BUTTE COUNTY CODE ENTITLED "PURCHASING" AND ADDING CHAPTER 46 (ARTICLES I THROUGH !II) ENTITLED "PURCHASING ORDINANCE" TO THE BUTTE COUNTY CODE. The Board of Supervisors of the County of Butte ordains as follows: Section 1. Chapter 46 is added to the Butte County Code to read as follows: CHAPTER 46 ARTICLE I. GENERAL PROVISIONS Section 46-1 Application of Chapter The provisions of this Chapter shall apply to the County of Butte and to all "using agencies" as defined in this Chapter. Section 46-2 Purchasing Agent Pursuant to Government Code sections 255Q0 et seq., there is hereby created the Office of County Purchasing Agent. The Purchasing Agent shall be the Chief Administrative Officer. The Purchasing Agent shall be vested with such powers, duties and responsibilities as are prescribed by State law and this Chapter. The Chief Administrative Officer may delegate all or a portion of the duties to his/her designee. Section 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 and power services; towel, window washing and cleaning service, the rental of equipment and machinery; and all other types of services required by the County government but not furnished by its own employees. b. Emergency means an unforeseen circumstance in which an immediate purchase is necessary in order to avoid a substantial hazard to life, health or property, or a serious interruption of the operation of a department of the County or the operation of a using agency. c. Patented or proprietary items mean supplies, materials or equipment that are produced by one manufacturer or are available from one source, or services that are available from one provider. d. Persona! property means materials, supplies, machinery, furnishing, equipment and any other tangible article required for the conduct of business of the Caunty or using agency. PPM03.Doc Rev. O6-OB-99 Butte County Purchasing Services Page O-1 of 0-11 General Services Department PURCHASING POLICY ~111Ah1~1AL Purchasing Services Office PURCHASING ORDINANCE e. Professional and Personal services means any labor of a specialized, short-term or intermittent nature that may lawfully be performed by contract with private parties. Professional and Personal services shall not include constructing, altering or improving buildings, roads, sewer and drainage facilities and other public works type projects. Purchase or purchases mean any contractual arrangement or transaction involving payment: {1) far 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 has furnished when requested, information and data to prove that its financial resources, production or service facilities, service reputation and experience are adequafe to make satisfactory delivery of the supplies, materials, equipment or contractual service on which it bids; and who has not violated, or attempted to violate, any provisions of this Chapter. h. Supplies, materials or equipment mean any and all articles or things which shall be furnished to or used by any department, including any and all printing, binding, or publication of stationery, forms, laws, journals and reports, but excluding election supplies and services or materials furnished "in kind" in lieu of cash to indigents. Using agency rneans any of the following entities that request the services of the Purchasing Agent as provided in section 46-7. Any public district, created under the laws of the State; any municipal corporation whose territory lies in the County; or any board, commission, or joint powers agency to which the County or any such district is a party. Section 46-4 Authority to Purchase Except as otherwise provided by law or this Chapter, all purchases, regardless of the source 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 of the Purchasing Agent are not immediately available, emergency purchases may be made by department heads or employees authorized by them to make such purchases. Any such purchase shall be made by written contract in the name of the County and approved by and executed on behalf of the department head or authorized employee. Each such emergency purchase shall be reported in writing to the Purchasing Agent as soon as possible, but in no event later than five (5) calendar days following the date on which the purchase is made, and PPM03.Doc Rev. 06-08-99 Butte County Purchasing Services Page O-2 of ©-11 General Services Department PURCHASING t'OLICY iVIAfdUAL Purchasing Services Office PURCHASING ORDINANCE such report shall include a detailed explanation of the nature of the emergency, as well as the reasons necessitating the purchase. Section 46-5 Persons Authorized to Requisition Authority to direct requisitions to the Purchasing Agent for purchases is vested in the heads of the offices, departments and institutions of the County. Such head may delegate this authority to any of that person's deputies, officers or employees by filing written authorization with the Purchasing Agent. Each head authorizing such a requisition does so with the representation that there are sufficient funds available in that office, department, or agency's budget to support that purchase, and if funds are not available that they may be held personally liable far the budget shortage. Section 46-6 Purchasing Procedures The Purchasing Agent shall establish methods and procedures for the functioning of the Purchasing Services Office. a. The Purchasing Agent shall prepare a purchasing procedure manual that sets forth the rules and regulations for the administration of this Chapter. Upon approval by the Board of Supervisors and the filing of a copy of the purchasing procedures manual with the Clerk of the Board, by and through the Purchasing Agent, the rules and regulations contained in the manual shall have the same force and effect as the provisions of this Chapter. The purchasing procedure manual shall include such rules and regulations as are necessary to implement the provisions of this Chapter, including, but not limited to the following: Procedures under which purchases without competitive bidding wil! be considered, approved and authorized 2. Procedures for the identification and approval, without competitive bidding, of purchases of patented or proprietary items 3. Procedures for competitive bidding for personal property. 4. Procedures for the standardization of personal property common to the needs of, and required by two or more County departments or using agencies 5. Procedures for the establishment and maintenance of lists of bidders, pre- qualified or otherwise 6. Procedures for providing reasonable notice for soliciting bids 7. Procedures for the award of contracts PPM03.Doc Rev. 06-OS-99 Butte County Purchasing Services Page O-3 of 0-11 General Services Department PURCHASING r'OLICY MANUAL Purchasing Services Office PURCHASING ORDINANCE 8. Procedures for the implementation of joint purchasing policies and procedures with other public agencies The manual shall be completed within a reasonable time following the approval of this Chapter. The Chief Administrative Officer, acting through the General Services Director shall set the completion date far the manual. All provisions of the manual shall be subject to modification by the Board of Supervisors through the adoption of a resolution. Any modification to the manual by the Board shall take effect immediately. The Purchasing Agent shall develop and maintain standard purchasing forms, conditions for invitations to bid, purchase orders, and purchase contracts, with approval as to form and legal sufficiency determined by the County Counsel. Section 46-7 Purchasing for Nan-County Public Agencies The Purchasing Agent shall perform any or all of the services provided for in this Chapter on behalf of using agencies, upon their request, and subject to the following provisions: a. A resolution which requests the Ptrchasing Agent to make purchases for or on behalf of the using agency shall be adopted by the governing body of the using agency and filed with the Purchasing Agent. The resolution shall: (1 } set forth competitive bidding limits, advertising requirements and any other restrictions or requirements specified by State law governing purchases by the using agency; and (2) provide that for the period of participation the using agency shall: (a) make all purchases in its own name, far that agency only. (b) be responsible for payment directly to the supplier and for any tax liability, and will hold the County harmless. (c) not have and will not have in force any other contract far like purchases. (d) not have obtained and does not have under consideration written bids or quotations from other suppliers for like purchases. Unless otherwise authorized by law, when making purchases on behalf of a using agency, the Purchasing Agent shall follow the limits and requirements set forth in State statutes, this Chapter, and the aforementioned purchasing procedure manual. c. The Board of Supervisors may, at its sole discretion, terminate such participation at any time after ten (10) days advance written notice mailed to the using agency. d. A charge may be made for the services performed under this section. PPM03.Doc Rev. 06-08-99 Butte County Purchasing Services Page O-4 of 0-11 General Services Department PURCHASING Pt)LICY MANUAL Purchasing Services Office PURCHASING t~RDINANCE Section 46-8 Energy Conservation Considerations Prior to the purchase of all new equipment, except in the case of an emergency, the Purchasing Agent or any other County officer or employee authorized to purchase such equipment shall evaluate and consider the energy consumption level and the anticipated operating costs over the useful life of the new equipment in addition to the initial cost of such equipment, whenever practical and feasible. ARTICLE II. PURCHASES Section 46-9 Purchases of Personal Property The Purchasing Agent shall be authorized and is hereby required to make purchases ofi personal property for the County, County officers or departments, and using agencies. Section 46-10 Purchases of Services The Purchasing Agent is authorized to enter into agreements by which independent contractors provide services to the County, County officers or departments, and using agencies. The Purchasing Agent shall let personal service contracts identified by Government Code Sections 25358 and 31000; provided, however, that the amount of any such contract shall not exceed the amount prescribed by Government Code Section 25502.5. .Any contract that is known at the time of bidding to exceed pertinent statutory limitations shall be subject to approval by the Board of Supervisors. Any other contract for such services let by the Purchasing Agent shall contain a provision, that such contract terminates upon the date of provision of services or personal property or incurring of expenses, the cumulative total of which equals said statutorily prescribed amount. Section 46-11 Term of Contracts The Purchasing Agent shall not, absent prior approval by the Board of Supervisors, let any contract which exceeds a term of three years for the rental or lease of personal property, ar for the acquisition of services by independent contract. No such contract shall exceed one {1) year unless the Purchasing Agent finds, and such findings are recited in the body of the contract, that a term longer than one {1) year is required in order to promote efficiency, or for other reasons that a term of one {1) year is otherwise impractical. Section 46-12 Competitive Bidding Required Except as authorized by section 46-14, all purchases by the Purchasing Agent shall be made pursuant to competitive proposals, and shall be let to the responsible party who submits a responsive bid that is in the best interests of the County. a. The solicitation of proposals by newspaper publication shall not be required. The Purchasing Agent shall utilize such processes to advertise intended purchases as are PPM03.Doc Rev. 06-08-99 Butte County Purchasing Services Page ©-5 of 0-11 General Services Department I~URCNASING ~®LICY MANUAL Purchasing Services Office PURCHASING QRDINANCE reasonably calculated to provide adequate competition among suppliers within the County, including, but not limited to, the direct solicitation of proposals from bidder lists. b. The purchasing manual may contain procedures under which notice is given exclusively to pre-qualified suppliers, and identify other forms and procedures for the issuance of notice. Section 46-13 Award of Contracts Awards shall be determined by and be based upon the best proposal which, in the discretion of the Purchasing Agent most adequately meets the needs of the County, officer, department, or using agency at the lowest price. a. In determining the best proposal, in addition to price, the Purchasing Agent may consider the quality, availability, and functional suitability of the personal property or contractual services to the particular use intended. The Purchasing Agent may also consider other factors, including, but not limited to, the fallowing: (1) The ability, capacity and skill of the bidder to perform the contract or provide the service required; (2} Whether the bidder can perform the contract or provide the service promptly or within the time specified, without delay or interference; {3) The character, integrity, reputation, judgment, experience and efficiency of the bidder; {4} The quality of performance on previous contracts or services; (5) The previous and existing compliance by the bidder with laws and rhapters relating to the contract or service; {6) The sufficiency of the financial resources, and ability of the bidder to perform the contract or provide the service; (7) The ability of the bidder to provide future maintenance and service for the purchased product; and {8) The number and scope of conditions attached to the bid. b. With respect to acquisitions of title to personal property or the use of personal property by rental, lease, or otherwise, the best proposal shall, as to products which equally satisfy intended uses, be the one submitted by a responsible bidder at the lowest price. c. When two or more proposals for the sale, rental, or lease of personal property are the same, the Purchasing Agent shall give preference to the lowest responsible bidder PPM03.Doc Rev. 06-08-99 Butte County Purchasing Services Page O-6 of 0-11 General Services Department PURCF~ASING ~'OLIC1( dUTANUAL Purchasing Services Office PURCHASING ORDINANCE within the County of Butte who offers to supply items raised, grown, manufactured, fabricated, processed or assembled in Butte County if price, quality, service and other factors are equal. d. Personal Services contracts less than $25,000 shall be made on the basis of competition unless the General Services Director approves the procurement on a sole source basis. Personal Services contracts, and sole source determinations when applicable, valued at $25,000 or mare shall be approved by the Board of Supervisors. Section 46-14 Exceptions to Bidding Purchases may, but need not be, let pursuant to competitive bidding under the following circumstances: a. When the aggregate or cumulative price to be paid under the purchase contract is ten thousand dollars ($10,000) or less, unless otherwise required by state law; or b. When a patented ar proprietary item is being purchased; or c. In the event of an emergency; or d. When the following types of personal property or services are being acquired, obtained, rente d ar leased: {1) advertising; (2) books, recordings, motion picture film, subscriptions; (3) election supplies; (4) insurance; (5) public utility services; {6} travel services; (7} property or services provided by or through other governmental agencies; or property or services, the price of which is fixed by law. Section 46-15 Bidding Procedures for Public Projects By Board of Supervisor resolution, this County has elected to become subject to the procedures established pursuant to the Uniform Public Construction Cost Accounting Act (California Public Contract Code Section 22000 et seq.) hereinafter referred to as the "Act", and has notified the State Controller of such election. In compliance with Section 22034 of said Act, this section is adopted as the procedure to letting work by informal bidding only for public projects within the limits set forth in Section 22032 of said Acts, as adjusted from time to time pursuant to Section 22020 of said Act. All other work not exempted from public bidding requirements shall be advertised and awarded in accordance with applicable provisions of State law and County policies. PPM03.Doc Rev. 0&-OS-99 Butte County Purchasing Services Page O-7 of 0-11 General Services Department Purchasing Services Office a. Delegation of Duties PURCHASING POLICY MANUAL PURCHASING ORDINANCE {1) Pursuant to Section 22034(e) of the Public Contract Code, the Board of Supervisors delegates the following duties to the Director of Public Works and Road Commissioner for road fund projects, and to the Purchasing Agent for all other public projects: {a} As awarding officer, the Director of Public Works, Road Commissioner or the Purchasing Agent, whatever the case may be, shall solicit bids and award contracts for public projects funded by budget units managed under the General Services Director or Director of Public Works, and for public projects of other County departments which have engaged such officials to manage the design and construction of such projects; and (b) The Purchasing Agent, as awarding officer, shall solicit bids and award contracts for public projects for any other County department not covered by Section 46-15 a (1} (a} above; and (c) The Purchasing Agent, Director of Public Works and Road Commissioner shall maintain a list of contractors as herein provided; and (d) The Purchasing Agent shall have the authority to consent to the substitution of subcontractors pursuant to the Subletting and Subcontracting Fair Practices Act (California Public Contract Code 4100 et. seq). (2) Pursuant to Section 22050(b) of the Public Contract Code, the Board of Supervisors delegates to the Chief Administrative Officer the authority to order any action pursuant to Section 22050(x){1) in the event of an emergency. b. Contractors List Contractor listings, identified according to categories of work, shall be maintained and administered under this Section by the Purchasing Agent. The contractor listing shall be developed and maintained in accordance with minimum criteria determined by the California Uniform Construction Cast Accounting Commission. The list may be revised from time to time to remove inactive names or add new names. Notice Inviting Informal Bids (1) All contractors on the list far the category of work being bid and/or all construction trade journals specified in Section 22036 of the Public Contract Code, or any successor statute, shall be mailed a notice inviting informal bids unless the product or service is proprietary. PPM03.Doc Rev. O6-OS-99 Butte County Purchasing Services Page O-8 of Q-11 General Services Department Purchasing Services Office PURCHASING PC}LICY MANUAL PURCHASING QRDINANCE (2} The notice inviting informal bids shall include a project description in general terms, the time and place for submission of bids, and information on how to obtain mare detailed information on the project. (3) All mailing of notices to contractors and construction trade journals pursuant to Section 46-15 c (1) above shall be completed not less than ten {10) calendar days prior to the date that bids are due. d. Gontract Aw~r (1) The contract shall be awarded to the lowest responsible bidder if the Purchasing Agent determines the bidder to be responsible, the bid to be responsive and reasonable, that sufficient funds have been appropriated and the bid is within the limits prescribed for award. (2) If all bids received are in excess of seventy-five thousand dollars ($75,000}, the Board of Supervisors may by passage of a resolution by afour-fifths majority, award the contract at eighty thousand dollars ($80,000) or less to the lowest responsible bidder, if it determines the cost is reasonable. {3} Upon completion of a project, the Purchasing Agent shall record a Notice of Completion. e. Change Orders Changes may be made to the contract with the fallowing limitations: (1 } Appropriated funds are available to cover the cost of the change; {2} Neither the net sure of any individual change nor the sum of all changes in the aggregate increase the total contract amount by more than the amount specified in Section 22032(x) of the Act ($25,000) as may be adjusted from time to time; {3) Neither the net sum of any individual change nor the net sum of all changes in the aggregate increases the total contract amount by more than ten percer7t (10°t°) of the amount specified in Section 22432(b) of the Act ($7,500), as adjusted from time to time; and (4) The Purchasing Agent considers the change to be reasonable. f. Exempt Projects The procedures set forth in this chapter shall not apply in any of the following situations: (1) Where a public project qualifies as an emergency under Public Contract Code Section 20135(a}, 20395, 22035 ar other statutory authority; PPM03.Doc Rev. 06-08-99 Butte County Purchasing Services Page O-9 of 0-11 General Services Department PURCHASING Pt?LICY MANUAL Purchasing Services Office PURCHASING ORDINANCE (2} Where a public project is otherwise exempt from bidding requirements under Public Contract Code Section 20394, 20395, 22032(a) or other statutory authority. (3) Where alternative procedures are available under Public Contract Code Section 22031 or other statutory authority and the County elects to use such alternative procedures. g. Alternative Procedures Nothing in this Section shall prohibit the Board of Supervisors or the Butte County Road Commissioner from utilizing, as an alternative to the procedures set forth in the Act and this Section, the procedures set forth in Article 25, commencing with Section 20390, of the Public Contract Code. Section 46-16 Splitting of Requirements Prohibited It is unlawful (California Public Contracts Code 20150.11 } to split or separate purchases into multiple low value actions to (1 }avoid dollar threshold limits to purchasing authority, or {2} avoid requirements for competitive bidding. ARTICLE III. SALE OF SURPLUS PROPERTY Section 46-17 Surplus Property The Purchasing Agent, or an authorized representative thereof, shall sell, lease, exchange, trade-in, or otherwise dispose of unneeded or surplus personal property of the County or any using agency that has an estimated value of more than two thousand five hundred ($2,500} dollars to the highest responsible bidder in accordance with those procedures set forth in state law. Bids may be received in writing in the farm of competitive bids, by auction conducted by the Purchasing Agent or authorized representative thereof, or both. Surplus property having a value of less than two thousand five hundred ($2,500) dollars shall be disposed of by the purchasing agent, or an authorized representative thereof, pursuant to the policy established and contained in the purchasing policy manual. Section 46-18 Purchase Prohibited No officer, agent or employee of the County assigned to the purchasing function or responsible for surplus property declarations shall either directly or indirectly submit a bid far or purchase of County property that has been declared surplus. Section 2. Auth ri .Pursuant to Section 20150.5 of the Public Contract Gode and the Uniform Public Construction Cost Accounting Act (Section 22000, et seq. of the Public Contract Code) PPM03.Doc Rev. 06-08-99 Butte County Purchasing Services Page C}-10 of 0-11 General Services Department PURCHASING POLICY MANUAL Purchasing Services Office PURCHASING ORDINANCE Section 2. Severabilit}~ If any provision of this Ordinance or the application thereof to any person or circumstances is for any reason held to be invalid by a court of competent jurisdiction, such provision shall be deemed severable, and the invalidity thereof shall not affect the remaining provisions or other applications of the Ordinance which can be given effect without the invalid provision or application thereof. Section 4. Effective Date and Publication. This Ordinance shall take effect thirty (30) days after the date of its passage. The Clerk of the Board of Supervisors is authorized and directed to publish this Ordinance before the expiration of fifteen {15) days after its passage. This Ordinance shall be published once, with the names of the members of the Board of Supervisors voting for and against it, in the Enterprise-Record, a newspaper of general circulation published in the County of Butte, State of California. PPM03.Doc Rev. d6-0&99 Butte County Purchasing Services Page 0-11 of 0-11 General Services Department Purchasing Services Office PURCHASING PALICY MAiVUAL CENTRAt_iZED PURCHASING 1.Q CENTRALIZED PURCHASING It is the intent of Butte County to reduce the total casts associated with the acquisition and management of materials, supplies, equipment and services by purchasing competitively and wisely and by hiring and training people specifically skilled in and devoting full time to the business of purchasing. Suppliers and the general public may look to a professional, centralized purchasing staff for information and for assurance that the County's purchases are being handled properly and economically. 1.1 Qb~ectives {a} To provide increased economy in County procurement activities and to maximize to the fullest extent practicable the value of public funds expended for purchased materials or services. (b) To provide safeguards to ensure the maintenance of a procurement system of high quality and integrity. {c} To ensure the fair and equitable treatment of all persons and businesses that deal with the County's Purchasing Services Office. (d} To buy the right material of the right quality and in proper quantity at the right time from the proper source. (e} To reduce the overhead cost of buying through a reduction in the volume of individual orders and improving the flow of paperwork. (f} To seek values that provide the best combination of price, quality and service. (g} To seek purchasing savings by consolidating departmental requirements and making volume purchases. {h} To promote a system of standardization throughout the County so better materials at minimal cost may be secured for all departments. {i} To decentralize the sources of supply for departments by providing for direct delivery whenever practical. {j) To provide, upon request, Purchasing Services for non-County public agencies. (Section 1.5) 1.2 ~om~etitive Purchasing -General {a) The County is committed to a program of purchasing competitively and wisely. Departments are forbidden to artificially divide purchase requisitions to circumvent PPM05.Doc Rev. 01-26-99 Butte County Purchasing Services Page 1-1 of 1-5 General Services Department PURCHASING POLICY MANUAL Purchasing Services Office GENTRALIZED PURCHASING any competitive bidding requirement. In addition, no department or employee shall draft or cause to be drafted any specifications in such a manner as to limit the bidding directly ar indirectly to any one specific concern, or any specific brand, product, thing, or service. Certain items are approved as exempt from competitive bidding requirements or are approved as sole source purchases as provided for under Section 1.3, Exceptions, and Section 3.4 (b), Specifications, of this manual. It is the objective of Purchasing Services to require that competition is obtained from responsible suppliers, and the materials bought through such competition are properly suited to the job intended, both as to price and quality. (b) Except as otherwise provided for in this manual or by law, contracts and purchases in the amount of $10,000 or more shall be made by sealed bid procedure. Sealed bids shall be opened and read at a specified time and shall be retained in the bid file. (Section 14.2) (c) Where dollar volume involved is less than $10,000, Purchasing Services may request informal quotations in lieu of the more expensive formalized method. (Section 14.3) {d) Purchasing Services is authorized to make purchases from other public agencies without seeking competitive bids and may use Joint Powers Agreements, Cooperative Purchasing Programs, Pooling Agreements, and other recognized types of agreements used by government to combine agency requirements for purchases. The prices paid must, however, be competitive with comparable products offered in the marketplace. (e) Except as otherwise provided by law, the Purchasing Agent may reject all bids received in response to an Invitation for Bids (IFB) if it is determined that the price, terms or surrounding circumstances of the bids received are such that award of a contract based on that IFB would not be in the best interests of the County. (Section 3.14). (f) Although election materials are exempt from competitive bidding pursuant to Section 1.3(b) of this Purchasing Policy Manual and State law, the Elections Department will keep records that show price comparisons and may, at the option of the Registrar of Voters and without placing the security or conduct of an election at risk, attempt to secure the best prices for like elections-related materials, commodities and services of election items. The Registrar of Voters is encouraged to use the services of the Purchasing Services Office for items that are non-election sensitive when possible. No provision of the Purchasing Policy Manual is to be interpreted to direct that the purchase of election materials, commodities and services must be processed through the Purchasing Services Office and be subject to the normal competitive bidding process, as specified by current State law. PPM05.Doc Rev. 01-26-99 Butte County Purchasing Services Page 1-2 of 1-5 General Services Department PURCHASINta POLICY MANUAL Purchasing Services Office CENTRALIZED PURCHASING 1.3 Exceptions to Competitive Process Departments should always strive to purchase competitively and wisely; however, except as otherwise directed by law, or as directed by the Board of Supervisors, Chief Administrative Officer, or Purchasing Services, competitive bidding is not required for the following purchases: (a} Wherever State law expressly authorizes execution of professional services contracts without competitive bidding or for expert and professional services which involve extended analysis; the exercise of discretion and independent judgment in their performance; and an advanced, specialized type of knowledge, expertise, or training customarily acquired either by a prolonged course of study or equivalent experience such as accountants, physicians, social service consultants, labor consultants, investigators, attorneys, architects, surveyors and engineers; {b} Election supplies; (c} Legal brief printing, stenographic services, and transcripts; (d) Books, publications, subscriptions, recordings, motion picture films, and annual book and periodical contracts; (e} Personal property or services obtainable: (1 } from any other governmental agency and owned or provided by such other governmental agency, or (2} from any other governmental agency which has a contract with a supplier that allows such other governmental agency to acquire such property or services and resell them to other governmental agencies, (i.e. cooperative purchasing agreements), or (3} from any private supplier that has a contract with another public agency and such private supplier produces satisfactory documentation that: (i) such other contract is currently then in effect, and (ii} such contract was let through a competitive pricing process, such as competitive written bids, request for proposals, or quotes for such items, and (iii) such items to be acquired by the County of Butte are of comparable description and quality as the items described in such other governmental contract, and PPMO5.Doc Rev. 01-26-99 Butte County Purchasing Services Page 1-3 of 1-5 General Services Department PURCHASING POLICY MANUAL purchasing Services ©ffice CENTRALIZED PURCHASING (iv) the price of such items to be acquired by the County of Butte is not greater than that specified in such other governmental contract. (f) law fixes the price of which property or services; (g) construction equipment rental; (h} automotive and heavy equipment repairs; (i) proprietary drugs and pharmaceuticals, medical supplies and equipment; (j} training, seminars, classes for County personnel; (k) sole source procurement, defined as an award for a commodity or service which can only be purchased from one supplier, usually because of its technological, specialized, or unique character; emergency purchases necessary when unforeseen circumstances require an immediate purchase in order to avoid a substantial hazard to life or property or serious interruption of the operation of a County department, emergency repair of County equipment or heavy equipment operation of a County department; or the necessary required for the (m) when the Purchasing Agent or his/her designee determines, with the concurrence of the Board of Supervisors, that it is in the best interest of Butte County to renew a contract award from the previous contract period, based on satisfactory service and reasonable prices, to avoid the interruption of County business and/or based on good business sense if pursuant to the terms and conditions of the contract; (n) when the product services are needed by the County pending a bid award and a contractor agrees to provide such product/services at the same contract price as a previous award, until a new contract has been awarded. Such interim period contracts shall not exceed six months, or until conclusion of a bidder's appeal; (o) fuel credit cardslpurchases. 1.4 Standardization The Purchasing Agent is responsible for standardization. Standardization is the organized process of obtaining solutions to common problems by establishing agreement on specific quality, design, size, etc. The established agreement is called a standard. There are many products the County purchases that are standardized (i.e.: photocopiers, typewriters, answering machines and personal computers). When standards are adapted, only the items meeting these standards are to be purchased. However, no standard is meant to be unchangeable and each standard is subject to continuous review. Suggestions PPM05.Doc Rev. 01-26-09 Butte County Purchasing Services Page i-a of ~-5 General Services Department Purchasing Services Office PURCNASI~IG F,.,,LICY MARIUAL CENTRALIZED PURCFIASING for changes in existing standards and suggestions for establishment of new standards should be submitted to the Purchasing Agent. 1.5 Non-County Public Aaencies Purchasing Services may provide any or all of the services described in this manual on behalf of non-County public agencies upon their request subject to several provisions. The non-County public agency must submit a resolution requesting Purchasing Services to make purchases on behalf of the agency. The resolution must be adopted by the governing body of the non-County public agency and then filed with the County Purchasing Agent. The resolution shall: {a} Set the competitive bidding limits, advertising requirements, and any other restrictions or requirements specified by state law governing purchases by the non- County public agency. (b) Provide that the non-County public agency, during the period of participation, shall: (1 } Make all purchases in its own name and for that agency only. (2) Be responsible for payment directly to the supplier. {3} Not have in force at any time any other contract for like purchases. (4) Not have under consideration nor have obtained written bids or quotations from other suppliers for like purchases. When making purchases on behalf of anon-County public agency, Purchasing Services will follow the limits and requirements of California State Statutes, County Ordinance and applicable sections of this manual. The Board of Supervisors may terminate agency participation at any time after ten (10) days written notice mailed to the non-County public agency. In most cases, a fee for services will be part of the agreement. The fee may be based on annual, semi-annual, or monthly participation on a per contract basis, be a flat amount for all participants, or be pro-rated depending on the anticipated volume of purchases by each of the parties. _ Page 1-5 of 1-5 PPM05.Doc Rev. 01-26-99 Butte County Purchasing Services Genera! Services Department Purchasing Services Office Pl1RCHASING POLICY MANUAL CONTRACT APPROVAL REQUIREMENTS 2.0 CONTRACT APPROVAL REQUIREMENTS Whenever the Purchasing Agent forwards a matter to the Board of Supervisors for their approval or ratification, the matter may be placed on the Consent Agenda. Where the recommendation is for an award other than low bidder or where the matter is unusual, the Chief Administrative Office will determine placement of the item on the agenda. The following policies set forth the requirements for submitting purchasing-related matters to the Board of Supervisors for approval, ratification or information. 2.1 Board of S~ervisors Approval Required {a) All contracts required by law to be approved by the Board of Supervisors; {b} Contracts for projects included in the budget, or subsequently approved by the Board of Supervisors, for which sufficient funds are available do not require additional approval by the Board of Supervisors; (c) To engage independent contractors to perform services for the County, with or without the furnishing of material, when the aggregate cost exceeds $25,000; {reference Government Code Section 25502.5, which currently authorizes delegat;on of this power in contracts up to $100,000}. (d) Contracts for rental/lease or lease-purchase of equipment or computer software for a period exceeding three years; (e) Joint powers or cooperative purchasing agreements; (f) Any change order or alteration to a Board of Supervisors' approved contract for a public project as defined by the Public Contract Code that exceeds: {1) $5,000 if the total amount of the contract does not exceed $50,000; or {2) Ten percent of the amount of any contract which exceeds $50,000, but does not exceed $250,000, or {3} When the original contract cost is over $250,000, a change order or alteration shall not exceed $25,000 plus 5°I° of the original contract in excess of $250,000; however, {4) In no case shall any change or alteration exceed $150,000. {reference Public Contracts Code Section 20142). (g) Change orders, alterations, renewals, or addenda to a Board of Supervisors' approved contract that changes or amends the contract in the amount that is greater than ten percent or $25,000, whichever is less, provided the change daes not adversely affect the bid award. PPM06.Doc Rev. 05-17-99 Butte County Purchasing Services Page 2-1 of 2-3 General Services Department Purchasing Services Office PURCHASING POLICY iU1ANUAL CONTRACT APPROVAL REQUIREMENTS 2.2 Board of Su~ervi rs_Ratification Required (a) Any change order to construction contracts not requiring Board of Supervisors approval must be summarized and submitted for Board ratification by the approving department head when the project is completed. (b) Change orders to construction contracts requiring Board of Supervisors approval, but approved by the Chief Administrative or the administering department because of emergency, damage, decay, or where the public interest would suffer by delay, shall be submitted for ratification by the administering department at the next regularly scheduled Board meeting. (c} Emergency purchases exceeding the department head's standard purchase authority must be submitted for ratification by the responsible department at the next regularly scheduled Board meeting. 2 .3 Purchasing Agent Approval Re uq fired Generally, the Chief Administrative Officer/Purchasing Agent, or the CAO's designee, has the authority to approve and sign the following, provided the monetary amounts are within those provided by the County Code, Chapter 46: (a) All contracts, including purchase orders and purchasing agreements; (b} Any contract for the purchase, sale, lease, transfer or trade-in of personal property; (c) Change orders, alterations, or addenda to a Board of Supervisors' approved contract that changes or amends the contract price by ten percent or $25,000, whichever is less, provided the change does not adversely affect the integrity of the bid award; {d} Revisions to the Bidder's List Policy; (e} Transfers of surplus personal property, having an individual value of $2,500 or less, to anon-profit public agency or another governmental jurisdiction unless otherwise prohibited by law; (f} Sale or lease of surplus personal property having an individual value of $2,500 or less. 2.4 CAO Approval Reauired The Chief Administrative Officer rnay, on behalf and in the name of the County of Butte, retain firms or individuals to provide expert advice or assistance respecting studies, investigations, litigation, audits, surveys, or planning associated with ongoing County operations when, in the Chief Administrative Officer's judgment, the expertise required is not possessed by personnel employed by the County, or existing workload of County personnel qualified for the work precludes assignment of the work, or a third party opinion PPM06.Doc Rev. 05-17-99 Butte County Purchasing Services Page 2-2 of 2-3 General Services Department PUE2CHASING POLIC`f MANUAL Purchasing Services dffice CONTRACT APPROVAL REQUIREMENTS is desirable. Such experts shall be retained at negotiated usual and customary fees, and no contract by which the Chief Administrative Officer retains such an expert shall provide for ar authorize fees greater than $25,000.00. 2.5 County Counsel Review The Office of County Counsel shall review all documents/contracts for legal sufficiency prior to final approval. 2.6 Au i r-Controller Review The Office of Auditor-Controller shall review all contracts for budgetary appropriations prior to final approval. PPM06.Doc Rev. 05-17-99 Butte County Purchasing Services Paga 2-3 of 2-3 General Services Department PURCNASINU POLICY N9ANl1AL Purchasing Services Office Gt~MPETITIVE SEALED BIDDING 3.0 Ct)MPETITIVE SEALED BIDDING 3.1 Definition Competitive sealed bidding is a method of procurement that requires: (a) Issuance of an Invitation for Bids with a purchase description including acceptance criteria and all contractual terms and conditions applicable to the procurement; (b) Public opening of bids at apre-designated time and place; (c) Unconditional acceptance of a bid without alteration or correction except as authorized in this manual or the Public Contract Code; and (d) Award to the responsive and responsible bidder who has submitted the lowest bid that meets the requirements and criteria set forth in the Invitation for Bids. 3.2 Conditions for Use Except as noted in this section and Sections 1.3, Exceptions to Competitive Process, 7.0, Negotiated Contracts, and Section 5.3, Public Project Bid bevels, contracts far the purchase of personal property estimated to cost $10,000 or more shall be awarded by competitive sealed bidding. Either an informal bidding process (Section 6.4) or a competitive sealed proposal process (Section 4.0) may be used for purchases of personal property estimated to cost between $5,000 and $10,000 and for more than $10,000 whenever the Purchasing Agent determines: (a} Purchase descriptions, available sources, the time and place of performance, and other relevant circumstances are not appropriate far the use of competitive sealed bidding; or (b) A purchase is urgent and time does not permit a written bid. Public Projects may be bid in accordance with this section and in accordance with Section 20150 et seq. seq. of the Public Contract Code {reference Section 5.0, Public Projects). (c) Public projects of over $75,000 must be let by competitive bid under Public Contract Code, Section 22034. 3.3 Public Notice Adequate public notice of the Invitation for Bids shall be made in sufficient time, but not less than ten (10) calendar days prior to the opening of bids, by conspicuously posting a copy of each Invitation far Bids on the bid calendar bulletin board located in the Purchasing Services Office. PPM07.Doc Rev. 01-25-99 Butte County Purchasing Services Page 3-1 of 3-11 General Services Department Purchasing Services Office F'URCHA~INt~ POLICY MANUAL COMPETITIVE SEALED BIDDING If this information is used, the public notice must specify the place where plans and specifications are on file, and the time and place far receipt of bids. For Public Projects advertising requirements, reference Section 5.4. 3.4 S,~ecifications (a) Preparation of Specifications Specifications: (1) Should not be prepared to exclude all but one type or kind, except where permitted by law. (2} Should be clear, definite and concise to enable prospective suppliers a basis on which to submit bids. (3) Should call only for features or for a level of quality required for the intended use, except in cases where such features or the level of quality are essential for some future consideration or result in an overall economic advantage to the County. (4} Should preferably describe the performance requirements, rather than its formulation, description or design. (5) Should be framed to permit free and full competition as is reasonably possible under the attendant circumstances. Direct supplier involvement in the specification process at the department level is prohibited without prior approval by Purchasing Services. Departments are required to use Purchasing Services for assistance in the development of specifications. (b) Restrictive Specifications Some latitude is permissible in specifying features of certain items. While it is not necessary to prepare specifications in a manner that every conceivable manufacturer could competitively bid, the County must be able to demonstrate a clear reason for any restrictive specifications. (c) Other Considerations Specifications must state whether items other than cost will be considered in awarding the contract, e.g., results of product testing, length and terms of warranty provisions, reliability and maintenance costs, repurchase value, or residual value of the equipment after a specified number of years where the residual value can be objectively ascertained. PPM07.Doc Rev. 01-25-99 Butte County Purchasing Services Page 3-2 of 3-11 General Services Department Purchasing Services Office PURCHASING P~LI~Y MANUAL COMPETITI~fE SEALED BIDDING 3.5 Bidder's List 3.5.1 Generallnformation The Purchasing Services Office maintains a list of known prospective suppliers who are available to furnish materials, professional and consultant services, and supplies that can meet the County's needs. In the case of written formal bids and informal quotations and for most transactions, the list (or record) of those bidders solicited will be in the solicitation file. In most eases, lists are maintained on a computer that enables identification of those suppliers that provide the item or service in question. 3.5.2 N w upplier~ Frorn time to time, purchases are made from suppliers whose names are not on existing bid lists and may never be on a list (because of infrequency of purchases, specialty items, etc.}. As frequency increases ar the demand requires, a new list may be established by the Purchasing Services Office. 3.5.3 Requests to be Added to Bid Lists Bidders may be added to existing or new bid lists based on requests from County departments or by the Purchasing Agent. All requests from suppliers may not necessarily result in being added to a bid listing. There are several reasons such as no need or insufficient need for the product ar service; sufficient competition in the Butte/Northern California market; lack of local representation; or lack of service support. 3.5.4 Deletions from Bid Lists Bidders may be deleted from bid lists only by action of the Purchasing Agent upon recommendation of a buyer. Reasons for deletion are: out of business, continual poor service, poor quality of goads furnished; default on previous purchase; failure to respond to three consecutive bid ar quote invitations, or a supplier's request to be removed for any reason. 3.5.5 Supplier Identification Number Each supplier that is added to a commodity bid list shall be assigned an identification number. The identification number will not be assigned until the supplier is sent an application package or receives a purchase order or contract. The identification number used by Purchasing Services is the same as the "vendor" number used by the Auditor-Controller. 3.5.6 Official Record of Bidders The master supplier number list and bid list is the reference resource used to prepare each record of bidders. PPM07.Doc Rev. 01-25-99 Butte County Purchasing Services Page 3-3 of 3-11 General Services Department Purchasing Services Office PURCHASINt~ POLICY MANUAL ~OIVIPETITIVE SEALED BIDDING 3.6 Bidding Documents (a} Copies of Bidding Documents (1) Bidders may obtain complete sets of bidding documents from Purchasing Services iri the number and for the deposit sum, if any, as set forth in the Invitation for Bids. (2) Bidders shall use complete sets of bidding documents in preparing bids; the County will not assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets of bidding documents. (3) The County in making copies of the bidding documents available on the above terms does so only for the purpose of obtaining bids far the specified commodities or services and does not confer a license or grant for any other use. (b} Interpretation or Correction of Bidding Documents (1) Bidders and prospective suppliers shall promptly notify the Purchasing Services Office of any inconsistency or error that they may discover upon examination of the bidding documents or of the site and local conditions. {2} Bidders and prospective suppliers requiring clarification or interpretation of the bidding documents shall contact the Purchasing Services Office at least five {5) working days prior to the date for receipt of bids, or as specified in the Invitation for Bids. (3) Any interpretation, correction or change of the bidding documents will be made by written addendum. Interpretations, corrections or changes of the bidding documents made in any other manner will not be binding, and bidders shall not rely upon such interpretations, corrections and changes. (c) Alternate Bids {1) The materials, products and equipment described in the bidding documents establish a standard of required function, dimension, appearance and quality to be met. An equal product must meet minimum specifications and the burden of proof of merit of proposed alternate or substitute is on the bidder. (2) Non-solicited alternates may be considered for award if submitted by the bidder who would otherwise be the low bid. (3) Solicited alternates may be awarded based on the sole judgment of the County. PPM07.Doc Rev. 01-25-99 Butte County Purchasing Services Page 3-4 of 3-11 General Services Department Purchasing Services Office PURCHASINI~ POLICY MANUAL. DOMPETITIVE SEALED 131DDING (d) Addenda to IFBs (1 } Addenda will be mailed or delivered to all prospective suppliers known by Purchasing Services to have received a complete set of bidding documents. {2} Copies of addenda will be made available for inspection wherever bidding documents are on file for that purpose. {3} No addenda will be issued later than four (4) calendar days prior to the date for receipt of bids except an addendum withdrawing the request for bids or one that includes postponement of the date for receipt of bids. {4) Each bidder shall be responsible for ascertaining prior to submitting a bid that it has received all addenda issued. (5} Signed addenda shall be submitted by bidders in order to receive award consideration unless otherwise indicated in the bid documents. 3.7 Firm of Bid To receive consideration, bids shall be made on the forms and in the manner set forth in the Invitation for Bids. (a) Late bids shall not be accepted. {b) Each bid must be signed by an authorized representative of the supplier and include the legal name of the bidder and a statement of non-collusion signed by the bidder. {c) Bidders shall not change the bid form nor make additional stipulations on the bid farm which are nat consistent with the provisions of the specifications. 3.8 Bid Security A bid bond or bid deposit (certified or cashier's check} made payable to Butte County may be required to protect the County in the event the bidder awarded the contract does not execute the contract, furnish any required performance band, and/or proceed with performance. A required bid bond or bid deposit must be submitted with the bid, and be in the amount as specified in the Invitation for Bids. In the event an otherwise low bidder is allowed to withdraw its bid due to claim of error, the County may retain the bid guarantee to offset its costs of administrative handling of the bid. Bid bonds or bid deposits, except those of the lowest bidder, should be returned as soon as practical following the bid opening and evaluation of bid responses. The guarantees of the lowest bidder should be retained until the contract has been executed and approved and any performance bond and certificate of insurance provided, at which time they will be PPM07.Doc Rev. 01-25-99 Butte County Purchasing Services Page 3-5 of 3-11 General Services Department PURCHASIIVv POLICY IUTAIdUAL Purcha$ing Services Offlce COMPETITIVE aEALED BIDDING released except where forfeited. However, the bid bond or bid security of the second and third lowest responsible bidders may be retained until the contract has been fully executed and insurance certificates are obtained. The cash, cashier's checks, and certified checks submitted by all other unsuccessful bidders shall be returned to them within ten (10) calendar days after the receipt of bids, and their bid bands shall be of no further effect. 3.9 Receipt of Bids All bids must be received sealed in an envelope prior to the time specified in the Invitation for Bids. Bids must not be left unattended and must be promptly time-stamped and deposited unopened in the respective bid folder. Late bids shall not be opened and shall not be considered under any circumstances. A late bid will be date-stamped and remain unopened in the bid file. A letter from Purchasing Services will be sent notifying the bidder that tFte bid was received late and was not considered. 3.90 Bit1 mina The Purchasing Agent or designee shall administer all bid openings and all bids shall be opened publicly in the presence of one or more witnesses at the time and place designated in the Invitation for Bids. The County assumes no responsibility over the confidentiality of bid information unless specifically stated otherwise in the Invitation for Bids. 3.11 Correction or Vttithdrawai o~ Bi 5 In any request or decision involving a bid mistake, correction or withdrawal, Purchasing staff shall consult with County Counsel. Except as otherwise specified in Section 5100 of the Public Contract Code, correction or withdrawal of inadvertently erroneous bids before or after bid opening may be permitted only if such correction or withdrawal is not prejudicial to the interest of the County or fair competition. Further: (a) Mistakes in bids detected prior to bid opening may be corrected or withdrawn by the bidder by written request received by the Procurement Services Officer prior to the time designated for opening of bids, provided that the original bid shall not be physically returned to the bidder until after the bid opening. The written request must be signed by the same person who signed the original bid, and shall be sealed, time-stamped and deposited in the same manner as the original bid. Oral, telegraphic, or facsimile transmission of corrections or withdrawals shall not be permitted. (b) Mistakes in bids detected during or after bid opening may not be corrected by the bidder except: PPM07.Doc Rev. 01-25-99 Butte County Purchasing Services Page 3-6 of 3-11 General Services Department PURCHASINt,, r'OLICY MANUAL Purchasing Services Office C~JMPETITIVE SEALED BIDDING (1) A bidder may be permitted to correct a material mistake that would cause such bidder to have the low bid if the mistake is clearly evident from examining the bid document; for example, arithmetical errors. However bidder shall not b~permitted to correct a bid for errors of i_~d9m-~r~~ (2) An otherwise low bidder may be permitted the opportunity to furnish other information called for by the Invitation far Bids and not supplied due to oversight, so long as it does not affect responsiveness. The Purchasing Agent shall maintain complete and sufficient records of evidence used to establish an error and intended price. Records of bid withdrawals shall also be maintained to ensure there is no abuse of the competitive bidding process. All decisions to permit the correction of bid mistakes and the withdrawal of bids shall be made in writing by the Purchasing Agent and retained in the bid file. 3.12 Bid Evaluation Bids shall be evaluated based on the requirements set forth in the invitation for Bids, which may include criteria to determine acceptability such factors as inspection, testing, quality, workmanship, delivery, and suitability for a particular purpose. Criteria affecting price shall be objectively measurable, such as discounts, transportation costs and life cycle or total ownership costs. The Invitation for Bids shall set forth the evaluation criteria to be used. Examples of evaluation criteria that may be used include: (a) Adherence to ail conditions and requirements of the bid specifications (b) Total bid price, including any trade discounts or prompt pay discount of fifteen days or more. Unit price, or extended price (c} Local supplier preference [reference Sections 3.18 and 4.5(d}] (d) General reputation and experience of bidders based on references or prior performance (e) Hourly rates for specified personnel (f) Evaluation of the bidder' s ability to service the County (g) Financial responsibility of the bidder (h} Needs and requirements of the County (i) Experience with the products involved PPM07.Doc Rev. 01-25-99 Butte County Purchasing Services t'age ~-~ of s-i ~ General Services Department PURCHASING POLICY MANUAL Purchasing Services Office COMPETITIVE SEALED BIDDING {j} Nature and extent of company data furnished upon request of the County {k) Quality of merchandise offered (I} Product appearances, workmanship, finish, taste, feel and result of product testing {m) Overall completeness of product line offered {n) Bidder's ability to meet delivery and stocking requirements {o) Delivery or completion date (p} Maintenance costs and warranty provisions {q} Repurchase value or residual value of equipment after specified number of years where the residual value can be objectively ascertained (r) Availability of product or service required {s) Compatibility with County's current equipmentlproducts {t} Availability of sales representatives andlor service representatives (u} Maintainability and reliability The Purchasing Agent shall maintain complete and sufficient records of bid evaluations to ensure there is no abuse of the competitive bidding process. All reasons for making the award recommendation shall be made in writing by the Purchasing Agent and retained in the bid file. 3.13 Sid Evaluation for Blanket Purchase Agreements Since it is sometimes difficult to competitively bid blanket purchase agreements (BPAs} based on costs because of the breadth of the commodity line or the unavailability of firm quantities, other criteria may be used; e.g., (a) Geographic location or distance of the supplier from the using department (b) Size of inventory as an indicator of the breadth of the commodity line {availability) (c} Delivery capacity (d) Acceptance of phone orders (e) Time it takes to fill an order PPM07.Doc ftev. 01-25-99 Butte county Purchasing Services Page 3-8 of 3-11 General Services Department Purchasing Services Office pURCHA~ItdG POLICY MANUAL COMPETITIVE SEALED BIDDING (f) Consolidated invoices (g} Discounts (h} Representative labor, job or parts costs (i} Maintenance of accounting/billing information Award of blanket purchase agreements shall always be to the mast responsive and responsible suppliers based on the most verifiable and pertinent evaluation criteria. Under certain conditions, blanket purchase agreements may be negotiated (Section 7.2). 3.14 Reservation of Right i'o Reject Bids and Re-Bid Every bid must be carefully examined to determine whether it contains a material variance. Any bid that contains a material variance must be rejected. A test of material variance is a variance that gives the bidder a substantial benefit or advantage not enjoyed by the other bidders. Prior to any rejection far a material variance, County Counsel shall be consulted. The County may: (a) Reject an otherwise low bid when it is determined that another bid is more advantageous to the County. {b) Reject a bid not accompanied by any required bid security or by other data required by the bidding documents. (c} Reject a bid that is in any way incomplete, irregular, amplified, unqualified or otherwise not in compliance with the bid documents in all material respects. (d) Waive any informality, irregularity, immaterial defects or technicalities, in any bids received. (e) Cancel an Invitation for Bids or reject all bids because of the following reasons: {1) Inadequate or ambiguous specifications {2) Specifications have been revised (3) Supplies or services are no longer needed (4) Change in County requirements {5) All bids deemed unreasonable PPMO7.Doc Rev. 01-25-99 Butte County Purchasing Services Page 3-9 of 3-11 General Services Department Purchasing Services Office PURCHASING PC)LICY MANUAL COMPETITIVE SEALED BIDDING {6} Bids were not independently arrived at or were submitted in bad faith {7} A determination is made that all the necessary requirements of the bid process have not been met {8} Insufficient competition {9} For other reasons which indicate the cancellation or rejection of all bids is clearly in the best interest of the County The Purchasing Agent shall maintain complete and sufficient written records of bid rejections and cancellations to ensure that there is no abuse of the bidding process. All reasons for rejecting a bid shall be retained in the bid file. 3.15 Bid Award If the County decides to award a contract, the County generally must award the contract to the lowest responsible and responsive bidder whose bid best meets the requirements and criteria set forth in the Invitation for Bids. The County may award a contract based an bid evaluation criteria other than lowest bid price if the Invitation for Bids states the evaluation criteria that would be applied and such award is in the best interest of the County. In the event the successful bidder fails to perform or such bidder's bid is authorized to be withdrawn, the County may award a contract to the next lowest responsible and responsive bidder that will best meet the needs of the County. 3.16 Cancellation of Bid Award Failure on the part of the successful bidder within the time allowed to execute the contract, furnish an acceptable performance bond, or comply with any other requirement precedent to execution of the contract shall be considered just cause for cancellation of the award and forfeiture of the bid security, not as a penalty, but in liquidation of certain damages sustained. Contract award may then be made to the next lowest responsible and responsive bidder, the call for bids re-advertised, or such the other action taken as deemed appropriate by the County. 3.17 Public Notice of Award Purchasing Services shall maintain a summary of all contract awards and make it available for public inspection. The summary shall, at a minimum, include the date of the award, the contract numbers, the suppliers, the contract amounts, and a brief commodity or service description. 3.18 Local Preference When two or more proposals for the sale, rental or lease of personal property are the same, the Purchasing Agent shall, subject to Section 46-13 of the County Cade, give PPM07.Doc Rev. 01-25-99 Butte County Purchasing Services Page 3-10 of 3-11 General Services Department Purchasing Services Office PURCHASINCa Pt~LICY MANUAL CC}MPEI'ITIVE SEALED BIDDING preference to the lowest responsible bidder within Butte County who offers to supply items raised, grown, manufactured, fabricated, processed or assembled in Butte County, provided that price, quality, service and other factors are equal. 3."19 Tie Bids Occasionally one or more bidders quote the same unit price. If all other factors are equal (delivery, cash discount, etc.}, a tie may be broken by drawing by lot, or by toss of a coin. PPM07.Doc Rev. 01-25-99 Butte County Purchasing Services Page 3-11 of 3-11 General Services Department Purchasing Services Office PURCHASINc~ POLICY MANUAL COMPETITIVE SEALED PROPOSALS 4.0 COMPETITIVE SEALED PROPOSALS {Request for Proposal Procedural Steps are in this Section under 4.8) 4.1 Definition (Also See Section 14.1) A competitive sealed proposal is an offer from a prospective supplier as a result of the method of procurement that involves, but is not limited to: {a} Solicitation of proposals through a request for proposal; {b) A private opening of proposals that will avoid disclosure of offerors or contents to competing offers before and during the process of negotiation; {c} Submission of cost or pricing data from the offeror where required; {d} Discussions with responsible offerors whose proposals have been determined to be reasonably susceptible of being selected for award, unless such discussions are not required by the request for proposals or this manual; (e) An award made to the responsible offeror whose proposal is determined in writing to be the most advantageous, considering evaluation factors set forth in the Request for Proposals. 4.2 Conditions for Use Unless otherwise directed by law, this manual or by direction of the Board of Supervisors, contracts for consultant services estimated to cast $25,000 or more must be awarded by the use of competitive sealed proposals. Contracts far consultant services estimated to be less than $25,000 may be awarded upon conclusion of informal interviews by representatives of the initiating department and others, including Purchasing Services, as may be appropriate. In accordance with Sections 1.3(a) and 2.4, expert and professional services may be exempted from the competitive proposal process. For contracts costing $25,000 or more, the requesting department shall submit the justification for exempting a professional services agreement from competitive bidding, either prior to or concurrent with a recommendation to the Board of Supervisors for contract approval. 4.3 Public Notice Public notice of the Request for Proposals shall be given in the same manner as provided in Section 3.3, Competitive Sealed Bidding, Public Notice. PPM08.Doc Rev 01-26-99 Butte County Purchasing Services Page 4-1 of 4-8 General Services Department Purchasing Services Office PURCHASING POLICY MANUAL COMPETITIVE SEALED Pi~OPOSALS 4.4 Evaluation Committee For competitive sealed praposals estimated to cost $25,000 or more, an evaluation committee may be formed consisting of a representative of Purchasing Services and others appointed by the initiating department head or the Chief Administrative Officer and the Board of Supervisors which will review all proposals and document all findings and recommendations. The evaluatian committee may include persons who are not County employees but have experience or expertise to contribute. Such non-County employees shall abide by the ethical standards set forth in Section 9.0. 4.5 Evaluation Factors Award of a contract in response to a proposal shall be made to the responsible offeror whose proposal is determined to be the most advantageous to the County taking into consideration the evaluatian factors set forth in the Request for Proposals. Competitive sealed proposals for property and equipment shall be prepared and conducted in the same manner as provided in Sections 3.4, 3.6, 3.7, 3.8, 3.9, 3.11 and 3.14 except as otherwise authorized by provisions of Section 4.0. The Request for Proposals may indicate the relative importance of evaluation factors. Following are representative evaluation criteria that may be considered by the department head or Purchasing Agent when preparing a Request for Proposal: {a} Reputation and Exoeri~~. Does the consultant have a reputation of being reliable, delivering on schedule, and performing tasks to the satisfaction of its clients? Does the consultant have sufficient experience in the kind of work required? {b} Capability and AvailabilitXof Staff. Does the designated firm have the qualified and experienced staff needed to perform this job? (c} Understanding of the Problem. Does the firm understand the issues and has it developed a relevant and effective approach? {d} Proximity of the Firm. Other factors being equal or relatively insignificant, the County shall strive to retain firms based in the local area, especially Butte County firms. (e} Cost. Whenever possible and appropriate, a firm fee or hourly rate should be secured as part of the proposal and considered in the evaluation process. In addition, examples of evaluation criteria listed in Sections 3.12 and 3.13 may be used. PPM08.Doc Rev 01-26-99 Butte County Purchasing Services Page 4-2 of 4-8 General Services Department Purchasing Services Office PUR~HASINt~ POLICY MANUAL COMPETITIVE SEALED PROPOSALS 4.6 Discussions with Offerors and Revisions to Pro op sals As provided in the Request far Proposals, discussions may be conducted with responsible offerors who submit proposals determined to be reasonably susceptible of being selected far awards for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Negotiations concerning compensation or scope of services may be conducted as prescribed in the request for proposals. Offerors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submission and prior to award for the purpose of obtaining best and final offers. In conducting discussions, there shall be no disclosure of information derived from proposals submitted by competing offerors. 4.7 A~rard Process Contract awards for professional or consultant services for under $25,000 may be approved by the Purchasing Agent or his/her designee. Pursuant to Section 2.4, the Chief Administrative Officer may approve professional or consultant services contracts under $25,000 that were not previously budgeted. Although proposals that are less than $25,000 do not require Board approval, the Chief Administrative Office, because of budget process, should be consulted to determine whether the specific consultant services or other circumstances warrant Board consideration. Recommendations for contract award for professional consultant services for $25,000 or more shall be submitted by the depa~~tment head of the initiating department (or alternatively the Chief Administrative Office or the General Services Director) to the Board of Supervisors along with pertinent contract documents. The recommendation should include the following: (a) The services to be provided by a consultant or professional service contract. (b) The method of compensating the consultant or the actual cost, if appropriate. (c) The reasons for recommending a particular consultant, particularly if that proposal was more costly than others. Positive reasons supporting the consultant recommended should be stressed rather than deficiencies of those not recommended. The requesting department shall forward a copy of the executed contract along with a completed requisition form to Purchasing Services for issuance of a Purchase Order. PPMOS.Doc Rev 01-26-99 Butte County Purchasing Services Page 4-3 of 4-8 General Services Department Purchasing Services Uffice PURCHASING POLICY MANUAL COMPETITIVE SEALED PROPOSALS 4.8 Request For Proposals, Procedural Steps 4.8.1 Frequency of Issuing RFPs To the extent possible, in order to assure suppliers ability to access County business and to ensure that the County continues to receive competitive prices and the best available talent, RFPs for ongoing services should be, under most circumstances, issued at least once every three years. Refer to Section 14.4 for Sole Source Requests. 4.8.2 Procedures This procedure would be applicable to all contracts that require an RFP process. Although the competitive process is not required for service and consultant contracts under $25,000, it still may be necessary to develop an RFP if the item(s) are of a competitive nature. Purchasing Services will advise if the RFP process is required. {a) Budget Considerations -Prior to an RFP or informal interview procedure being initiated, sufficient funds must be approved by the Board of Supervisors. {b) initial Request -Upon approval of funding, and if applicable, a written request must be submitted to Purchasing to identify the project in general terms, identify the funding, and the projected time frame for the project. {c) Coordination and Planning -The RFP process normally involves the solution to a problem. The better the County clarifies its own thinking beforehand and communicates it to the prospective firms, the more complete and acceptable the proposals received will be. The requesting department is responsible for scheduling an initial planning session with the Purchasing Agent or designee to consider the following: (1} Definition of the problem to be solved. If a problem cannot be clearly stated, it is not sufficiently understood; therefore, cannot be adequately communicated for successful resolution by a consultant. (2) Identification of what the consultant is to accomplish. This would include the desired approach to the problem; practical, policy, technological, and legal limitations; specific questions to be answered; description of the items to be delivered; format and number of copies of the completed reports; and the extent and nature of the assistance to be made available by the County to the consultant. PPM08.Doc Rev 01-26-99 Butte County Purchasing Services Page 4-4 of 4-8 General Services Department Purchasing Services Office PUFtCHASiNG POLICY MANUAL COMPETITIVE SEALED PROPOSALS (3) Estimated time frame including projected dates for award of contract, commencement of performance, progress reporting, completion, and payment. {4) Budgetary limitations such as time or money or both. (5} Preliminary listing of potential competitors, using the master supplier file maintained in Purchasing Services and those provided by the requesting department. {6} An analysis of independent contractor status vs. other forms of employment. (7) Contracts for which no services will be performed during the current year will result in an encumbrance not being issued. 4.8.3 Draft RFP Following the planning stage, the requesting department will develop a draft RFP utilizing this input plus all of the legal, boilerplate, minimum requirements, and evaluation criteria necessary to the process. The draft will include same or ail of the following as tailored to the specific project. (a) Background discussion of Butte County, who we are and where we are. (b) General discussion of the scope of the services to be provided. (c) Minimum qualifications for participation. (d} Minimum requirements for participation. (1 } Bid Bond: In the amount that may be required at the discretion of the Purchasing Agent. (2} Performance Band: In the amount as determined by the Purchasing Agent. (3} Insurance: The County standard General Insurance Requirement is always attached with minimum limits as established by Risk Management. (4) General Information: This will include the format to be followed in submitting proposals, reference requirements, the address of the responsible party, and the procedure relative to the receipt of proposals after the closing date. PPM08.Doc Rev 01-26-99 Butte County Purchasing Services Page 4-5 of 4-8 General Services Department Purchasing Services ©ffice PUFtCHASINC~ POLICY MANUAL COMPETITIVE SEALED PROPOSALS (e} Proposer's Conference -The conference is designed to provide clarification of the request for proposal to suppliers and to let the County know who the potential participants in the competition will be. {1) The conference may be mandatory depending on the complexity of the project and the market. (i} If the RFP, as released, leaves room for interpretation and questions, a mandatory proposer's conference will be held. (ii} If the RFP covers a project for which there are a limited number of firms who regularly compete for the type of service, a mandatory conference may not be required. (f) Closing Deadline - A time frame will be established for RFP release, proposer's conference date and closing date. It should be noted that in order to obtain the most comprehensive proposals, a reasonable amount of time must be allowed for a response. (1) Experience has shown that at least three {3} weeks from the date of issuance to the closing date should be allowed. This time frame is evaluated on an individual project basis. {2) Under no circumstances can the time frame be less than ten (10) working days. {g) Protest Procedure -Provisions of Section 10 of the Purchasing Policy Manual will apply to protests regardless of the solicitation type. All protests must be made in writing, signed by an individual authorized to sign the submitted proposal, and must contain a statement of the reasons} for the protest; citing the law, rule, regulation or procedure on which the protest is based. Only information taken from the request for proposal and the proposal may be used to describe the reason for the protest. Information outside these parameters is not allowable. 4.8.4 Evaluation Criteria The evaluation criteria is the single most important factor in the RFP process as it identifies how the County will rate and ultimately choose the successful proposer, (i.e. the supplier that is the most qualified to provide the service requested by the County). To provide consistent and fair evaluation and to ensure selection of the best supplier, the RFP must clearly define the standard criteria that will be used by PPM08.Doc Rev 01-26-99 Butte Gounty Purchasing Services Page 4-6 of 4-8 General Services Department Purchasing Services Office PURCHASINU POLIC'~ MANUAL COMPETITIVE SEALED PROPOSALS the County to evaluate and select the successful proposer. Criteria may include the following, and others, established for the specific project. {a} Relevant Experience {b} Qualifications of Personnel Assigned {c} Availability (d} Proposal Content and Presentation {e} Compliance with Administrative Requirements (f) Total Cost {g} Methodology In addition to the above criteria, to the extent possible, the RFP will define the County personnel who will comprise the evaluation team and the projected time frame for evaluation and recommendation for award. The team should always include the Purchasing Agent or authorized designee and others directly involved in the project. {Also refer to Sections 3.12, 3.13, and 4.5 for other evaluation factors. } 4.8.5 Master Supplier File Purchasing Services will maintain a listing of all known suppliers who can provide services to the County. All requests from firms and/or individuals voicing interest in providing services to the County should be forwarded to Purchasing Services for a determination regarding placement in the Master Supplier File. 4.8.6 Release of RFP If the Project has prior budget approval, it is not necessary that authorization be obtained from the Board of Supervisors to release the RFP. A release date is agreed upon and the RFP is released to a list of prospective suppliers identified during the planning process. 4.8.7 Pro~salOpening On the date established in the RFP, the proposals are opened either in Purchasing Services or in the department specified in the RFP. Discussions relative to disclosure of information will be governed by Section 4.6 and 15.1 {e} of the Purchasing Policy Manual. 4.8.8 Evaluation of Proposals The proposals are reviewed by Purchasing Services staff and/or the issuing department to ensure that all minimum, mandatory, and administrative requirements of the RFP are met. Those proposals not meeting the minimum, mandatory, and administrative requirements are rejected by formal letter from Purchasing Services and/or issuing department and are not further reviewed in the evaluation process. PPMOS.Dac Rev 01-26-99 Butte County Purchasing Services Page 4-7 of 4-8 General Services Department PURCI~-IASINCa POLICY MANUAL Purchasing Services Office COMPETITIVE SEALED PROPOSALS Those proposals remaining after the initial review are then presented to the Evaluation Team for in-depth evaluation as set forth the Request for Propasal. The Purchasing Agent or designee will not further evaluate the proposals except in an advisory capacity to ensure that the proper procedure is followed. 4.8.9 Intent to Award ©nce the evaluation is completed, the evaluation team makes a written recommendation documenting the reasons the successful supplier was selected. In the case of a quantified evaluation, the team ranks the competitors. Recommendations for intent to award to the selected supplier are then submitted to the Purchasing Agent or designee. Purchasing Services, and/or the originating department, notifies all competitors of the recommendations and the date on which the Board of Supervisors is scheduled to make the award. If a protest is anticipated, the recommendation to the Board of Supervisors must allow enough time to complete the protest action. 4.8.10 Protest As set forth in the Request for Proposal, a competitor will follow the protest procedures. If the protest is not resolved in accordance with the steps outlined, the Board of Supervisors will hear the protest at the time the recommendation is heard on the agenda. {See Section 10 for protests and appeals.) 4.8.11 Contract Negotiation Following the approval of the intent to award by the Board of Supervisors, the specific terms and conditions of the contract are negotiated by the Purchasing Agent or designee, or the Department of Primary Interest, and the contractor's representatives. There are specific items that must be included in the contract language and others which may be added in the negotiation process. It should be noted that contract language may not be added which in any way changes the requirements of the request for proposal or the successful responding proposal. The General Insurance Requirement and the final proposal are always included as an integral part of the contract. If not clearly defined in the cost section of the proposal, the contract must include a cost and payment schedule as well as a specific implementation schedule for completion of services. PPM08.Doc Rev 01-26-99 Butte County Purchasing Services Page 4-8 of 4-8 General Services Department Purchasing Services Office PURCHASING r~OLICY MANUAL PUBLIC PROJECTS 5.0 PUBLIC PROJECTS In accordance with the Public Contract Code, Part 3, Chapter 2, Article 3, Public Projects: Alternative Procedure, the following procedures apply to all Public Projects including projects under the direction of the Director of Public Works or Road Commissioner. 5.1 Definition -Public Project. Public Project means any of the following [Cost Accounting Policies and Procedures Manual Section 22002(c)]: {a} Construction, reconstruction, erection, alteration, renovation, improvement, demolition, and repair work involving any publicly owned, leased, or operated facility. (b) Painting or repainting of any publicly owned, leased, or operated facility. 5.2 Excluded Expenditures from Public Projects. Public Project does not include maintenance work. For the purposes of this section, "maintenance work" includes all of the following [Cost Accounting Policies and Procedures Manual Section 22002(d}]: (a) Routine, recurring, and usual work for the preservation or protection of any publicly owned or publicly operated facility for its intended purposes. (b} Minor repainting. (c} Resurfacing of streets and highways at less than one inch. (d) Landscape maintenance, including mowing, watering, trimming, pruning, planting, replacement of plants, and servicing of irrigation and sprinkler systems. (e} Work performed to keep, operate, and maintain publicly owned water, power, or waste disposal systems, including, but not limited to, dams, reservoirs, powerplants, and electrical transmission lines of 230,000 volts and higher. 5.3 Public Project Bid Levels (a) Under $25,000 for the total project may be done by Force Account (County employee labor}. (b) Projects below $75,000 shall be let to contract by informal or formal bid procedures. (c) Projects of more than $75,000 and more shall be let to contract by formal bid procedures. PPM09.Doc Rev. 05-17-99 Butte County Purchasing Services Page 5-1 of 5-2 General Services Department Purchasing Services Qffice 5.4 Advertisi PURCHASING POLICY 11JIANUAL PUBLIC PROJECTS Notice inviting formal bids -For projects over $75,000, one publication of notice at least fourteen days prior to opening of bids is required. The notice inviting formal bids shall also be mailed at least thirty days prior to opening of bids to all construction trade journals in the County that have been identified in accordance with Section 22036 of the Public Contract Code. 5.5 Plans. Specifications and Working Details For all public projects over $75,000: {a) The Board of Supervisors shall adapt the plans, specifications and working details. (b} All bidders shall have the opportunity to examine the plans, specifications and working details. 5.6 Public Contract Code Definition of Informal and Formal Bid Procedures (a) Informal Bid Procedures -Public Project procedures shall follow the guidelines outlined in Section 6.4 of this manual. The solicitation shall be sent at least ten days prior to the bid opening to the suppliers on the applicable bid list plus the plus the three Construction Trade Journals that have been identified in accordance with Section 22036 of the Public Contract Cade. (b} Formal Bid Procedures - Public Project procedures shall follow the guidelines outlined in Section 3.0 of this manual with the advertising requirement from Section 5.4. 5.7 Prevailing Wages The payment of prevailing wage rates is generally required of contractors performing construction work for the County. Exceptions to this procedure can be found in the California Labor Code. For construction projects, General Services and the Public Works Department shall make reference to and include in their contracts, the requirement for payment of prevailing wage rates adopted by the State of California, Director of Industrial Relations. Public projects under the direction of the Director of Public Works shall be performed in accordance with the Public Contract Code, Part 3, Chapter 1, Article 25. PPM09.Doc Rev. 05-17-99 Butte County Purchasing Services Page 5-2 of 5-2 General Services Department PURCHASING POLICY MANUAL Purchasing Services Office SIMPLIFIED PURCHASES 6.0 SIMPLIFIED PURCHASES 6.1 Conditions for Use Any commodity or service may be purchased in accordance with the procedures outlined in this section; however, procurement requirements shall not be artificially divided to meet the dollar value limitations for simplified purchases prescribed herein. Request for quotations, which may be oral or written, will be the usual method for simplified purchases unless the purchase meets the criteria for an emergency or a sole source purchase. The Purchasing Agent or hislher designee may require use of the competitive sealed bid or proposal process if in his/her opinion this alternate procedure is in the best interest of the County. Purchases made pursuant to this section are also subject to the requirements of Sections 3.4 and 3.12 through 3.17. 6.2 Purchases Up to $2,500 Departments are authorized to make individual purchases for materials and services up to $?_,500 (reference Section 8.2(c}, Delegated Purchasing}. 6.3 Purchases Between $2,500 and 5 000 The Purchasing Services buying staff may forego seeking bids and process an order in accordance with their understanding of the market and sources of supply. 6.4 Purchases Between $5,000 and $10,000 The Purchasing Services buying staff shall seek oral and informal written quotations from at least three prabable sources or provide written justification far failing to do so. For Public Projects, this Section 6.4 applies to projects under $75,000 ire accordance with Section 5.3. 6.5 Purchases Above $10000 Purchasing Services shall seek formal written quotes from at least five probable sources or provide written justification far failing to do so. 6.6 Oral Quotations Oral quotes shall be recorded on Purchasing Services' standard oral quote form and shall be attached to the Division' s central file copy of the award document. The Buyer shall record the name of the supplier representative submitting the quote and the date the quote was received PPM10.Doc Rev. 01-25-99 Butte County Purchasing Services Page 6-1 of 6-2 General Services Department Purchasing Services ©ffice PU12CFiASING POLICY MANUAL SIMPLIFIED PURCHASES 6.7 Written Quotations Written quotations shall be on Purchasing Services' standard Request for Quotation form and shall include the name and signature of the supplier representative and the date of the quote. f.8 ®ral Purchase Commitm nts Buying staff shall not provide an oral purchase commitment without prior approval of the Purchasing Agent. A buyer may also authorize a department to make an oral purchase commitment {confirming purchase). Such authorization may be granted if the request is urgent and time does not permit the submittal of a requisition to Purchasing Services. The Buyer shalt record the request number authorized for such oral purchase commitments granted. The department shall Hate the authorizing buyer's name on the requisition and submit to Purchasing Services for approval (reference Section 8.2(e}. 6.9 Procedures for Purchasing Fixed Assets Fixed assets, those items of equipment that are $2,500.00 or more and have a life of greater than one year, must be budgeted before a requisition will be processed by the Purchasing Services Office of the General Services Department. Following is an outline of the budgetary procedure for the purchasing of fixed assets: {a} All requisitions must be submitted to Purchasing Services. {Departments shall not independently purchase fixed assets.) {b) Purchasing Services will issue a purchase order upon encumbrance of the funds by the Auditor's Office. (c} If a department wishes to purchase an alternate fixed asset item in lieu of that authorized in the budget, a request shall be submitted to the Chief Administrative Office for approval. (d) If insufficient funds are budgeted to purchase authorized fixed assets, an Appropriation Fund Transfer shall be submitted to the Chief Administrative Office for approval. (Refer to Section 12.0 for transfer, sale, or disposal of fixed assets.} PPM10.Doc Rev. 01-25-99 Butte County Purchasing Services Page 6-2 of 6-2 General Services Department PURCHASING POLICY MANUAL Purchasing Services Office NEGOTIATED CONTRACTS 7.0 NEGOTIATED CONTRACTS 7.1 Purchase or Lease On a limited basis, the lease or purchase of new or used vehicles, new or used heavy equipment, or other equipment, e.g., a computer acquisition, may be negotiated when deemed beneficial by the requesting department and Purchasing Services. A negotiated purchase or lease shall require that: {a} Whenever possible, requests for written offers be submitted to at least three suppliers; and {b) Purchasing Services shall retain copies of the written solicitation, offers, and analyses for each transaction. {c) Oral quotes may be used for the lease or purchase of new or used vehicles, new or used heavy equipment, or other equipment (reference Section 6.6). Alternately, equipment purchases or leases may be accomplished by the use of the competitive Sealed Bidding or Competitive Sealed Proposal process (reference Section 3.0 and 4.0). 7.2 Blanket Purchase Act, reement~ Blanket purchase agreements that are authorized by the Purchasing Agent may be negotiated: {a} For operational services/supplies based on the geographic proximity to the County's site of operations; andlor {b} Where quantitative information is unavailable due to unforeseeable usage, which thereby would result in an ambiguous bid call, a blanket purchase agreement may be negotiated with one or more suppliers {Reference Section 3.13). 7.3 Proposals Proposals received in response to a Request for Proposal may be negotiated as described in Sections 4.0 and 14.1. 7.4 Quotations Quotations received in response to a Request for Quotation may be negotiated as described in Sections 6.0 and 14.3. PPti111.Doc Rev. Q1-25-99 Butte County Purchasing Services Page 7-1 of 7-1 General Services Department Purchasing Services Office PURCHASING POLICY MANUAL DEPAF2TMENTAL INFORMATION 8.0 DEPARTMENTAt_ INFORMATION County departments have important responsibilities in the procurement of goods and services. This section of the manual outlines some of those responsibilities, policies, and procedures to assist departments in their interaction with Purchasing Services. 8.1 Requisitioning Process Purchase requisitions are prepared by departments to initiate purchases, to provide management and the central budgetary authority with budgetary control over purchases, to serve as a formal requisition to authorize Purchasing Services to begin the purchasing process and to provide an accounting record of in process purchases. Specific instructions for completing requisitions are set forth in the General Services Procedures Manual. Departments are prohibited from artificially dividing purchase requisitions to circumvent any competitive bidding requirement. Section 15.1 provides directions for completing the Purchase Requisition. 8.1.1 Department Responsibilitie~n R~ ug isitioninp Process Departments shall contact Purchasing Services early in the purchasing process in order to benefit from advice and assistance on specifications, sources of supplies, price advantages, substitutions, and a determination of each Department's precise needs. Further, departments are responsible for: {a) Determining that sufficient funds are available to pay for requested goods and services. Purchasing Services will contact the department prior to placing an order if the actual costs exceed the department's written estimate. {b} Ensuring that requested itemslservices are necessary to operations and are used for their stated purpose. (c) Ensuring that requisitions and purchase orders are completed and processed for payment satisfactorily. (d) Ensuring that Purchasing Services is informed of all contacts with prospective suppliers. {e) Ensuring that Purchasing Services is informed of annual requirements in a form and manner as requested by Purchasing Services. (f) Obtaining Board approval for unauthorized purchases (reference Section 8.3). PPM12.Doc Rev. 06-02-99 Butte County Purchasing Services Page 8-1 of 8-11 General Services Department ~'URCHASING POLICY Ni/~iyIJAL Purchasing Services Office DEPARTMENTAL INFORMATION 8.1.2 Department Contact with Su{~pliers Departments that contact suppliers for information to price purchase requisitions or gather operational or budgetary information shall inform the suppliers that the information requested is for planning purposes only and is not a request for quotations. Whenever possible, equipment demonstrations shall be arranged by Purchasing Services. Departments shall contact Purchasing Services if they are interested in having Purchasing Services make arrangements for an equipment demonstration. Whenever passible, such demonstrations will be consolidated to include all interested departments. 8.1.3 Consolidation of Departmental Re~.uests Departments shall plan their annual requirements and make every effort to consolidate similar items into a single purchase requisition. In addition, Purchasing Services will periodically issue a schedule of planned procurement solicitations for specific common products or materials; e.g., desks, chairs, filing cabinets and calculators. Department requirements should be consolidated and submitted in accordance with these schedules. Items shall be ordered in quantities sufficient for a reasonable period and consistent with future needs and available storage space. Department practices that result in the submission of several purchase requisitions for the procurement of the same item, or for like items, for delivery to the same location often require the issuance of otherwise unnecessary purchase orders, incur additional shipping and packaging expense, cause an unfavorable impression of County business practices, and eliminate or reduce the volume purchase advantage of centralized purchasing. 8.1.4 Authority to Sin Requisitions Department heads are authorized to sign all requisitions and may delegate such authority to key personnel on the Certificate of Appointment of Deputy and Oath of Office. 8.1.5 Specifications Departments must make sure specifications are nonrestrictive, clearly describe the item needed in terms of performance, and reference existing industrial or governmental specifications. Drawings or samples should clearly describe the required item. If a brand name or model is specified on the requisition, Purchasing Services will assume that "equal" items are acceptable. What is "equal" will be determined jointly by Purchasing Services and the requesting department. PPM12.Doc Rev. 46-02-99 Butte County Purchasing Services Page 8-2 of 8-11 General Services Department PURCHASING POLICY MANUAL Purchasing Services Office DEPARTMENTAL INFORMATION If a department believes that only a specific make and model will meet its needs, the department shall attach an objectively written explanation that calls out the unique features of the sole source item and which states why these features are required. If other brands and models have been tested or used previously, the department shall specify the brands and models used, and why they are unacceptable. Similarly, prior unsatisfactory performance may be used for future source evaluations. The Purchasing Agent or designee may return the requisition for additional justification if a specific brand which appears to be unreasonably restrictive, luxurious, or otherwise inappropriate for the specified product. 8.1.6 Record Retention All requisitions and related procurement documents shall be retained for a period of not less than three years unless law prescribes a longer period. 8.1.7 Requisitions Requiring S ecp ial Approval Requests for the following items must be approved by the department or division listed belovr before forwarding requisitions to Purchasing Services: Items/Services Construction/Improvements and Major Maintenance of Facilities Services Division Copy Machines Data Processing Equipment, Software, Data Communications Equipment 8.2 Definition of Purchasing Methods Approving De a~ rtment Facilities Services (Buildings & Grounds} Graphic Services {Print Shop} Information Services Following are definitions of various methods of obtaining goods and services. (a) Purchase Order. The requesting department submits an original requisition, with special approvals if required by Section 8.1.7, to Purchasing Services. A purchase order is then developed from the requisition. Section 15.2 provides directions for completing the Purchase Order. PPM12.Doc Rev. 06-02-99 Butte County Purchasing Services Page 8-3 of 8-11 General Services Department PURCHASING POLICY MANUAL Purchasing Services Office DEPARTMENTAL INFORMATION (b} Blanket Purchase Agreement. An original purchase requisition is submitted by the requesting department to Purchasing Services for goods or services required on an as-needed basis. A blanket purchase agreement is then developed for the requirements that were specified by the Department. (c} Delegated Purchasing_ (Field Purchase Ordersl Each department head is authorized to use a Field Purchase Order to make individual purchases for materials and services up to $2,500 if, in the opinion of the department head, such direct purchases are in the best interest of the County. Section 15.3 provides directions for completing the Field Purchase Order. The delegation of authority to make small purchases is intended to facilitate the economical and orderly procurement of personal property by County departments. The privileges extended to operating departments under this procedure are not intended as a substitute for centralized purchasing, nor are they to be used to engage in widespread purchasing without adequate analysis and competition. Departments shall not circumvent normal procurement methods by splitting purchases into series of field purchase orders valued less than $2,500. However, departments are encouraged to combirte independent purchases from the same supplier into a combined field purchase order. Combined FPOs may exceed the $2,500 limit if each invoice is less than $2,500 and there is no evidence that the individual purchases were split to avoid the $2,500 limit per purchase. All field purchase orders exceeding $2,500 sf-iall be forwarded to Purchasing Services for review. Follo'rving this review, Purchasing Services shall forward compliant FPOs to the Auditor- Controllerfor payment. There are certain products and services for which the County has long-term agreements with discounted pricing. The departments should ensure that they take full advantage of the long-term agreements when purchasing applicable commodities. The products or services on long-term agreements may change from year to year at the direction of Purchasing Services, but generally they include office furniture, telephone answering machines, recording equipment, office supplies/stationery items, business cards, rubber stamps, software, large tools, service contracts and mainterrance contracts. PPM12.Doc Rev. 06-02-99 Butte County Purchasing Services Page 8-4 of 8-11 General Services Department Purchasing Services Qffice PURCHASING POLICI( MANUAL DEPARTMENTAL INFORMATION {d) Emergency Purchase_ rder Departments may make a direct purchase by using a purchase requisition when unforeseen circumstances require an immediate purchase in order to avoid a substantial hazard to life or property or serious interruption of the operation of a County department, ar the necessary repair of County equipment or heavy equipment required for the operation of a County department. Departments are encouraged to consult with Purchasing Services prior to making an emergency purchase. Further, Purchasing Services shall be advised of emergency purchases as soon as reasonable after the commitment. For emergency purchases over the department head's monetary limit, the department head shall advise the Board of Supervisors at the next regularly scheduled Board meeting jreference Section 2.2{c)]. (e) Confirming Purchase Carder Departments may require an expedited purchase that cannot be accomplished within the normal Purchasing Services' turnaround time. For this occasional purchase, the department may contact a buyer and request authorization to make a direct purchase. Such authorization may be granted if the request is urgent and time does not permit the submittal of a requisition to Purchasing Services. If the request is approved, the department may proceed with the purchase. The buyer's name and date of authorization shall be noted on the purchase requisition, invoices shall be attached to the requisition and the attached documents shall be forwarded within one week of the purchase to Purchasing Services for final approval. {f) Petty Cash Petty cash is available to reimburse employees for personal funds expended, or pay suppliers directly, far supplies ar services valued at less than $100. Employees are normally reimbursed by check from the Petty Cash account at Purchasing Services upon presentation of a properly approved petty cash form and associated cash sales receipts. The check can alternatively be made payable to a supplier if the product or service was purchased on account or if advance payment is required. Advance payment may be required when ordering books. Department heads or deputies authorized to approve petty cash purchases may approve petty cash forms. Sales slips are required to have the supplier's printed name and address and the date of the sale. The employee shall sign the sales slip to signify receipt of the PPM12.Doc Rev. 06-02-99 Butte County Purchasing Services Page 8-5 of 8-11 General Services Department Purchasing Services Office PURCHASING POLICY MANUAL DEPARTMENTAL INF®RMATION product or service. An example of the Petty Cash Authorization and Payment form and completion instructions is provided in Exhibit 15.4. 8.3 Unauthorized Purchases A department making an unauthorized purchase may be required to appear before the Board of Supervisors to obtain approval of such expenditure. An unauthorized purchase may include any of the following: (a) Any purchase that does not meet the type of method listed in Section 8.2. (b} An obvious circumvention of delegated purchasing authority or the purchase of items specifically identified as exempt from delegated purchasing (e.g., fixed assets). (c) Any purchase for personal use. 8.4 Administration of Orders 8.4.1 Receiving Issuance of a contract by Purchasing Services is only cne part of the buying process. The department for whom the merchandise is purchased also has important functions to perform in this process. Unless special receiving assistance is required as outlined in Section 8.4.6, Department heads shall provide for the receiving, inspection and acceptance or rejection of deliveries of merchandise and services. The departments should assign the responsibility for receiving and inspecting shipments to specific individuals, preferably someone other than the person who approved the requisition. Departments are responsible for ensuring that commodities delivered and services performed conform to the contract specifications. All discrepancies shall be immediately reported to Purchasing Services. Upon receipt of such reports, Purchasing Services staff shall contact the supplier, take appropriate action, and maintain a record of the default. Departments sha-I complete the receiving/pay copy of the purchase order to reflect the date of delivery, quantity delivered or services performed, and any discrepancies. Any discrepant items that are returned to the supplier shall be noted on the receiving/pay copy of the purchase order. If the invoice was sent with the order, it should be forwarded to the Auditor's office. If an item on a purchase order will not be received, advise Purchasing Services to cancel the order and note the cancellation on the receiving/pay copy of the purchase order. Note any damage on the receiving/pay copy of the purchase order, keep the damaged product and packaging materials, and notify the carrier by telephone or facsimile. Notification of damage via telephone should be confirmed in writing. After completion of the receiving/pay copy of the purchase order, forward it to the Auditor's office for PPM12.Doc Rev. 06-02-99 Butte County Purchasing Services Page 8-6 of 8-11 General Services Department Purchasing Services Office Pl1RGHASING POLIGY MANUAL DEPARTMENTAL INFORMATION payment. In the absence of prior approval from Purchasing Services, payments shall not be processed for goads or services received for which there are discrepancies. Quality and performance testing of commodities and equipment is the responsibility of the receiving department, except as otherwise directed by this manual or unless prior arrangements are made with Purchasing Services. Department heads shall ensure that the Auditor's Office is promptly forwarded a payment authorization for accepted goods or services to take advantage of any discounts to which the County is entitled. 8.4.2 C~uality Control Assistance Quality control assistance is available from Purchasing Services for departments. Purchasing Services shall be contacted in the event: {a) A department has questions as to whether an item delivered against a contract meets specifications. {If necessary, Purchasing Services will arrange to inspect the item in question.) (b) Equipment or supplies received and placed in service does not appear to be performing as expected or as represented by the seller. {c) Departments are receiving poor service or experiencing other problems after items are received. Copies of all correspondence concerning purchase orders and other contracts shall be forwarded to Purchasing Services. 8.4.3 Materials Expediti If initial contacts with a supplier who is late meeting specified delivery dates are unsuccessful, a department should contact the buyer responsible for the purchase order or contract. The buyer will contact the supplier on the department's behalf and will continue to monitor the supplier's progress until the order is complete. The buyer will keep the using department advised of efforts to enforce the terms and conditions of the respective purchase order and the current status of these transactions. 8.4.4 Manufacturer's Warranties Many items of equipment purchased by departments carry a manufacturer's warranty of acceptable materials and workmanship. All departments shall register and maintain proper records of such warranties to ensure that the manufacturer repairs defects covered by the warranty. PPM12.Doc Rev. 06-02-99 Butte County Purchasing Services Page 8-7 of 8-11 General Services Department PURCHASING POLICY MANUAL Purchasing Services Office DEPARTMENTAL INFORMATION 8.4.5 Energ~Conservation Considerations Prior to the purchase of all new equipment, except in the case of an emergency and whenever practical, the Purchasing Agent or any other county officer or employee authorized to purchase such equipment shall evaluate and consider the energy consumption level and the anticipated operating costs over the useful life of tree new equipment in addition to the initial cost of such equipment. 8.4.6 special Receiving Assistance Because of their technical nature, receipt of the following items should be made by, or shall be coordinated with, the indicated organizations: (a} Vehicles {b) Telecommunications Equipment (c} Data Processing Equipment and Software, Data Communications Equipment including Word Processing 8.5 Vehicles 8.5.1 Vehicle Registration and Licensing Public Works Fleet Operations Information Svstems information Systems Purchasing Services is responsible for the administrative aspects of all registration and licensing of County-owned vehicles. Registration and licensing of leased vehicles is also the responsibility of Purchasing Services. 8.5.2 Credit Cards Fuel purchases are to be made from the County provided service stations unless County departments are operating a vehicle in an area not served by a station. Departments needing credit cards from participating oil companies should contact Purchasing Services. Employees using credit cards shall ensure that where practical, oil company sales tickets are completed in ink, and that in every instance the amount of the sale is totaled at the bottom of the sales ticket and the vehicle license number is clearly noted. PPM12.Doc Rev. 06-02-99 Butte County Purchasing Services Page 8-8 of 8-11 General Services Department Purchasing Services Office PURCHASING POLICY MANUAL DEPARTMENTAL INFORMATION 8.5.3 Evidence of Financial Responsibility All County owned and leased vehicles are self-insured. To meet the State's financial responsibility regulations, all County owned and leased vehicles shall have a card with the following statement stored in the glove compartment. This card is to be shown to law enforcement officials in the event of an accident: EVIDENCE OF FINANCIAL RESPONSIBILITY This vehicle is owned or leased by the County of Butte and operated by County employees or Agents of the County. The County of Butte is self- insured for automobile liability and property damage as authorized under the laws of the State of California. Claims against the County, in accordance with Government Code Section 910, et seq., should be directed to Butte County Board of Supervisors, 25 County Center Drive, Oroville, CA 95965. 8.6 Copy Machines 8.6.1 Centralized Coffer Program A centralized prcgram hay been established, under the direction of General Services to facilitate acquisition and use of copier equipment based upon need and efficiency rather than upon ownership by fund budget unit. Copiers are acquired through amulti-year lease agreement with a specific supplier. The cost of the copy machine, ongoing maintenance, and supplies are covered in the cost. The casts for copiers are distributed to departments through the County's cost allocation plan. 8.6.2 Placement of Copiers Requests for copy machines should be made directly to the Graphic Services (Print Shop). Copiers shall be placed in County facilities in configurations that most effectively meet the needs of County departments. Decisions regarding placement of copiers, copier models, types of features needed, etc., shall be based upon the need analysis performed by Graphic Services. 8.7 Short Form Agreement A sample Short Farm agreement is provided in Section 15.5 for departments that write any of their awn agreements, such as Professional Services Contracts. Short Form agreements must be reviewed by the Office of County Counsel for legal sufficiency and by the Office of Auditor-Controller far budgetary appropriations prior to final approval. Agreements valued below $25,000 require final approval by the General Services Director. Agreements valued at $25,000 or more require final approval by the Board Chair. PPM12.Doc Rev. 06-02-99 Butte County Purchasing Services Page 8-9 of 8-11 General Services Department Purchasing Services Office 8.8 Partial Payments PU6~CHASING Pt7~1~1( MANUAL DEPARTMENTAL INFORMATIt~N Payment on partial deliveries may be made whenever the amount due warrants or when requested by the supplier and approved by Purchasing Services. 8.8.1 When a partial shipment is received, the date and quantity received is to be entered on the receiving/pay copy of the purchase order next to the quantity actually ordered. 8.8.2 Send original and all copies of the invoice{s} to the Auditor's office. 8.8.3 The Auditor's office will prepare the Partial Shipment Payment Form (Section 15.6} and return it to the department {with invoices attached) for an authorizing signature. 8.8.4 After signing, the ordering department will return the original invoice and original Partial Payment Form to the Auditor's office for payment. A copy of the Partial Shipment Payment Form and invoices(s} is to be sent by the Auditor's office to Purchasing Services. 8.9 Rubber Stamps Departments order rubber stamps, signature stamps and date stamps directly from Recognition Products. Orders can be faxed directly to the supplier and the orders will be shipped directly to the department. The invoice should be paid through use of a Field Purchase Order. A sample facsimile order form is available in Section 15.7. 8.10 Postage and Freight The following types of services or items ordered on a purchase requisition require supplemental information or special handling as indicated below. These charges, as well as employee postage reimbursement, will be paid form the Postage Revolving Fund. At the end of each month the total of all checks written on the Postage Revolving Fund will be totaled and sent to the Auditor's office to be charged to the using departments on the monthly Postage Journal. 8.10.1 When Purchasing Services receives a purchase requisition for postage, a check will be written tot he U. S. Postmaster for the exact amount of postage required. The check will be sent to the requisitioning department to purchase the postage at their convenience. 8.10.2 Pre-stamped envelopes with a printed Butte County return address will be ordered similarly to postage as described above. However, when the check is returned to the department, the department will place the order with the U. S. Stamped Envelope Agency. 8.10.3 Freight charges and employee postage reimbursement will be paid from the PPM12.Doc Rev. 06-02-99 Butte County Purchasing Services Page 8-10 of 8-11 General Services Department Purchasing Services Office PURCHASING POLICY MANUAL DEPARTMENTAL INFORMATION Postage Revolving Fund. If a package is to be sent via United Parcel Service (UPS) rather than through the U. S. Postal Service, a purchase requisition is required with the following information: • Weight of each package (UPS maximum is 70 pounds} • Size of each package • Contents of each package Value of contents and an indication of whether the contents can be replaced • Complete street address, including ZIP code, where package is to be delivered (UPS will not deliver to P.O. boxes or route numbers) ^ Insured value (if applicable) Send the package along with the complete purchase requisition to Purchasing Services. Purchasing will prepare a check and call UPS to pickup the package. UPS charges will be charged back to the using departments through the n~ionthly postage journal. 8.11 PrePayment Magazine subscriptions, newspaper subscriptions, books and other items that are supplied by only one supplier (that requires advance payment) are prepaid. The ordering department completes a Field Purchase Order (FPO) containing the required information. Attach the invoice or other back-up information, such as an order blank or communication from the supplier stated that prepayment is required to the FPO. If the item can be ordered from more than one supplier, the Auditor's office will not prepay. In this event, the supplier will be required to invoice the County to receive payment. 8.12 Failure to Comply with the Purchasing Policy Manual Failure of a County employee to comply with this Manual could result in disciplinary action, including termination, pursuant to the applicable Sections of the County Code. In addition to disciplinary action criminal prosecution could also be warranted. PPM12.Doc Rev. 06-02-99 Butte County Purchasing Services Page 8-11 of 8-11 General Services Department Purchasing Services Office PUhCF-IASI(v _ POLICY MANUAL ETHICAL STANDARDS FOR PURCHASING ACTIVITIES 9.0 ETHICAL STANDARDS FOR PURCHASING ACTIVITIES 9.1 Policy Statement It is the policy of Butte County to promote government integrity and guard against even the appearance of impropriety by prescribing the following essential standards of ethical conduct. (a} County employees shall discharge their duties impartially so as to assure fair competitive access to governmental procurement by responsible contractors and to foster public confidence in the integrity of the County procurement system. (b} County employees shall not solicit, demand, accept or agree to accept a gratuity, an offer of employment or any other benefit in connection with any decision, approval, disapproval, recommendation, or preparation of any part of a program requirement, specification, standard, solicitation or contract. (c} County employees shall not participate directly or indirectly in a procurement when the employee knows that: (1) The employee or any member of the employee's immediate family has a personal financial interest pertaining to the procurement; (2) A business or organization in which the employee, or any member of the employee's immediate family, has a personal financial interest pertaining to the procurement; or (3) Any other person, business or organization with which the employee or any member of the employee's immediate family is negotiating or has an arrangement concerning prospective employment is involved in the procurement. (d) County employees who fail to comply with this policy are subject to disciplinary action and criminal prosecution as detailed in Section 8.7. 9.2 Discovery of an Actual or Potential Conflict of Interest Upon discovery of an actual or potential conflict of interest, an employee shall promptly withdraw from further participation ire the transaction involved. County Counsel should be consulted for an opinion whenever there is even a question of an appearance of conflict. PPM13.Doc Rev. 01-25-99 Butte County Purchasing Services Page 9-1 of 9-2 General Services Department PURCNASINt, t'O~ICY IlIIANUAL Purchasing Services Office ETHICAL STANDARDS FOR PURCHASING ACTIVITIES 9.3 S1 ~i plier Ethics (a) It shall be a breach of ethical standards for any person to offer, give, or agree to give any County employee or farmer employee a gratuity, an offer of employment or any other benefit in connection with any decision, approval, disapproval, recommendation, specification, standard, solicitation or contract. {b) It shall be a breach of ethical standards for any person or firm to present false documents or falsely represent its firm. {c} Supplier shall exercise reasonable care and diligence to prevent any actions or conditions that could result in a conflict with the best interest of the County. This obligation shall apply to supplier's employees, agents, relatives, subcontractors, and third parties associated with accomplishing work for the County. {d) A breach of Section 9.3 (a) or (b} may result in debarment for cor~sideratian of awards and/or referral to law enforcement officials. {e} Personal purchases shall not be made for County employees through the County's procurement system. PPM13.Doc Rev. 01-25-99 Butte County Purchasing Services Page 9-2 of 9-2 General Services Department PURCHASING POLICY MANUAL Purchasing Services Office PROTESTS AND APPEALS 10.0 PROTESTS AND APPEALS Any actual or prospective bidder, offeror or contractor who is aggrieved in connection with the solicitation or award of a contract may protest to the General Services Director. The protest shall be submitted in writing to the General Services Director within seven (7) working days after such aggrieved person or company knows or should have known of the facts giving rise thereto. 10.1 General Services Director The General Services Director shall issue a written decision within ten (10) working days after receipt of the protest. The decision shall: (a} State the reason for the action taken; (b) Inform the Protestant that a request for further administrative appeal of an adverse decision must be submitted in writing to the Clerk of the Board of Supervisors within seven {7) working days after receipt of the decision by the General Services Director. The General Services Director shall discuss with County Counsel all protests and appeals prior to issuing a written decision. 10.2 Board__©f Supervisors If so requested as set forth in Section 10.1 {b} above and the award is subject to approval by the Board of Supervisors, the Clerk of the Board of Supervisors shall schedule the appeal for hearing by the Board of Supervisors at a regularly scheduled meeting within twenty {20) working days from the date of receipt of the appeal. If the award is not subject to approval by the Board of Supervisors, the Purchasing Agent shall make the final decision on the merits of the protest. (a) Once the Clerk of the Board has scheduled the appeal hearing, written notification thereof shall be given to the appellant by personal service not less than ten (10} working days from the date of the hearing. (b) At the hearing, the appellant shall have the right to testify, to be represented by counsel, to present witnesses on his/her own behalf, to cross-examine all other witnesses and to present oral and written documents and evidence on the issues. (c) At the conclusion of the hearing, the Board of Supervisors shall make findings of fact and a decision concerning the issues raised by the appellant. (d) Review of the proceeding before the Board of Supervisors may be sought in accordance with Code of Civil Procedure. PPM14.Doc Rev. 05-17-99 Butte County Purchasing Services Page 10-1 of 16-2 General Services Department PURCHASING POLICY MANUAL Purchasing Services Office PROTESTS AND APPEALS 10.3 Stay of Purchasing Action During Protest In the event of a timely appeal before the Board of Supervisors under this Section, the County shall not proceed further with the solicitation or with the award of the contract until the appeal is resolved unless the General Services Director, in consultation with the head of the using department and County Counsel, makes a written determination that the award of the contract without delay is necessary to protect a substantial interest of the County. 10.4 Remedies Prior to an Award If prior to award it is determined that a solicitation or proposed award of a contract is in violation of law, then the solicitation or proposed award shall be: (a} Canceled; or (b} Revised to comply with the law. 10.5 Remedies after an Award If after an award it is determined that a solicitation or award of a contract is in violation of law then: (a} If the person awarded the contract has not acted fraudulently or in bad faith: {1 } The contract may be ratified and affirmed, provided it is determined that doing so is in the best interests of the County; or {2) The contract may be terminated. {b) If the person awarded the contract has acted fraudulently or in bad faith: (1) The contract may be declared null and void; or (2) The contract may be ratified and affirmed if such action is in the best interests of the County, without prejudice to the County's right to such damages as may be appropriate. Prior to making such a decision, it is recommended that County Counsel's Office be consulted. PPM14.Doc Rev. 05-17-99 Butte County Purchasing Services Page 10-2 of 10-2 General services Department PURCHASING Pt~LICY MANUAL Purchasing Services Office 'DEBARMENT ©F SUPPLIERS 11.00 DEBARMENT OF SUPPLIERS After consultation with County Counsel and after reasonable notice to the supplier involved and reasonable opportunity for the supplier's representative to be heard, the Board of Supervisors shall have the authority to debar a person ar firm for cat.tse from consideration far award of contracts. The debarment shall not be far a period of more than one year. 11.1 Causes for Debarment The causes for debarment include the following: (a} Conviction of or civil judgment for: {1) Commission of fraud or a criminal offense in connection with {I} obtaining, (ii) attempting to obtain, or (iii) performing a public contract or subcontract; (?_) Violation of antitrust statutes relating to the submission of bids or proposals; (3) Commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; or (4) Commission of any other offense indicating a lack of business integrity or business honesty that seriously and directly affects the present responsibility of a contractor or subcontractor. {b} Violation of the terms of a public agency contract or subcontract so serious as to justify debarment, such as: {1) Willful negligence or failure to perform in accordance with the terms of one or more contracts; or {2) A history of failure to perform, or of unsatisfactory performance of one or mare contracts. {c} Violation of ethical standards set forth in Section 9.0 of this manual. {d) For any other cause the Board of Supervisors determines to be so serious and compelling as to affect responsibility as a County contractor. 11.2 Other Actions This section shall not be construed as to limit or prejudice any administrative or legal action available to the Board of Supervisors. PPM15.Doc Rev. 01-25-99 Butte County Purchasing Services Page 11-1 of 11-1 General Services department PURCHASIN{s POLICY MANUAL Purchasing Services Office TRANSFER, SALE OR DISPOSAL OF SURPLUS PERSONAL PROPERTY 12.0 TRANSFER, SALE OR DISPOSAL OF SURPLUS PERSONAL PROPERTY The General Services Department is responsible for preparing and distributing procedures to help ensure the maximum utilization of surplus personal property. It is incumbent upon each department head to promptly notify the General Services Department when any personal property in hislher possession is no longer needed. General Services will determine whether the item is required by another department or whether the item should be stored, transferred, or disposed. 12.1 Notification of Surplus Personal Property Although General Services will periodically survey departments for surplus personal property, departments should notify General Services whenever such property is available so that it may be utilized by another department. 12.2 Listings of Surplus Personal Property General Services shall provide secure storage fior, and maintain an inventory of surplus personal property. The inventory should be made available to departments and compared to requisitions to ensure that unnecessary purchases are avoided. 12.3 Disposal of Surplus Personal Property Purchasing Services shall sell, lease, transfer, dispose of, or exchange surplus property as provided by the Butte County Code, Government Code, and Board direction. 12.4 Prohibition Against Purchase by Em I~oyees Any officer, agent or employee of the County: (a) Assigned to the purchasing function, or (b) Responsible for surplus declarations, or {c) Having privileged information regarding the item or equipment ar the value thereof that is not available to all prospective bidders, or (d) Assigned to the organization having custody of the surplus property shall not directly or indirectly submit a bid or purchase surplus County personal property. This policy shall be liberally construed to prohibit any appearance of impropriety and County Counsel should be consulted for an opinion whenever there is a question of probable conflict. PPM16.Doc Rev. 01-25-99 Butte County Purchasing Services Page 12-1 of 12-2 General Services Department PURCHASING., POLICY MANUAL Purchasing Services Office TRANSFER, SALE OR DISPOSAL OF SURPLUS PERSONAL PROPERTY 12.5 Tr~dg-In Allowance on Purchase of Personal Pro~~rty When purchasing personal property for which it is not necessary to advertise for bids, the Purchasing Agent is authorized to solicit and accept advantageous trade-in allowances for County personal property which has a scrap value of less than $10,000 and which has previously been determined by the Purchasing Agent to be of no further public use. (Government Code Section 25503) When purchasing personal property for which the purchase price is $10,000 or more, the Purchasing Agent may include in the Invitation for Bids, a request for trade-in of equipment that is no longer useful to the County. No later than at the time of the Board' s award of the bid solicitation, the Purchasing Agent shall also request that the Board declare the County personal property be traded-in as "surplus" and approve such trade-in as a part of the bid award if the Purchasing Agent determines to do so would be in the best interest of the County. 12.6 Surplus Pro e~rty - Disposition of Proceeds The proceeds of surplus property dispositions shall be deposited into the County treasury for use of the County. Where the property is exchanged or traded-in, the Purchasing Agent shall secure its value on behalf of the County. Where specifically authorized by law, the Purchasing Agent may sell, lease or dispose of the personal property of any special district and pay the proceeds into the treasury of the district, or, if an exchange or trade-in is made, return the proceeds to the special district by depositing the funds with the County Auditor for disbursement to the special district (Government Code Section 25505). 12.7 Advertising Sale of Personal Property In the disposition of any personal property, the Purchasing Agent may purchase advertising space and may advertise the proposed sale or other disposition to those persons most likely to bid far or purchase the personal property. PPM16.Doc Rev. 01-25-99 Butte County Purchasing Services Page 12-2 of 12-2 General Servlces Department Purchasing Servlces Office 13.0 CONTRACT POLICIES PURCHASING POLICY MANUAL CONTRACT POLICIES Sample contracts are maintained on-line by Purchasing Services for use in the preparation of contracts for new requirements. In order to determine what type of contract is to be issued, there is first the need to focus on the desired end product. Commodities/Equipment Contracts Commodities/equipment contracts include all contracts for supplies, materials, and equipment. Equipment defined as capital asset cost of $2,500 or mare and with useful life expectancy is one year or more. Services Contracts Services contracts provide infrequent technical service to County equipment and property; e.g. pest control or security alarm service. Consultant and Professional Services Contracts Consultant services contracts provide advice and professional expertise and are project or report oriented, e.g. geologists for wetland studies or economists for economic analyses. Professional services contracts provide for functional/operational services deemed necessary for ongoing occasional County functions, or functions in which the County is a participant, and are not otherwise provided by County employees. Architect-Engineer Service Contracts Architect-engineer service contracts provide for professional architectural or engineering services, as well as for land surveying and incidental services such as support of an architectural or engineering project Public Works Contracts Public works contracts provide contracts for erection, construction, alteration, repair or improvement of any public structure, building, road, or other public improvement of any kind. "Independent contractors" is a term that refers to individuals who perform specific functions. They can function as a service contractor (maintenance), consultant {advice) or professional services contractor (service). They can function in one or the other or both functions i.e. an architect/engineerond can give both advice and perform services. PPM18.Doc Rev. 02-22-99 Butte County Purchasing Services Page 13-1 of 13-13 General Services Department Purchasing Services Offlce PURCHASING POLICY MANUAL CONTRACT POLICIES 13.1 Commoditigui~ment Contracts {a} Definition Commodities/equipment contracts include all contracts for supplies, materials, and equipment. Equipment is defined as a capital asset costing $2,500 or more, and its useful life expectancy is one year or more. (b) Criteria Regarding Length of Contract Term No contract shall extend beyond three years unless specifically approved by the Board of Supervisors. The length of a contract term shall be determined on the basis of the best economic benefit to the County. {c) Contract Extension A six-month extension beyond the three-year period may be permitted without Board approval at the discretion of the Purchasing Agent to allow time for compilation of contract data and re-bidding. However, it is the policy of the Purchasing Services to begin to develop new contracts at least six months before the current contracts are to expire. {d} Contract Increases Contracts may not be increased by more than 10 percent of the original bid estimate. {e) Consolidation Contracts shall be consolidated whenever feasible. Contracts shall not be intentionally split to avoid approval by the Board of Supervisors or to bypass bidding requirements. (f} emergencies For the purpose of commodities/equipment contracts, an emergency shall be defined as a sudden, generally unexpected occurrence or set of circumstances demanding immediate action. If immediate action is not taken, essential services could not be continued or there could be an economic loss to the County. Emergency requests shall be justified to the Purchasing Agent or Board of Supervisors. (g} Soli Source Requests See Section 14.4 (Sale Source Requests}. PPM18.Doc Rev. 02-22-99 Butte County Purchasing Services Page 13-2 of 13-13 General Services Department Purchasing Services Office (h) U) PURCHASING POLICY MANUAL CONTRACT POLICIES Board Approval Required The Purchasing Agent pursuant to Government Code 25501, et seq., and Codified Ordinances of Butte County may make purchases of commodities/equipment. Su~Dlier Selection Supplier selection shall be based on a competitive process. A verbal or written solicitation shall be made as follows: Contracts less than $5,000: Minimum of one prospective supplier solicited Contracts $5,000 to $10,000: Minimum of three prospective suppliers solicited (See Section 14.0, Request for Quotations} Contracts $10,000 and up: Written solicitations to all suppliers on standard bidder list for the applicable commodity or service. (See Sections 14.1 Request for Proposals and 14.2 Invitation for Bids}. Multiple contracts may be issued for the same commodity to different suppliers on an as-needed basis to ensure a steady source of supply or when multiple contracts offer the Icwest total cost option to the County. Award shall be made to the lowest responsible, responsive bidders. A res onsive bid or proposal is one that adequately meets all solicitation requirements. To be responsive, the bid or proposal must not constitute a different offeror make substitutions for requirements stated in the solicitation. Conflict of Interest No contracts shall knowingly be awarded to any current County employee or hislher immediate family, or to any former County employee or his/her immediate family until two years after separation from County employment without first notifying the Board of Supervisors. The term "employee" shall include representatives acting in behalf of the County. (See Section 9.0, Ethical Standards for Purchasing Activities.} 13.2 Service Contracts (a) Definition Service contracts include all contracts for services and materials except for public works; consultants; architects and engineers; and human services. PPM18.Doc Rev. 02-22-99 Butte County Purchasing Services Page 13-3 of 13-13 General Services Department Purchas(ng Services Office PURCHASIIv~ POLICY MANUAL CONTRACT POLICIES (b) Criteria Reaar ina Length of Contract Term No contract shall extend beyond three years unless specifically ordered by the Board of Supervisors. If a contract is sole source, it shall be re-evaluated after three years. If the sole source is still justified, a new contract shah be issued. The length of a contract term may be determined using the following criteria: (1 } Contractor's start-up costs {2} County's contract start-up costs {3} Other economic factors Equal Dignity Rule: Any changes to a contract must be made with the same formality as the original contract. (c) Contract Extensions For contracts under $25,000, asix-month extension may be permitted without Board approval at the discretion of the Purchasing Agent to allow time for compilation of contract data and re-bidding. However, it is the policy of the department to begin to develop new contracts at least six months before the current contracts are to expire. (d) Adjustments to Contract Amount Contracts may be decreased or canceled by the Purchasing Agent without direction of the Board of Supervisors upon written request from the user department. When requesting authority from the Board of Supervisors for contracts, contingency clauses may be requested for contract increases. The Purchasing Agent shall review the need for all contingency requests. If the request is in excess of ten percent of the contract or over $25,000, complete justification shall be presented to the Board of Supervisors. (e) Contract Increases Service contract amounts may be increased providing the new total does not exceed $25,000 if: (1) The need for the service could not be accurately projected and the relative percentage of the increase would not make re-bidding more desirable. (2) An emergency exists whereby time does not permit re-bidding. Re-bidding shall be done as soon as possible thereafter. (3} Other justifiable economic factors necessitate a monetary increase in the contract. PPM18.Doc Rev. 02-22-99 Butte Gounty Purchasing Services Page 73-4 of 13-13 General Services Department Purchasing Services Office PURCHASINt,~ POLICY MANUAL GC3NTR/~CT POLICIES (f} Incremental Contracting In order to prevent incremental contracting, each contract shall clearly specify the following: {1 } Services/materials to be provided (2} Basis of pricing and payment {3) Period of contract (4) Monetary limit of contract Contracts shall be consolidated whenever feasible. Contracts shall not be intentionally split to avoid approval by the Board of Supervisors or to bypass bidding requirements. (g} Emergencies For the purpose of service contracts, an emergency shall be defined as a sudden, generally unexpected occurrence or set of circumstances demanding immediate action. If immediate action is not taken, essential services could not be continued or there could be an economic loss to the County. Emergency requests shall be justified to the Purchasing Agent and/or Board of Supervisors. (h} Sole Source Requests See Section 14.4 {Sole Source Requests}. (i) R~provals Required Approval by the Board of Supervisors and County Counsel and Auditor-Controller is required for all service contracts in excess of $25,000 aggregate. Government Code Section 25502.5 provides for delegation up to $100,000. (j} Supplier Selection Supplier selection shall be based on a competitive process. A verbal or written solicitation shall be made as follows: Contracts less than $5,000: Minimum of one prospective supplier solicited Contracts $5,000 to $10,000: Minimum of three solicitations (See Section 14.3, Request for Quotations) Contracts $10,000 and up: Written solicitations to all firms on the bidder's list for the applicable commodity. (See Sections 14.1 Request for Proposals and 14.2 Invitation for Bids). PPM18.Doc Rev. 02-22-99 Butte County Purchasing Services Page 13-5 of 13-13 General Services Department PURCHASING POLICY MANUAL Purchasing Services Office COf~TRACT POLICIES Awards shall be made to the lowest responsible, responsive bidders. A resg4 ]r sible bid or proposal is one that has demonstrably met the following criteria in the solicitation: (1) Capacity to perform Fiscal Physical Experience On schedule Previous applicable experience (2} Ability to comply with all applicable laws and regulations Licenses Insurance Bonding A r~s nsiv bid or proposal is one that adequately meets all solicitation requirements. To be responsive, the bid or proposal must not constitute a different offeror make substitutions for requirements stated in the solicitation document. {k} Conflict of Interest No contract shall knowingly be awarded to any current County employee or hislher immediate fiamily, or to any former County employee or his/her immediate family until two years after separation, without first notifying the Board of Supervisors. {see Section 9.0, Ethical Standards for Purchasing Activities) 13.3 n ultan d Professional Services Contracts (a) Definition Consultant and professional service contracts are provided by an individual or group in order to obtain professional or technical services that would not be handled by a County employee or group. Service contracts and architect-engineer contracts are excluded from this definition and are referenced in Sections 13.2 (Service Contracts) and 13.4 (Architect- Engineer Service Contracts}. Consultant contracts under this section do not include attorney service contracts that will be handled through County Counsel and Risk Management and approved by the Board of Supervisors. A sample Short Form agreement is provided in Section 15.5. (b} Contract Criteria A department may request a consulting contract only if one or more of the following conditions exist: PPM18.Doc Rev. 02-22-99 Butte County Purchasing Services Page 13-6 of 13-13 General Services Department Purchasing Services Office PURCHE4~IN~ POLICY IVi~ANUAL CONTRACT POLICIES {1) Urgent situation that cannot be resolved by County employees (2) Temporary, intermittent, or irregular services that cannot effectively be performed by County employees (3) Special or highly technical skills that cannot be secured through County employees (4) Need for an independent opinion, appraisal, audit, or similar service (5) Lack of sufficient personnel to accomplish the work in the required time frame {6) Meets the restrictions of Government Code 31000 (c) Criteria Regarding Length of Contract Term No original contract term shall be for more than one year unless specifically ordered by the Board of Supervisors except for contracts that are based on the completion of a specified project. The length of a contract term may be determined using the following criteria: • Project schedule • Contract rate • Project need for service Equal Dignity Rule: Any changes to a contract must be made with the same formality as the original unless terms of the contract provide far another procedure. (d} contract Extensions Upon request through written justification by an agency/department, the Purchasing Agent may extend a consultant contract for up to six months. The Board of Supervisors must approve additional extensions. However, it is the policy of the Purchasing Services to begin to develop new contracts at least six months before the current contracts are scheduled to expire. (e} Ad~ustrnents to Contract Amount The Purchasing Agent without direction of the Board of Supervisors may decrease consultant contracts. When requesting authority from the Board of Supervisors for contracts, contingency clauses may be requested to increase contracts. The Purchasing Agent shall review the need for all contingency requests. If the requested amount exceeds ten percent of the contract or is greater than $25,000, complete justification shall be presented to the Board of Supervisors. PPM18.Doc Rev. 02-22-99 Butte County Purchasing Services Page 13-7 of 13-13 General Services Department Purchasing Services Office PURCHASING Pt~LICY MANUAL CONTRACT POLICIES (f} Contract Increases Upon written justification by a department, consultant contracts may be increased at the discretion of the Purchasing Agent. The total contract amount shall not be mare than ten percent of the original contract amount or far more than $25,000. The Board of Supervisors must approve additional increases In order to prevent incremental contracting, each consultant contract shall clearly specify the following: (1) Work to be performed (2} Product to be provided {3} Cost detail of serviceslmaterial charges (4} Period of contract (5} Monetary limit of contract (6) Terms and conditions Consultant contracts shall be consolidated whenever feasible. Contracts shall not be split to avoid the Board of Supervisors' approval process or to bypass bidding requirements. (h) Emergencies For the purpose of consultant contracts, an emergency shall be defined as a sudden, generally unexpected occurrence or set of circumstances demanding immediate action. If immediate action is not taken, essential services could not be continued or there could be an economic loss to the County. Emergency requests shall be justified to the Purchasing Agent and/or Board of Supervisors. See Section 14.4 {Sole Source). (i} Rnorovals Required Approval by the Board of Supervisors and County Counsel and Auditor-Controller is required for all consultant contracts in excess of $25,000 aggregate. {k} Supplier Selection Supplier selection shall be based on a competitive process. Requests for consultant services where the amount to be paid is equal to or greater than $25,000.00 shall include a choice of three consultants, wherever possible, along with a synopsis of proposals. All such requests shall be submitted by the requesting department to the Board of Supervisors far selection of the consultant. PPM18.Doc Rev. d2-22-99 Butte County Purchasing Services Page 13-8 of 13-13 General Services Department PURChiASlNc~ POLICY MANUAL Purchasing Services Office CONTRACT POLICIES Awards shall be made to the lowest responsible, responsive bidder or the bidder whose qualifications best meet agency/department needs. A res op risible bid or proposal is one that has demonstrably met the following criteria in the solicitation: {1 } Capacity to perform Fiscal Physical Experience On schedule Previous applicable experience {2} Ability to comply with all applicable laws and regulations Licenses Insurance Bonding A responsive bid or proposal is one that adequately meets all solicitation requirements. To be responsive, the bid or proposal must not constitute a different offer or make stabstitutions for requirements stated in the solicitation document. {l} Conflict of Interest No contracts shall knowingly be issued to any current County employee or his/her immediate family or to any farmer Gounty employee or hislher immediate family until two years after separation from County employment, without notifying the Board of Supervisors. The term "employee" includes individuals who serve or served as agents or representatives for the County. (See Section 9.0, Ethical Standards for Purchasing Activities.} 13.4 Architect-Engineer Service Gontracts (a} Definition Architect-engineer service contracts include contracts for professional architectural or engineering services, as well as far land surveying and incidental services, that members of the architectural and engineering professions and those in their employ may logically or justifiably perform. These services may include investigation; designs, plans, and specifications; reports; opinions of probable cost; shop drawing review; supervision of construction; land surveying; environmental documentation required by the California Environmental Quality Act (CEQA}; and other related services when needed in support of an architectural or engineering project, such as, but not limited to, archaeology, geological and soils engineering, agronomy, limnology, biology, real estate appraisal and other property acquisition services. PPM18.Doc Rev. 02-22-99 Butte County Purchasing Services Page 13-9 of 13-13 General Services Department PURCHASING POLICY IeIIANUAL Purchasing Services Office CONTRACT POLICIES (b} criteria Regarding Leng~.h of Contract Term If the architect-engineer services to be completed under a given contract relate to a specific project, the contract term shall be based upon a reasonable estimate of the time required for the project. This estimate shall be made by County architect and engineering professionals and shall be subject to negotiation with contractor architects and engineers. If the architect-engineer services to be completed are not project-specific, the contract term shall be for a maximum of one year. (c} Contract Extension The General Services Director ar designee shall be authorized to grant contract extensions that: involve no cost increase or are within the Genera! Services Director contract change order authority; and are needed for reasons other than delays or problems caused by the contractor. {d} Rcijustments to contract Am unt Contract increases may be granted by the General Services Director to order changes or additions in the work within the limits established by Public Contract Code Section 20142 and County policy. {e) Incremental Contrasting In order to prevent incremental contracting, each contract shall clearly specify the following: {1 } Services to be provided (2) Basis of pricing and payment (3) Period of contract {4) Monetary limit of contract Contracts shall be consolidated whenever feasible. Contracts shall not be intentionally split to avoid approval by the Board of Supervisors or to bypass selection requirements. {f) Aaarovals R~quire~ Approval by County Counsel and Auditor-Controller shall first be obtained on all engineer contracts before being submitted to the Board of Supervisors for all architect-engineer service contracts in excess of $25,000 aggregate. (g) Sum-ier Selection Efforts shall be made to ensure that all potential architect-engineer firms that wish to provide service for County projects will have the opportunity to do so. A list of potential architect-engineer firms shall be maintained and information concerning PPM18.Doc Rev. 02-22-99 Butte County Purchasing Services Page 13-10 of 13-13 General Services Department PURCHASING PC?LIC~Y MANUAL Purchasing Services Offlce CONTRACT POLtCIE~ their interest and qualifications kept on file in the Purchasing Services ©fflce. Information on file concerning listed potential firms shall be used when recommending or selecting architect-engineer firms. Selection of firms for architect-engineer services shall be on the basis of demonstrated competence and on the professional qualifications necessary for the satisfactory performance of the services required. Another objective of the selection process is to effect an equitable distribution of work among firms that are equally qualified. For contracts of $25,000 or less, the architect-engineer shall be selected by the General Services Director {or designee). For contracts over $25,000, the General Services Director shall submit a slate of three architect-engineer firms to the Board for the Board's selection of one primary firm and one alternate. (h) N~Qtiation of Contracts After the Board of Supervisors has selected an architect-engineer firm, the General Services Director (or designee} shall negotiate a contract, subject to County Counsel's review, with the selected firm. The agreed to compensation shall be at a level determined by the General Services Director to be fair and reasonable to the County. The department that negotiated the contract shall submit it to the Board of Supervisors for final approval. (i} onflict of Interest No contracts shall knowingly be issued to any current County employee or his/her immediate family or to any former County employee or his/her immediate family until two years after separation, without notifying the Board of Supervisors. The term "employee" shall include individuals who have served as agents or representatives for the Gounty. (See Section 9.0, Ethical Standards for Purchasing Activities.) 13.5 Pubiic Works Contracts {a} Definition Public works contracts include all contracts for erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind. Road and Flood project requirements are strictly prescribed in the Public Contract Code. Public works projects other than Road or Flood are referred to in this section as "County projects", and requirements for these projects are also strictly prescribed in the Public Contract Code. {b) ~iteria Re_aq riling Length of Contract Term The length of a contract term shall be determined by the length of time required to complete the project. The length of contract term is determined by the County and prescribed in the bid based upon a reasonable estimate of the required time for completion and accepted by the contractor in submittal of its bid. PPM18.Doc Rev. 02-22-99 Butte County Purchasing Services Page 13-11 of 13-13 General Services Department Purchasing Services Office PURCHASIIv+~ POLICY MANUAL CONTRACT POLICIES (c) Adjustments to Contract Amour ti Contracts based upon unit price bid items and estimated units required may be adjusted for actual units utilized within the scope of the original work without Board of Supervisors' approval. Changes may be made to the contract with the following limitations: (1) Appropriated funds are available to cover the cost of the change; {2) Neither the net sum of any individual change nor the sum of all changes in the aggregate increase the total contract amount by more than the amount specified in Section 22032{a) of the Public Contact Code {$25,000) as may be adjusted from time to time; {3} Neither the net sum of any individual change nor the net slam of all changes in the aggregate increases the total contract amount by more than ten percent (10°I°) of the amount specified in Section 2203?_(b) of the Public Contract Code ($7,500} as adjusted from time to time; and {4} The Purchasing Agent considers the change to be reasonable. (d) Emergencies County Projects: According to Public Contract Code Section 22035, in states of emergency when repair or replacements are necessary, the Board of Supervisors may proceed at once to replace or repair any and all structures without adopting the plans, specifications, strain sheets, or working details or giving notice for bids to let contract. The work may be done by day labor under direction of the Board, by contract or by a combination of the twa. In case of an emergency, if notice for bids to let contracts will not be given, the County shall comply with Chapter 2.5 {commencing with Section 22050) of the Public Contract Code. (e) Board Approval F~eauired In addition to the requirements for Board approval described in "Adjustments to Contract Amount" and "If Emergencies", Board approval is required for all public works projects exceeding $75,000. Upon completion of the project, the department shall submit a request to the Board of Supervisors for approval and execution of Notice of Completion of the contract. (f) Su~Dlier Selection The bid process for public works contracts shall be structured to provide an opportunity for all interested contractors to participate in bid competition in order to PPM18.Ooc Rev. 02-22-99 Butte County Purchasing Services Page 13-12 of 13-13 General Services Department Purchasing Services Office PURCHASINt~ PQLlUY MANUAL CONTRACT Pa~ICIES obtain the best use of public funds while taking into account the administration logistics (e.g., project size, project time frames, and project cost}. The County in accordance with the prescribed codes shall formally advertise public works projects valued at over $75,000. In addition, these projects are advertised in the specialty construction trade papers to expand the bid opportunities. Supplier selection is then based solely upon bid results. Emergency public works contracts are discussed in "Emergencies." For public works contracts that do not require Board action, the Purchasing Services Office or Public Works Department shall establish and maintain an active Potential Bidders List that would be open to all interested and potential qualified bidders. Contractors may be removed from the Bidders List due to either poor response records to bid requests or poor performance records and shall be notified in writing in the event of removal. The General Services Department or Public Works Department shall use the Potential Bidders List to establish bid lists for individual projects. Specific procedures shall be established to rotate sources on specific project bid lists to provide maximum bid opportunities and bid competition commensurate with project size and available sources. (g} Ganfiict of Interest Na contracts shall knowingly be issued to any current County employee or his/her immediate family or to any former County employee or hislher immediate family until two years after separation, without notifying the Board of Supervisors. The term "employee" includes individuals acting as agents or representatives for the County. (See Section 9.0, Ethical Standards for Purchasing Activities.) PPM18.Doc Rev. 02-22-99 Butte County Purchasing Services Page 13-13 of 13-13 General Services Department PURCHASING POLICY MANUAL Purchasing Services Office TYPES OF SOLICITATIONS 14.0 TYPES OF SOLICITATIONS 14.1 Request for Proposals RFPj {a) When t4._ Jl, se A Request for Proposals {RFP) is used for solicitation when the County's requirements are not well defined. The solicitation requires the offeror to prepare a written proposal that explains in detail how the offeror plans to meet the Gounty's requirement. Innovative ideas and techniques that the offeror feels may benefit the County may be included in the proposal. Rward under this type of solicitation is generally not based absolutely upon low price but upon the technical superiority of the offeror's proposal. However, the selected supplier must propose a price that is within reasonable proximity to the proposed prices of other qualified offerors. {b} Format for RFP Doc nu lent AI! Requests for Proposal shall contain the following elements: {1) Requirements Statement. The requirements statement shall state the County's requirements clearly and concisely. All information presented shall be technically correct and easily understood. The specifications shall establish standards of quality, quantity and any other measures necessary to measure acceptable performance. All services/products to be delivered under the proposed contract shall be stated, including any acceptance criteria. The requirements statement shall also include descriptions, numbers, and formats for oral and/or written reports, as well as the expected period of performance. {2) Responsibility Criteria. This may include references, financial statements, licenses, bonding, insurance, etc. {3) Information Regarding Submission of RFP Responses. This section may include such information as a calendar of milestone events, date and time of proposal conference, procedure for posing questions, closing date and time of solicitation period. This section may also contain information on where and to whom proposals are to be submitted, contacts for information during the solicitation period, required signatures on proposals, the number of proposals to be submitted, cost/price submission instructions and actual format for the response. {4) Evaluation Criteria. The RFP shall state the criteria on which the praposal will be evaluated and may include weighted criteria. These criteria shall be quantitative, not subjective, and shall be related to the specifications set forth in the requirements statement. PPM20.Doc Rev 01-26-99 Butte Gounty Purchasing Services Page 14-1 of 14-9 General Services Department PURCHASING POLICY MANUAL Purchasing Services Office TYPES OF SOLICITATIONS (5} Terms and Conditions. The terms and conditions anticipated to be included in a final contract shall also be stated in the RFP. Examples of terms and conditions include policies on subcontracting, certifications (e.g. non- discrimination), warranty, and indemnification. Suppliers shall be instructed to identify in writing any requested exceptions to the specified terms. (c) Addenda to the RFP If it is determined that amendments to the RFP are necessary, addenda shall be mailed to all firms that received an RFP. Alterations may include additional information, due date changes, etc. (d) Acceptance of Pro op sals Proposals are to be received at the time and place specified in the Request for Proposal. Late proposals will be date-stamped upon arrival. Late proposals will only be considered when it has been determined to be in the best interest of the County to do so and may only be accepted within 24 hours after the scheduled closing. Approval of the department head and, if the proposal is administered by Purchasing Services, the Purchasing Agent shall be required for acceptance of late proposals. (e} Confidentiality of Proposals Proposals are to be maintained as confidential working papers until officially placed on the Board of Supervisors' meeting agenda. (f} Selection of Evaluation Committees Members of evaluation committees shall be selected based on their qualifications and appointed by the requesting department head or designee. (g) Selection of Proposals for Interview A preliminary review shall be made of the proposals prior to setting up interviews in order to determine that responsible firms have submitted all proposals and that the technical specifications could meet the needs of the County. Interviews will then be held with all responsible offerors who submit proposals within a competitive range, price and other factors considered. Interviews may be waived with the approval of the Purchasing Agent or, for human services contracts, the Contract Administrator. Criteria for waiving interviews include, but are not limited to, urgency of project, complexity of requirements, evident superiority of a particular proposal or proposals. PPM20.Doc Rev 01-26-99 Butte County Purchasing Services Page 14-2 of 14-9 General Services Department Purchasing Services Office PURCHASING POLICY MANUAL TYPES OF SOLICITATIONS (h) Interviews Interviews are held to further explain proposals and to give offerors an opportunity to revise their proposals to meet the needs of the County more effectively. All offerors must be given an equal opportunity to submit revisions in price, technical specifications, or other areas resulting from the interview process. No data on an offeror's proposal (such as an offeror's designs, identity, or proposed costs) is to be revealed to other offerors. Auction techniques are strictly prohibited. If revisions are significant, all offerors must be given a common date and time for acceptance of revised proposals. Revised proposals should reflect the offeror's Best and Final Offer {BAFO). If, during interviews, requirements change substantially or a decision is made to change the scope of work, an amendment must be made to the original Request far Proposal and sent to each original prospective contractor. This may be done verbally if subsequently confirmed in writing. (i) Synopsis~f Pro~o~~ A brief synopsis of the evaluation of proposals received shall be prepared for all actions requiring selection/approval by the Board of Supervisors. Recommendations to the Board of Supervisors should, when appropriate, group proposals in categories so that it is clear that proposals in the same categories are considered relatively equal. (j) Tallying Evaluation Score Purchasing Services or another third party not participating as an evaluator shall tally scores of the evaluation committee. Aggregate, not individual, scores shall be available for review. (k) Notification of Offerors Offerors shall be notified when the Agenda Item Transmittal is filed with the Clerk of the Board. Notification shall consist of a copy of the Agenda Item Transmittal accompanied by a cover letter. Usually, offerors shall be notified by mail. However, based upon such factors as the nature, size, or sensitivity of the procurement, offerors may be notified by telephone that they can pick up a copy of the Agenda Item Transmittal if they wish. All offerors in a given procurement shall be notified in the same manner. Offerors shall be allowed to review all of the proposals after the Agenda Item Transmittal is filed with the Clerk of the Board. No other verbal or written information (including evaluations, ranking, etc.) shall be given to offerors by Purchasing Services staff. PPM20.Doc Rev 01-26-99 Butte County Purchasing Services Page 14-3 of 14-9 General Services Department Purchasing Services Office 14.2 Invitation for Bi~~ {a) When to Use PURCHASING Pt~LICY' MANUAL TYPES OF SOLICITATIONS The Invitation for Bids (IFB} is used to obtain supplies, equipment, and certain services in excess of $10,000 ($75,000 for public works projects} that can be clearly specified and awarded to the lowest responsible, responsive bidder. (b) Pre-Q-uglification of Bidders A two-step bidding process may be used to pre-qualify bidders when the Purchasing Agent deems this approach appropriate. Bidders are pre-qualified by responding to a solicitation to establish responsibility. This would include information regarding such factors as financial background, industry stability, capacity to perform, lines of credit, manufacturers' authorizations, relevant experience, etc. Qualified bidders shall then be asked to participate in a price solicitation. {c} Pr~Qualificatian of Commodities Commodities can be pre-qualified either through study and recommendation by a recognized standards committee, which would include a representative of the requesting department and appointed by the Purchasing Agent, or through atwo- step bidding process. The following factors, among others, may be used for pre-qualification: • Quality of commodities or services • Experience with the commodities involved • Maintenance cost • Economic life cycle cost • Length of time the commodity has been on the market • Compatibility of existing equipment • Available warranties • General reputation and experience of the bidder • Evaluation of the bidder's ability to service the County • Prior knowledge of and experience with the bidder in terms of past performance • Other legal protection provided in the purchase (d) Format for IFB Document IFBs are prepared by Purchasing Services. All IFBs shall contain the fallowing elements: PPM20.Doc Rev 01-26-99 Butte County Purchasing Services Page 1d-4 of 14-9 General Services Department Purchasing Services Office PURCFIASING POLICY MANUAL TYPES OF SOLICITATIONS (1) Specifications. Clear, concise specifications must be provided. Frequently, specifications state "brand name or equal." "Brand name" includes identification of products by manufacturer, make, and model. Such identification is intended to be descriptive, but not restrictive. Bidders offering an "equal" must submit complete specifications and/or samples with their bids. Determination of equality shall be at the sole discretion of the County. If it has been justified and accepted by the requesting agency/department and the Purchasing Agent or a Standards Committee that only one brand can meet the County's needs, "no exceptions" shall be noted in the specifications. Documentation far not allowing exceptions must be on file in the Purchasing Services Office. {2} Responsibility Criteria. Responsibility criteria may include such items as references, plant capacity, credit data, financial statements, licenses, bonding, insurance. (3) Information Regarding Submission of a Bid. This includes the time and date for bidders conference {if any}; where, when, and how many bids are to be returned; contacts for information during the solicitation period; required signatures on bids; costlprice submission instructions, etc. {4) Terms and Conditions. Terms and conditions that will be incorporated in the purchase order/contract shall be stated in the bid. (e} Acceptance of Bids Bids must be received prior to or at the time specified in the bid. Late bids shall not be considered under any circumstances. A late bid will be date stamped and remain unopened in the bid file. A letter will be sent notifying the bidder that the bid was received late and was not considered. (f} Public Bid Opening A public bid opening shall be held as soon as possible after bid closing. (g} Reservation to Reiect All Bids Each Invitation for Bid shall state the County' s right to reject any or all bids and waive any irregularities or informalities therein. PPM20.Doc Rev 01-26-99 Butte County Purchasing Services Page 14-5 of 14-9 General Services Department PURC9-IASINt~ POLICY 11llANUAL Purchasing Services Office TYPES O~ SOLICITATIONS The County may: • Reject all bids when deemed to be in the County's best interest. • Reject a bid not accompanied by any required bid security or by other data required by bid documents. • Reject any bid which is in any way incomplete, irregular, amplified, or qualified or otherwise not in compliance with bid documents in all material respects or reasonable interpretation. + Waive any informality, irregularity, immaterial defect, or technicality when deemed to be in the County's best interest. (h} Bid Award Consideration (1 } C_Q~s~_r~_ In addition to the total bid price {including any discounts), unit or extended price, and administrative costs (if applicable), hourly rates for specified personnel, the County's administrative costs, maintenance costs and warranty provisions should be considered. Life cycle costs, repurchase value, residual value of equipment after a specified number of years, and or cost and rate of use of consumables should be considered in cases ~n,~here these costs are relevant and measurable. (2} Responsibility Factors: The following responsibility factors should be considered: • General reputation and experience of the bidder. • Bidder's ability to service the County. • Financial ability of the bidder to successfully meet the requirements of the contract. • Prior knowledge of and experience with the bidder in terms of past performance. • Nature and extent of company data furnished by bidder upon. request of the County. • Size and location of the bidder's warehouse. • Bidder's ability to meet delivery and stocking requirements. • Bidder's experience with the commodities or systems. • Lengths of time the commodities or systems have been on the market. PPM20.Doc Rev 01-26-99 Butte County Purchasing Services Page 14-6 of 14-9 General Services Department PURCHASING PC,~LICY I~IIANUAL Purchasing Services Office TYPES OF SOLICITATIONS (3} Res~aonsiveness Factors: The following responsiveness factors should be considered: • Adherence to all conditions and requirements of the bid specifications. • Quantity and quality of merchandise offered. • Compatibility with existing commodities or systems. • Overall completeness of the commodity line offered. • Delivery or completion date. (4) Local Preference: When all other factors are determined to be equal, preference shall be given to firms having abona-fide place of business within the County of Butte. (See Section 3.18, Local Preference) 14.3 Request for Quotations (a) When to Use The Request for Quotations (RFQ) is used to obtain supplies, equipment, and certain services under $10,000. An RFQ can be used regardless of the ability to clearly specify the product or service. (b} Difference Between RFQ and IFB All of the policies and procedures listed in Section 14.2 {Invitation for Bids) pertain to RFQs except the requirement for public bid opening, confidentiality of quotations and the restriction against negotiations. There is no public bid opening when an RFQ is used as the solicitation document, and price negotiations may be conducted with the suppliers whose quotes are in the competitive range. Therefore, quoted prices shall be maintained as confidential working papers until the resultant purchase order is awarded. (c) Acceptance of Late Quotations Late quotations may be accepted with the approval of the Purchasing Agent only when in the best interests of the County. 14.4 Sole Source Requests (a} Policy Statement It is the policy of the County to solicit a significant number of bids for a commodity or service from the largest relevant market and to select suppliers and providers on a competitive basis. There are certain acquisitions, however, that can only be PPM20.Doc Rev 01-26-99 Butte County Purchasing Services Page 14-7 of 14-9 General Services Department PURCHASING POLICY MANUAL Purchasing Services Office TYPES OF SOLICITATIONS feasibly obtained from a sole source. Sole source acquisitions must be justified in sufficient detail to explain the basis for suspending the usual competitive procurement process. Sole source justification is unnecessary during contract renewal/continuation periods expressly provided for by an RFP or other procurement process. Justification is necessary for continuation of services beyond such periods (b) Justification for Requesting Sale Source The following represent factors that might justify sole source: (1) What capability does the proposed contractor have that is critical to the specific effort and makes the contractor clearly unique compared to other contractors in the same general field? (2) What prior experience of a highly specialized nature does the proposed contractor have that is vital to the proposed effort? (3) What facilities, staffing, and/or equipment does the proposed contractor have that are specialized and vital to the commodities or services required? (4} Does the proposed contractor have a substantial investment that would need to be duplicated at the County's expense by another contractor entering the field? {5} If schedules are involved, why are they critical and why can the proposed contractor best meet them? {6) if lack of drawings or specifications is a justification for sole source acquisition, why is only the proposed contractor best able to perform under these conditions? Why are drawings and specifications lacking? How much lead-time is required to obtain drawings and specifications suitable for competition? (7) (8) (9) {10) Is competition precluded because of the existence of patent rights, copyrights, or secret processes? Does this acquisition require compatibility with any existing County equipment? What unique characteristics does the equipment or material offered by the proposed contractor possess that are required to meet the County's needs? Is competition precluded because of existing equipment maintenance PPM20.Doc Rev 01-26-99 Butte County Purchasing Services Page 14-8 of 14-9 General Services Department Purchasing Services Office PUI~CHASINCa POLICY MANUAL TYPES OF SOLICITATIONS programlcontracts? {c) Hc~w to Request Sole Source Determinations Except for consultants, sole source requests must be in written form, signed by an authorized department representative, and attached to purchasing requests when submitted to Purchasing Services. Sole source requests for consultants must be approved by the General Services Director. {d) Applicable Laws Rest I~Qns and Regulations There are no Federal or State laws or regulations that require action by the County in the areas of procurement by non-campetitive negotiations (sole source). However, the Federal and State governments have the privilege of requiring action at any time as a condition of acceptance of their funds by the County. The County's policy and legal requirements are specified herein. {e) Negotiation Sole source acquisitions will require non-campetitive negotiation and may require price/cost analyses. PPM20.Doc Rev 01-26-99 Butte County Purchasing Services Page 14-9 of 14-9 General Services Department PURCHASING POLICY MANUAL Purchasing Services Office PURCHASING SERVICES FORMS 15.0 PURCHASING SERVICES FORMS 15.1 P~chase Requisi#ion (a} Com I~etion of Purchase Requisition by Using Department The using department is responsible for completion of all information on the Purchase Requisition form except for the shaded items that are reserved for Purchasing Services. Figure 15-1 provides an example of the Purchase Requisition form. The unshaded blocks should be completed as follows: {1) ~~T Enter the department name, complete address for delivery of the product or service and the department contact name on the appropriate lines. (2) Suggested Source of Sugaly. Enter the name, complete address and telephone number for the suggested supplier. Purchasing Services will include the suggested source of supply on the bid list if the suggested source is an approved supplier. If the procurement meets the criteria for a sole source supplier as described in Section 1.3, Exceptions to Competitive Process, the requisitioner is required to attach a memorandum to the requisition that fully justifies a sole source procurement. In the absence of such a memorandum, Purchasing Services may proceed to procure the product or services on a competitive basis. (3} Department Requisition No. Enter the requisition number assigned by the using department. {4} Funding Authorization. Enter the maximum dollar value that Purchasing Services is authorized to pay for the requested product or services. For fixed assets (see Section 6.9) enter the budget page number or agenda item for authorization to purchase the fixed asset. (5) Account Cade. Show the account code applicable to each item to be purchased. The letter in this section should correspond to the "Ref Ltr" shown below to the left of the Quantity for the applicable product or service to be purchased. (6) Show Required Deliver~Date. Enter the date when the product or service should be delivered to the requestor. Please provide sufficient lead-time to permit time required for advertising and competitive solicitations. {7) Ref Ltr. Use letters to identify the various items that are to be purchased. The letters should correspond to the letters in the above "Account Code" section. PPM23.Doc Rev. 06-04-99 Butte County Purchasing Services Page 15-1 of 15-23 NOTE: DO NOT FILL ,. SHADED AREAS -EXPRESSLY FOR PURE .-+SING SERVICES COUNTY OF BUTTE PURCHASE REQUISITION tFOR NON-STORE ITEMS) S H DEPT SUGGESTED SOURCE OF SUPPLY Department Requisition No. ADDRESS NAME T CITYlSTATE/ZIP ADDRESS ____ _ O ATTN: CITYISTATE/ZIP -- -- - _ ___ ._ __. _ PHONE S U FUNDING AUTHORIZATION ACCOUNT-CODE P P _ MAXIMUM FUNDING AVAILABLE FOR THIS PURCHASE $ A. ____ L I E t r ~ _ . ,~ Y= . -i. ~, ~ * BUDGET PAGE NUMBER OR B. _ R .,.- ~ ~,` '~ ~ ' ~ ~ + '' y i ?''~ ~ _ .; i "~2~ ~' C ~ . f'{t AGENDA ITEM NUMBER C. Solicitation~~ales Terms ~i FOB FOB Dest FOB Other Show Required Delivery Date Number ~ ~ ReprESentati:e Dest. _ ~~ ., r ~ ,.--- Ref Quantity Unit Complete Item Description. Include size, color, model number and part number. Attach Unit Price Ltr sample when possible. _ Deliver on or Before Extension - - -- _ ---- - - - i - ------ _ -- - i ~ __ ----- - -~ ~- 1-- - _ -- --- -- UBTOTAL - BUYER'S NQTES _ __.- TAX -- -- ' -- - - TOTAL Name of Requesting Department Contact Contact's Telephone No. Date of Requisition __ I hereby certify that the articles or services requested hereon are necessary for use in this department and that funds are available to cover cost of same. (ER ^ ORIGINAL COPY PPM23.Doc Rev. 06-04-99 Department Authorized Signature ATE ~ ~ - FIGURE 15-1 Butte County Purchasing Services Printed Name ^ REQUESTOR'S COPY Page 15-2 of 15-23 General Services Department PURCHASING POLICY MANUAL Purchasing Services Office PURCHASING SERVICES FORMS (8} f~iantit~t. Enter the quantity of the items to be purchased. The unit of measure (Unit} needs to be considered when indicating the quantity. If the quantity required is twelve, it is acceptable to enter a quantity of twelve and a unit of measure of each, ar a quantity of one and a unit of measure of dozen. The latter is necessary if the product or service is priced by the dozen. If the quantity is twelve and the unit of measure is dozen, Purchasing Services will buy a total of 144 items. (9} nit. Enter the appropriate unit of measure. If items are purchased individually, the Unit should be each or "EA." If the items are purchased in containers of twelve, the unit should be dozen or "DZ."" (10} Item Descri t}~ ion. Enter a complete description of the item to be purchased to include color, size, model number or whatever helps describe the product or service to be purchased. (11) Name of Department Conta~. Enter the name of the person in the using department who should be called on to answer questions on the requisition from Purchasing Services or from prospective suppliers. (12) Contact's Telephone No. Enter the telephone number for the using department contact. Show the area code if the telephone number is outside the 530 area code. (13) Date of Requisition. Enter the date the purchase requisition is completed. (14) Department Authorizaci Signature. The person who signs to authorize the purchase to proceed shall be the department head or a deputy authorized to sign purchase requisitions. Prior to signing this document, the approving authority should review the completed form to ensure that the statement to the left of the signature is accurate. (b) Comm I~etion of Purchase Re~c uisition by Purchasing Services Purchasing Services is responsible for completion of the shaded blocks on the Purchase Requisition form. Following are the guidelines far completing the shaded areas: (1) Supplier. Enter the supplier's name and complete address. (2) Solicitation Number. Enter the IFB, RFP or RFC2 number. (3} Sales Representative. Enter the salesperson's name. PPM23.Doc Rev. 06-04-99 Butte County Purchasing Services Page 15-3 of 15-23 General Services Department PURCHASING POLICY MANUAL- Purchasing Services Office PURCHASING SERVICES FORMS (4) Term. Enter the supplier's payment terms. (5} FOB Dest. Enter "Y" far yes this order is FOB destination, or "N" for not this order is nat FOB destination. (6) FOB Other. If a "Y" was entered far FOB Dest, leave this space blank. If an "N" was entered for FOB Dest, enter the FOB point in this space. (7) Deliver on or Before. Enter the delivery date agreed to between Purchasing Services and the supplier. {8} Unit Price. Enter the price per the unit of measure indicated in the "Unit" column for each line item. (9} Extension. Calculate the extended price for each line item by multiplying the Quantity by the Unit Price. (10) u t t I. Add all the extended amounts to calculate the subtotal. (11) Tex. Calculate the tax by multiplying the taxable portion of the Subtotal by .0725. To simplify this calculation, non-taxable items should be listed above as separate line items. (12) Tr~tal. Enter the tata~ of the Subtotal plus the Tax. (13) Buyer. The name of the Purchasing Services employee who plar_es the order. (14) Date. Enter the date the order was placed. (15) P. No, Enter the purchase order number assigned to this procurement. 15.2 Purchase Order (a} Paae One of the Purchase Order Most purchase orders can be placed on a one-page purchase order. In such cases, subsequent pages are not required. An example of the first page of a purchase order is provided as Figure 15-2(a). Following are tt~e instructions for completing the first page of the purchase order: (1) P~~rchase Order Number. Enter the sequential purchase order number. (2) Su~glier. Enter the name and complete mailing address of the supplier. PPM23.Doc Rev. 06-04-99 Butte County Purchasing Services Page 15-4 of 15-23 CtJUNTY OF BUTTE PURCHASING SERVICES 25 COUNTY CENTER DR. OROVILLE, CA 95965-3388 {530}538-7261 S U P P L I E R PURCHASE OkuER NUMBER P- PROVIDE MATERIAL SAFETY DATA SHEETS FOR ALL HAZARDOUS PRODUCTS, AS REQUIRED BY LAW WITH DELIVERY OF PRODUCT SHIPPED AGAINST THIS ORDER. CALIFORNIA ADMIN CODE 5194(f)(M)(6-7) S H I P _r, -i T O DATE OF ORDER SOLICITATION NO. SALES REPRESENTATIVE CASH TERMS F.O.B. DELIVER ON OR BEFORE DEPARTMENT CODE REQUISITION NO. QUANTITY U~M ITEM DESCRIPTION UNIT PRICE EXTENSION i - ~~ -- ---- ~~ - - - - ~ - -- -- ---- - - --- --- -- .- ----_-~ ------ - --- - BUYER NAME AND TELEPHONE NO. ~ SUBTOTAL ~~'. TAX ___ GRAND TOTAL INSTRUCTIONS TO SUPPLIERS 1. SUBMIT 2 COPIES OF YOUR INVOICE TO THE COUNTY AUDITOR, 25 COUNTY CENTER DRIVE, OROVILLE, CA 95965-3383 2. SUBMIT SEPARATE INVOICES FOR EACH PURCHASE ORDER 3. SHOW TAXES AS A SEPARATE ITEM 4. ACCEPTANCE OF THIS PURCHASE ORDER IMPLIES THE ACCEPTANCE OF THE GENERAL TERMS AND CONDITIONS CONTAINED THEREIN RND ALSO ALL SPECIFICATIONS, DRAWINGS AND ADDITIONAL TERMS AND CONDITIONS REFERRED TO HEREIN ANDlOR ATTACHED HERETO 5. ALL INVOICES MUST INCLUDE THE PURCHASE ORDER NUMBER COUNTY OF BUTTE By SUPPLIER'S COPY FIGURE 15-2(A~ PPM23.Doc Rev. 06-04-99 Butte County Purchasing Services Page 15-5 of 15-23 General Services Department Purchasing Services Office PURCHASING POLICY MANUAL PURCHASING SERVICES FORMS (3} h~_iR_TQ. Enter the department name and shipping address for delivery of the product or service. (4) Date of Order. Enter the date that the supplier verbally accepted responsibility for providing the product or service. (5) Solicitation. Enter the Invitation for Bids (IFB), Request for Proposals {RFP) or Request for Quotations (RFQ) number. (6) Sales Representative. Enter the name of the supplier's sales representative. (7) Cash Terms. Enter the supplier's payment terms, such as Net 30 or 2°!° 10, Net 30. (8) F.O.B. Enter the free on board location that indicates the place where the title transfers to the purchaser, and that normally indicates the party responsible for transportation charges. (9) Delivery on or Before. Enter the latest date the supplier agreed to deliver the product or service. (10} D~artment Code. Enter the using department's six-character code used to identify the department. (11 } Requisition No. Enter the requisition assigned by the using department and indicated on the Purchase Requisition form. (12) uantit Enter the number of units being purchased for each line item. (13) U/M. Enter the unit of measure, such as each (EA}, pounds (LB}, gallons (GL) or dozen (DZ). (14) Item Descripti°n. Enter the complete description of the item being purchased. Model numbers should be shown when they are applicable. Transportation charges (if applicable} and other non- taxable items should be listed separately. (15) Unit Price. Enter the price per the unit of measure agreed to between Purchasing Services and the supplier for each fine item. {16} Extension. Calculate the extension by multiplying the unit price for each line item by the quantity for the applicable line item. (17) F3uyer Name and Teleahone No. This information is entered to provide the supplier with contact information for Butte County Purchasing Services. PPM23.Doc Rev. 06-04-99 Butte County Purchasing Services Page 15-6 of 15-23 General Services Department Purchasing Services Office PURCHASING POLICY MANUAL PURCHASING SERVICES FORMS {18} Subtotal. Add all the values in the Extension column to calculate the subtotal. If this is a multiple page purchase order, write "See Page 2." If there are more than two pages to the purchase order, substitute the total number of pages for the "2" noted above. {19) Tax. The tax is calculated by multiplying the total taxable charges by .0725. Non-taxable items should be listed separately and identified as "Non-Taxable" in the Item Description portion of the purchase order. Treat multiple page purchase orders as in (18} above. {20) r nd ~. Calculate the Grand Total by adding the amounts in Subtotal and Tax. Treat multiple page purchase orders as in (18) above. {21 } ~. The purchase order must be signed by a deputy who has been authorized to sign purchase orders. The Supplier's, ReceivingJPay and Requisitioner's copies require signatures. (b) S~ibsequent Pages of the Purchase Or iffier If more than one page is required to indicate all the items being purchased, use the following instructions to complete subsequent pages. An example of the form used for subsequent pages of purchase orders is providad as Figure 15-2{b}. (1 } Purchase Order Number. Use the same purchase order number as on the first page of the purchase order. {2) Page N~. Enter the appropriate page number. (3} Quantity through End of Form. Complete these sections as described in 15.2 (a) (12) through 15.2 (a} (21 } as described above. {c} Distrib~ition of Purchase Order F~rm~ The executed purchase order forms should be distributed as described below: (1 } RECEIVING/PAY ENCUMBRANCE and PURCHASIN copies of the purchase order are sent to the Auditor-Controller for encumbrance. Once the purchase order is encumbered, the Auditor-Controller returns the ENCUMBRANCE and RECEIVING copies to Purchasing Services. PPM23.Doc Rev. 06-04-99 Butte County Purchasing Services Page 15-7 of 15-'L3 COUNTY OF BUTTE PURCHASING SERVICES 25 COUNTY CENTER DRIVE OROVIL~E, CA 95965-3388 538-7261 QUANT PURCHASE ORDER NUMBER P- THIS NUMBER MUST APPEAR ON ALL CORRESPONDENCE, INVOICES, SHIPPING PAPERS AND PACKAGES. DESCRI P NIT PRICE NSION BU REY NAME AND TELEPHONE NO. I SUBTOTAL ~-- - - - ~-- - .rte ------- COUNTY OF BUTTE By FIGURE 15-2(b) I GRAND TOTAL I PPM23.Doc Rev. 06-04-99 Butte County Purchasing Services Page 15-8 of 15-23 General Services Department Purchasing Services Office PURCHASING POLICY MANUAL PURCHASING SERVICES FORMS {2) SUPPLIER and REQUISITIONER copies are held in Purchasing Services until the Auditor Controller completes the encumbrance process. {3) DOCUMENT CONTROL copy is maintained in Purchasing Services for control purposes. (4) When Purchasing Services receives the ENCUMBRANCE and REGEIVING copies, the SUPPLIER copy is sent to the supplier, the REQUISITIONER copy is sent to the Auditor-Controller and the RECEIVING/PAY copy is sent to the Requisitioner. (5) When the products or services are delivered, the requisitioner completes the RECEIVING/PAY copy and sends it to the Auditor- Controller. {6) Upon payment of the supplier, the Auditor-Controller returns the PURCHASING copy to Purchasing Services and the REQUISITIONER copy to the requisitioner. (7} When the PURCHASING copy is received, Purchasing Services pulls the ENCUMBRANCE copy and makes any requirad changes (such as discounts} to achieve a match between the PURCHASING and ENCUMBRANCE copies. Once these copies match the ENCUMBRANCE copy is filed by purc~~ase order number and the PURCHASING copy is filed by supplier name and purchase order number. 15.3 Field Purchase rder (a) Completion of the Field Purchase Order The using department completes the Field Purchase Order (FPO} as described below: (1) ~~ppli~. Enter the supplier's name and complete mailing address. (2) Issued by Department. Enter the name of the using department. {3) Date. Enter the date that each of the line items is scheduled for delivery. (4} an Enter the quantity ordered for each purchased item. (5} Invoice Number and Descri tp ion. Enter the invoice number and a complete description for each item ordered. PPM23.Dac Rev. 06-04-99 Butte County Purchasing Services t'age 15-y of 15-23 BOUNTY OF BUTTE FIELD OROVILLE, CALIFORNIA PURCHASE ©RDER Issued By Department NUMBER F- DATE QNTY INVOICE NUMBER AND DESCRIPTION ~ AMOUNT ( CHARGE TO ( W#O. ' TOTAL I, the undersigned, hereby certify that, to the best of my knowledge, the services ar articles specified above have been performed or delivered or, where authorized, are hereby contracted for and that there is a Budget Appropriation for the same. Dated: Department Head or Authorized Deputy SUPPLIER NO. DEPT ACCOUNT NO. PROJECT NO. INVOICE NO. INV. DATE ENCUMBRANCE AMOUNT 1 - 3 -- - - -5 -- - Submit WHITE, CANARY and PINK to PURCHASING SERVICES with supplier's invoice. Retain GOLDEN ROQ PPM23.Doc Rev. 06-04-99 Butte County Purchasing Services Page 15-10 of 15-23 General Services Department Purchasing Services Office PURCHASING POLICY MANUAL PURCHASING SERVICES FORMS {6} Charge To. Enter the applicable account code for each line item. (7) W.O. #. Enter the applicable work order number, if any, for each line item. (8} Total. Calculate the Total by adding all the amounts in the Amount column. (9) Dated. Enter the date the FPO is signed by the department head or authorized deputy. (10) Department Head or Authorized Deputy. Signature of the department head or deputy authorized to sign FPOs. (b) Distribution of Signed Field Purchase Orders Once the FPO has been signed, it is distributed as described below: (1) ~lsing Department retains the goldenrod copy for its records, and forwards the other three copies directly to the Auditor-Controller along with the applicable, original invoices. However, field purchase orders over $2,500 must be forwarded to Purchasing Services for review. {2) Purchasing Services records the number of FPOs over $2,500, the dollar value awarded by department, and initials the FPO to indicate that the FPO is in compliance with County policy. Purchasing Services then forwards all three copies of the FPO to the Auditor-Controller. {3} Auditar-Controller issues a check to the supplier and mails the check and the canary copy of the FPO to the supplier, retains the white copy and the invoice for its records and returns the pink copy to Purchasing Services for return to the issuing department. 15.4 Petty Cash Authorization and Payment Form {a} Completion of the Petty Cash Authorization and Payment Form The issuing department completes the petty cash form as described below: (1) Department. Enter the name of the issuing department. (2) Delivery Ta. Enter the name and address required for delivery of the products or services. PPM23.Qoc Rev. 06-04-99 Butte County Purchasing Services Page 15-11 of 15-23 CQUNTY OF BUTTE PETTY CASH AUTHORIZATION AND PAYMENT FORM Department __ Date _____ _ Delivery To Requisition No. Appropriation Date Required _ _ Supplier __ - COST NOT TO EXCEED: $100 QUANTITY DESCRIPTION/SPECIFICATIONS INVOICE NUMBER DOLLAR AMOUNT I certify that the goods andlar services shown above were/will be (strike one) provided for Butte County use and that there is a Budget appropriation for these products or services. department Authorized Signature For Purchasing Use t~nly Below Dotted Line PETTY CASFI PAYMENT COUNTY OF BUTTE TO DATE: Enclosed is Petty Cash Check Na. in the amount of $ I Payment by CASH in the amount of $ Petty Cash Receipt No. fn Payment of: For' Cash Payment O~ Sincerely yours, Received By BUTTE COUNTY PURCHASING SERVICES -- --- - --------- {Signature} {Date} B _ _ Y Purchasing Officer {Typed or Printed Name} ^ Purchasing Services [_~ Auditor-Controller ^ Supplier FIGURE 15-4 ~~ Department PPM23.Doc Rev. 06-04-99 Butte County Purchasing Services Page 15-12 of 15-23 General Services Department PURCHASING POLICY MANUAL Purchasing Services Office PURCHASING SERVICES FORMS (3} Date Wanted. Enter the date that the products or services are required. (4} ~uoalier. Enter the name and complete mailing address of the supplier. (5) Date. Enter the date the form was completed. (6} Requisition. Enter the requisition number assigned by the using department. (7) Aa~rogriation. Enter the applicable appropriation number. (8} C~iiantitX. Enter the quantity purchased. (9} Descri tip on/Specifications. Enter a description of ar specifications for the purchased products or services. {10} Invoice Number. Enter the applicable invoice number. {11 } Dollar Amount. Enter the total price for each purchased item {12) Department Authorized Signature. This space is for the signature of the department head or deputy authorized to sign petty cash forms. (b) Distribution of Signed Petty Cash Forms After the petty cash forms are signed, they are distributed as follows: (1 } Issuing Department retains the goldenrod copy for its records and sends the other three copies to Purchasing along with any applicable invoices. {2) P~.trchasing Services reviews the petty cash farm and invoices for correctness. When it is determined that the documentation has been properly completed, Purchasing Services takes the following actions: If payment is to be made by check ^ Issues a check for the supplier or employee ^ Completes the bottom half of the white copy ^ Attaches the yellow copy to the check and mails them to the supplier or gives them to the employee ^ Keeps the white copy for the Purchasing Services records ^ Sends the pink copy to the Auditor-Controller PPM23.Doc Rev. 06-04-99 Butte County Purchasing Services Page 15-13 of 15-23 If a cash 2ayment is to be made ^ Pays cash to the bearer of the approved petty cash form ^ Gompletes the bottom half of the white copy and has the individual receiving the cash sign in the space provided at the bottom left of the petty cash form ^ Keeps the entire white copy for the Purchasing Services records ^ Sends the pink copy to the Auditor-Controller ^ Discards the yellow copy 15.5 short Form Agreement The Short Form agreement {Figure 15-5, beginning on page 15-15)} and required Exhibit A (Figure 15-6, beginning on page 15-17) are provided as guides for departments that write their own agreements, such as Personal Services Agreements. The completion of the blanks that are provided on this agreement is self-explanatory. The sample agreement and the required Exhibit A, Insurance Requirements for County Contracts, are available in Word from Purchasing Services. 15.6 Pa ial Payments The form to authorize partial payments (Figure 15-7} is located on page 15-19. Most of the spaces on this form are self-explanatory. The space for "Amount to be Partially Paid" should show the dollar value of the partial payment being requested and a description of previous partial payments (if any} plus a description of any future anticipated payments. 15.7 Rubber Stamm The form to order rubber stamps {Figure 15-8} is located on page 15-20. The requisitioner completes only those blanks that are not shaded. The form is faxed to the supplier to purchase rubber stamps. The invoice st>ould be paid through use of a Field Purchase Order. As indicated on the form, the supplier can be contacted at 1-800-922- 6868 for questions. 15.8 office Supplies The form to order office supplies {Figure 15-9} is located on page 15-21. Completion of this form is self-explanatory. The completed form is faxed to the number indicated on the form. Telephone numbers for contact persons are provided on the form. 15.9 Sole Source Justification A sole source justification form (Figure 15-10} is located on page 15-22. Instructions for completion of this form are provided on the form. Completed forms should be attached to the applicable Purchase Requisition when it is forwarded to Purchasing Services. PPM23.Doc Rev. 06-04-99 Butte County Purchasing Services Page 15-14 of 15-23 15.10 C~neral Glaim Form The General Claim form is not a Purchasing Services farm; however, this Auditor- Controller form is used to effect payment for some contractual agreements. The General Claim form is used to effect payment for products or services provided through contracts with Auditor-Controller assigned contract numbers, court reporters, employee travel, insurance settlements, jury fees, refunds and witness fees. PPM23.Doc Rev. 0&-Od-99 Butte County Purchasing Services Page 15-15 of 15-23 AGREEMENT WITH __ (SUPPLIER NAME) COVERING (PROJECT TITLE) AT BUTTE COUNTY (PROJECT SITE This Agreement, dated _, 1999, is between the County of Butte, a political subdivision of the State of California, hereinafter referred to as "County", and _ hereinafter referred to as "Contractor." WHEREAS, County, through its Department, desires to have _~ rvice for the (prai t titl ;and WHEREAS, Contractor possesses the necessary qualifications to perform the work described herein. NOW THEREFORE BE IT AGREED BETWEEN THE PARTIES TO THIS Agreement as follows: Scope of Work. The work to be undertaken is identified in the attached "Exhibit B - Scope of Work" which is made a part of this Agreement. 2. Reimbursement. The work shall be performed for a fixed price of $ ( Dollars}, including all tax and shipping charges. Payment shall be made after the Project Manager or designee reviews and approves the work and after submittal of an invoice ninety (90} days from the date of execution by the County. County Project Manager. The County project manager or designee for this undertaking who will receive payment invoices and answer questions related to the coordination of this undertaking is: (n~m~, tposition title} County of Butte 25 County Center Drive Oroville, CA 95965 Telephone: (530} 538- _ Facsimile: (530) 538-_ 4. Independent Contractor. Contractor is an independent contractor, working under his/her own supervision and direction and is not a representative or employee of County. Contractor agrees to file tax returns and pay all applicable taxes on amounts paid pursuant to this Agreement. 5. Confidentiality and Ownership. The County retains the exclusive right of ownership to the work, products, inventions and confidential information produced for the County by the Contractor, and the Contractor shall not disclose any information, whether developed by the Contractor ar given to the Contractor by the County. 6. Termination. This Agreement may be terminated by either the County or Contractor by notice at any time. Authorized casts incurred by the Contractor will be reimbursed up to the date of termination. Notwithstanding anything stated to the contrary herein, this Agreement shall expire ninety (90} days from the date of execution by the County. FIGURE 15-5 PPM23.Doc Rev. 06-04-99 Butte County Purchasing Services Page 15-16 of 15-23 Indemnification. Consultant agrees to accept responsibility for loss or damage to any person or entity, and to defend, indemnify, hold harmless and release the County, its officers, agents and employees from and against any and all actions, claims, damages, disabilities or expenses that may be asserted by any person or entity, including Contractor, to the extent arising out of or in connection with the negligent acts or omissions or willful misconduct in the performance by Contractor hereunder, whether or not there is concurrent negligence on the part of the County, but excluding liability due to the active negligence or willful misconduct of the County. This indemnification obligation is not limited in any way by any limitation on the amount or type of damages or compensation payable to or for Contractor or its agents under worker's compensation acts, disability benefit acts, or other employee benefits acts. Contractor shall be liable to County for any loss of or damage to County property arising out of or in connection with Contractor's negligence or willful misconduct. Insurance Requiremen .Contractor shall procure and maintain insurance coverage as specified in Exhibit R, Insurance Requirements for County Contracts, which is made a part of this Agreement. 9. Changes to the Agreement. Changes to this Agreement may only be approved by written amendment to this Agreement. 10. ContractQr's Standard of Care. County has relied upon the professional ability and training of the Contractor as a material inducement to enter into this Agreement. Contractor hereby warrants that all of Contractor's work will be performed in accordance with generally accepted and applicable professional practices and standards as well as the requirements of applicable Federal, State and local laws, it being understood that acceptance of Contractor's work by County shall not operate as a waiver or release. 11. Com 1~ lance with Laws. Contractor shall comply with all Federal, State and local laws, rules and regulations including, without limitation, any nondiscrimination laws. 12. Applicable Law and Forum. This Agreement shall be construed and interpreted according to California taw and any action to enforce the terms of this Agreement for the breach thereof shall be brought and tried in the County of Butte. This Agreement and its two exhibits represent the entire undertaking between the parties. COUNTY JANE DOLAN, Chair Butte County Board of Supervisors CONTRACTOR PPM23.Doc Rev. 06-04-99 Butte County Purchasing Services Page 15-17 of 15-23 EXHIBIT "A" INSURANCE REQUIREMENTS FOR COUNTY CONTRACTS Contractor shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damages to property which may arise from, or be in connection with the performance of the Work hereunder by Contractor, the Contractor's agents, representatives, employees or subcontractors. A. MINIMUM LIMITS OF INSURANCE Contractor shall maintain the insurance coverage and limits of coverage as described below: 1. General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. If a general aggregate limit is used, then either the general aggregate limit shall apply separately to this project/location, or the general aggregate limit shall be twice the required occurrence limit 2. Automobile Liability $1,000,000 combined single limit per occurrence for bodily injury and property damage. 3. Workers' Compensation and Employers Liabili~ Workers' Compensation and Employers Liability coverage as required by the Labor Code of the State of California. 4. Professional Liability: This insurance coverage is required only when the County is contracting for the services of an accountant, attorney, physician, architect or similarly trained professionals. Professional Liability Insurance covering professional services shall be in an amount no less than $1,000,000 combined single limit for each occurrence. B. DEDUCTIBLES AND SELF-INSURED RETENTIONS Any deductibles or self-insured retentions must be declared to and approved by the County. At the option of the County, either the insurer shall reduce or eliminate such deductibles or self- insured retention as respects the County, its officers, officials, employees and volunteers, or the Contractor shall procure a band guaranteeing payment of losses and related investigations, claims administration and defense expenses. C. OTHER INSURANCE PROVISIONS neral Li ilit nd Aut m bile Lia ilit Caverag~s a. The County, its officers, officials, employees and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the Contractor, including products and completed operations of the Contractor; premises owned, occupied or used by the Contractor; or autornabiles owned, leased, hired or borrowed by Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the County, its officers, officials, employees or volunteers. The Contractor's insurance coverage shall be primary insurance as respects the County, its officers, officials, employees and volunteers. Any insurance or self- insurance maintained by the County, its officers, officials, employees or volunteers shall be excess of the Contractor's insurance and shall not contribute with it. FIGURE 15-6 PPM23.Doc Rev. 06-04-99 Butte County Purchasing Services Page 15-18 of 15-23 c. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the County, its officers, officials, employees or volunteers. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. All Insurance Policies Each insurance policy required by this clause shall shall not be suspended, voided, canceled, reduced after thirty (30) days prior written notice by certified been given to the County. D. E. F ACCEPTABILITY OF INSURERS be endorsed to state that coverage in coverage or policy limits, except mail, return receipt requested, has Insurance is to be p-aced with insurers who are licensed to sell insurance in the State of California and who possess a "Best's" rating of no less than A-: VII. VERIFICATION OF COVERAGE Contractor shall furnish the County with certificates of insurance and with original endorsements effecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. A!I certificates and endorsements are to be received and approved by the County before Work under the Agreement is begun. The County reserves the right to require from the Contractor complete, certified copies of all required insurance policies at any time. SUBCONTRACTORS Contractors shall include all Subcontractors to be insured certificates and endorsements requirements stated herein. Subcontractors as insureds under its policies ar require all under their own policies and to furnish the County separate All coverages for Subcontractors shall be subject to all PPM23.Doc Rev. 06-04-99 Butte County Purchasing Services Page 15-19 of 15-23 PARTIAL SHIPMENT PAYMENT REGORD (Attach to Invoice to be Paid) DATE SUPPLIER NAME AND P.O. NO. ADDRESS: DEPT. NO. SUB-OBJECT INVOICE NUMBERS DATE AMOUNT OF INVOICE AMOUNT TO BE PARTIALLY PAID $ .This amount represents payment for Original Price of Purchase Order $ Less Previous Partial Payment $ __ Total Amount This Partial Payment $ _ Unpaid Balance Remaining after this Payment $ _ ___ --- Total Amount to be Paid $ _ Payment Complete Yes No I hereby certify that the above items have been received as specified and verified as to quantities and/or weights. - Signature Date Typed or Printed Name Typed or Printed Position Title FIGURE 15-7 PPM23 Doc Rev. 06-04-99 Butte County Purchasing Services Page 15-20 of 15-23 Butte County RUBBER STAMP C)RDER FORM REQUISITIONER COMPLETES ONLY UNSHADED BLANKS REQUISITION NUMBER DATE R=Reg ular S1=Self Inking PRE= Pre-Inked PAGE ITEM# STYLE {CIRCLE ONE) CIRCLE INK COLOR QUANTITY WHOLESALE RETAIL. R SI PRE RED BLACK BLUE GREEN PURPLE R SI PRE RED BLACK BLUE GREEN PURPLE R SI PRE RED BLACK BLUE GREEN PURPLE R SI PRE RED BLACK BLUE GREEN PURPLE R SI PRE RED BLACK BLUE GREEN PURPLE R SI PRE RED BLACK BLUE GREEN PURPLE SAMPLE OF STAMP(S): SPECIAL INSTRUCTIONS TOTAL ~ SAMPLE ABOVE TAX ^ SAMPLE ON SEPARATE SHEET SHIPPING CHARGE ~7 PRINT SIZE (See Custom Shapes) GRAND TOTAL C'. UPPER/LOWER CASE ^ ALL CAPS DATE SHIPPED SHIP TO: _ ~'~ - ---- COMPLETED ORDER TO: -- - FAX 530-893-1749 or FAX 1-800-772-5612 ct iti P d O M il t R CUSTOMER BRANCH # s on ro u ecogn r a o: P. O. Bax 116, Chico, CA 95927 ORDERED BY APPROVED BY PRINT SIGNATURE PRINT SIGNATURE PRINT TITLE PRINT TITLE TELEPHONE TELEPHONE Questions? 1-800-922-6868 FIGURE 15-8 PPM23.Doc Rev. 06-04-99 Butte County Purchasing Services Page 15-21 of 15-23 BX=BOX DZ=DOZEN °~uTrF° EA=EACH HU=100 - ~ ~ a BUTTE COUNTY M=1,oao ST=SET Office DEPOT. ° ° PK-PACK PR=PAIR Business Services Division °cOUN,~y° RL=ROLL JUDY ANDERSON, SALES REPRESENTATIVE !ANNA WATSON, CUSTOMER SERVICE SUPPORT 800-928-0171 FAX:800-928-3409 __ _ STOCKLESS OFFICE SUPPLY REQUISITION arrni stir ze ~ APPRO # REQ NAME REQ # AUTHORIZATION I F'H(JNt NUMtstK SPECIAL SHIPPING IN_S_TRUCT_ IONS (UP TO 30 CHARACTERS) _ OTY UM ITEM # I DESCRIPTION PRICE QTY UM ITEM # DESCRIPTION __ PRICE. BINDERS-INDEX DIVIDERS-SHEET PROTECTORS-REINFORCEMENTS MARKERS (coot) EA 492-405 Binder, Ring, letter, 1", 2pkt, blad< 0.89 EA 926-360 Highlighter, blue __ 0.1 r _ EA 235-408 Binder, Ring, letter, 1.5", 2pkt, blade 1.60 EA 926-345 Highlighter, yellow 0.1 _ _ ER 493-122 Binder, Ring, letter, 2", 2pkt, black 1.78 PADS -POST-IT -WRITING, SCRATCH, STAMP, TELE EA 729-525 _ Binder, Vu, letter, 1", clear over white 1.88 PK 368-720 Post-it, highland, 1.5X2, yellow 0.6'. EA 729-624 _ Binder, Vu, letter, 2", clear over white 2.98 PK 368-738 Post-it, highland, 3X3, yellow 2.7r _ __ ST _ 103-481 Index, rg bk, 11X8.5, A-Z, black 1.90 PK 368-746 Post-it, highland, 3X5, yellow _ 1.8 ST 933-598 Index, rg bk, 5 tab, Itr, dear 0.17 EA 112-557 Pad, ruled, IgI, white 0.2~ BX 320-564 Sheet protector, side, dear poly, pr2 0.54 DZ 581-371 Pad, ruled, pert, 8.5X11, white 4.6~: ___ PK 235-176 Reinforcements, permnent, white 200/pk 0.32 DZ 307-629 Pad, scratch, 3X5, white, 100 shtsipd _ 1.9: _ _ _ __ _ BOOKS DZ 307-744 Pad, scratch, 4X6, white, 100 shtsipd 2.8<: _ __ EA 245-934 Book, composition, 11X8.5, wide ruled 0.66 DZ 307-868 Pad, scratch, 5X8, white, 100 shtsipd 4.7a EA 666-552 Book, steno, Gregg, eye-ease, 80pg. 0.28 DZ 307-264 Pad, While-U-Out, 4X5, pink 1.0 - - - ---- _ E A 910-018 Dictionary, Webster New Collegiate 4.12 PENS/PENCILS ___ _ __ CLIPS - PAPERiBINDER ~ EA 925-289 Pen, ball point, refillable, med, black _ 0.6C _ ~ 1 BX _ 686-030 Glip, binder, large, blade, 12/bx 0.74 _ _ EA 925-305 Pen, ball point, refillable, med, blue U.6~ __ _ E3X 107-177 Clip, binder, medium, black, 12ibx 0.27 EA 925-321 Pen, ball point, refillable, med, red _ 0.6i. --- _- BX 10 7-151 I Gtip, binder, small, blk, 121bx 0.12 EA 924-753 Pen, rolling ball, fine, black 0 81 M _ 808-881 ~ Clip, paper, reg., world, #1 0.60 DZ 181-636 Pen, stick, Write Bros., fine, black 0.4• _ HU 240663 Clip, paper, reg., world, #1 0.06 DZ 181-610 Pen, stick, Write Bras., fine, blue 0.4E _ M _ 808 907 Clip, paper, jumbo, world 1.70 DZ 181-628 Pen, stick, Write Bros., fine, red 0.4~ _ HU 283-795 Clip, paper, jumbo, world 0.17 DZ 181-594 Pen, stick, Write Bros., med, black 0.5C ENVELOPES -CLASP DZ 181-578 Pen, stick, Write Bros., med, blue -- - 0.5i - I BX 844 ~ 87 #10, 24#, white, window 6.16 DZ 181-586 Pen, stink, Write Bros., med, red 0.5C BX 348 201 BX 9d2 656 #10, 24#, white wove Clasp, 32#, 10X13, 1cJbx 4.03 _ 5.98 DZ DZ 339-861 339-879 Pencil, Classmate, #2 Pencil, Classmate, #2.5 __ _ 0 1 _0 2' I 942-664 BX 1 Clasp, 32#, 10X15, 1Gbx 2.76 DZ_ 339-887 Pencil, Classmate, #3 0.2( . BX 942-573 6 1/2X9 Y~, 1cJbx Clasp 32# 1.45 RUBBERBANDSIRULERISHARPENERISHEARS -- - - - BX 844 738 , , - --- 1c1bx Clasp 28# 9X12 3.07 BX 909-549 - -- Rubberband, #14, Advantage, 11blbx T 1.0~ - , , , BX 3_4.8. 3b7 24#, 6'/., white wove _ 2.28 _ FASTENERS BX 102 582 Fastener base, 2.75ccX1", 1Gbx 0.82 - -- - - - _ TX ~ 102 624. Fastener base, 2.75ccX2", 1Gbx 1.15 FILES BX BX BX EA EA 909-572 987-289 909-598 106-823 106-955 Rubberband, #19, Advantage, 11b/bx-~ Rubberband, #33, Advantage, 11b/bx t Rubberband, #54, Adv., asst 1lblbx --- Ruler, steel, non-slip, flex 12' _ ~ Ruler, 12", metal edge, 1116 metric _~ __ 1.0~ 1.0- 1.C- ---- 1.7: _ 0 _ EA 940 429 File, storage, 12.25X10.75X24.5 --- 2.33 PR 909-887 Shears, economy, 7" trimmer __~ 0 ~~ EA l 940 320 File, storage, recycled, ItrAgl 1.07 - - _ FLUID -CORRECTION -NON TOXIC STAPLESISTAPLERSIREMOVER -- EA 685-925 Remover, punch style --- _ 0.1 _ __ __ 0.13 j EA 909-119 Multi-purpose, white ER 696-955 Stapler, desk, standard, fullstrip, black 1.2` __ _ FOLDERS BX 908-640 Staples, heavy duty, 318" lmtbx, SF1 _ 1.1 _ BX 808-303 _ File, Igl, 1/3 assorted, mla, 1Gbx _ 3.13 BX 908-624 Staples, heavy duty, Yz", 1m/bx, SF1 _ 0.8 BX 316-356 File, Itr, 115, mla, 1clbx 2.37 BX 207-902 Staples, standard chisel point, Y.",SnVbx 0.2`. __ BX 811-018 Hanging, IgI, 115, asst, 25/bx 2.64 TAPE _____ BX 810-994 Hanging, Itr, 1/5, asst, 251bx 2.07 RL 101-725 Correction tape, 1 line, 1/4X600 _ _ 0.1: _ ~BX 102-210 Ltr, 113 cut, mla, 1Gbx 2.43 RL 101-733 Correction tape, 2 line, 2/6X600 _ 0 1 EA EA __ 102-491 102-483 Frame, hang, folder, IgI, C443 Frame, hang. Folder, Itr, C442 0.36 0.35 EA RL 173-351 173-195_ Dispenser, space saver, putty Tape, glass filament, 3/4SX72yd 1 3 __ 1.8~ - - __ -- LABELS - FOLDERSITAB RL 910-430 Tape, hyland, mending,'/."X36yd 0 2; BBC BX T944 272 573 139 Label, fde folder, laser, white, 150/bx ~ Label, tab, 3.5X15!16, llacrs, white 18.35 12.84 RL RL 666-511 666-537 Tape, masking, hiland, 2"X60yd Tape, school masking, 1"X60yd _ 0 3' - 0 ? _ PK 102-855 _ Label, 4X2, movable, white, 120/bx 1.04 MISCELLANEOUS _ _ PK 400-812 Label, copier, 1X2.75, 33001pk 9.88 __ RL _ 697-565 _ Add roll, 2 1/4X150', white, 16# _U.1• MARKERS EA 106-807 Moistener, fingertip, Gatherett 0.1' __- - - -- EA 2 927-01 Chisel tip, large econ., black - 0.06 EA 684-472 Opener, letter, bent, chrome finish 0.1 EA EA _ 925-719 925-727 Fiber tip, Superiter, black Fiber tip, Superiter, red 0.06 0.06 PK PK 990-853 .990-721 Card, index, 3X5, plain white __ Card, index, 3X5, ruled, white __ _ 0.1' ~_ ~ ADDI7IUNAL I I tM5 '~"' UIM ( ITEM # DESCRIPTION PRICE OTY UIM ITEM # DESCRIPTION PRIGt _ EA _ BSDCAT CATALOG, GENERAL LINE N/C _ - rluurjr ~5-y PPM23.Doc Rev. 06-04-99 Butte County Purchasing Services Page 15-22 of 15-23 S©LE '" `URGE JUSTIFICATIONIAPf `OVAL Supplier Name: Street Address: City/StatelZlP: Telephone: General Description of Commodity or Service to be Purchased: INSTRUCTIONS: Please initial all entries below that apply to the proposed purchase. Attach additional information or support documentation if needed. More than one entry will apply to most sole source justifications. SOLE SOURCE JUSTIFICATION ITEM INITIALS JUSTIFICATION 1 Purchase is required from the original manufacturer or provider. If this item is initialed, Item 4 below must also be initialed. 2 Purchase is required from the only Butte County area distributor of the original manufacturer or provider. If this item is initialed, Item 4 below must also be initialed 3 Parts or equipment are not interchangeable with similar part from another manufacturer. If this item is initialed, please explain below (attach additional sheet if needed}. _ Explanation: 4 This is the only known product or service that will meet the specialized needs of this department or perform the intended function. If this item is initialed, please explain below (attach additional sheet if needed). _ _ _ -_--alanation: ----- 5 Parts or equipment are required from this supplier to provide standardization. If this item is initialed, please explain below (attach additional sheet if needed). ___ _-_ _ Explanation: 6 None of the above apply. A detailed justification for this sole source purchase is provided below (Attach additional sheet if needed): Detailed Justification On the basis of the foregoing, I recommend that competitive procurement be waived and that the product or service on the attached Purchase Requisition be purchased on a sole source basis. I understand that I may be required to provide a detaile~. cast estimate since price reasonableness will not be established through the competitive process. DEPARTMENT NAME ( AUTHORIZED SIGNATURE ( DATE APPROVAL BY PURCHASING SERVICES (Approval by General Services Director Required for Consultants} Based on the above justification, I hereby approve the purchase of this product or service on a sole source basis. __~ mature Date FIGURE 15-10 PPM23.Doc Rev. 06-04-99 Butte County Purchasing Services Page 15-23 of 15-23 General Services Department Purchasing Services Manual PURCHASING POLICY MANUAL AMERICAN EXPRESS (Corporate Card System) 16.4 AMERICAN EXPRESS 16.1 Background Information The corporate card system was implemented in late 1987 as a convenience to County employees who incur business travel and business meeting costs. This system replaced a previous system of processing travel advance claims to ensure that County employees had adequate funds to cover their business expenses. The card system allows greater flexibility to the employee while at the same time minimizing use of the County's cash advance system and therefore reducing administrative costs. 16.2 Who C~ualifies County employees who expect to take two or more County business trips a year or who will incur more than $300 in business expenses per year should apply for an American Express corporate card. 16.3 Application Process A sample application form is provided at the end of this section. The application forms are available in the departments; however, additional copies may be obtained from Purchasing Services by calling extension 7261. The completed application form should be returned to Purchasing Services for review and processing. The credit card will normally be sent to the employee approximately four weeks following receipt of the application. 16.4 Ilse of the Corporate Card The Corporate Card is issued for the purpose of charging employees' County business related travel, lodging and meal expenses. The card is not intended far personal use. The card is accepted at most of the Country's leading hotels and motels and it should be used to pay for lodging. The card is also acceptable at a large selection of restaurants and should be used to pay for meals whenever possible. Finally, the card should be used in all cases for payment of rental car expenses when use of a rental car' is deemed necessary. 16.5 Last Cards In the event that a Corporate Card is lost, the cardholder should immediately report the loss by calling 1-800-528-2121. The cardholder should also report the loss to Purchasing Services. Generally, a lost or stolen card can be replaced at any American Express office within 24 hours. PPM19.Doc Rev. 06-02-99 Butte County Purchasing Services Page 16-1 of 16-5 General Services Department PURCHASING POLICY MANUAL Purchasing Services Manual AMERICAN EXPRESS (Corporate Card System} 16.6 Return of Expense Claims The most frequent cause of returned expense claims is incomplete documentation or an item of expense that is in conflict with the travel policy. Travelers can minimize the likelihood of rejection by ensuring that all documentation is attached. The average time between the original charge and when it must be paid is approximately 47 days. If you have trouble with an expense item and cannot make your American Express payment, let the Auditor's Office Accounts Payable know and depending on the circumstances, reimbursement can be expedited. 16.7 American Exgress Billing The statements will be mailed on the 14`h of the month reflecting charges and credits received by American Express through the 11th. The cardholder can expect, therefore, to receive the bill around the 18`h of each month. 16.8 American Express BillingVersus County Reimbursement If the cardholder processes expense claims timely they should receive reimbursement from the County prior to receiving their American Express bill. 16,9 Mistakes on American Express Billing American Express has a dedicated account representative for Butte County. Cardholders can seek assistance from Purchasing Services to resolve billing errors. If cardholders prefer, however, Purchasing Services will provide a telephone number for this purpose. 16.10 Nan-paymentQf Bill If payment does not reach American Express by the next billing cutoff date, the current account will be considered 30 days past due and Butte County Purchasing Services will be notified accordingly. Accounts over 60 days in arrears could result in cancellation of the card. Cardholders will be contacted if the card is consistently past due, and a member of Butte County's staff will definitely contact the cardholder to arrange payment if the account is 60 days past due. 16.11 Use of Card for Personal Expenses The County prefers that cardholders do not use American Express corporate cards for personal expenses. Charging personal expenses to the card will distort the County's supplier statistics and expense category tracking reports. American Express will generally not deny personal purchases on the corporate card, although the purchase may be denied if it is very high and does not relate to a business expense. The .cardholder is responsible for paying the bill. PPM19.Doc Rev. 06-02-99 Butte County Purchasing Services Page 16-2 of 16-5 General Services Department PURCHASING POLICY MANUAL Purchasing Services Manual AMERICAN EXPRESS (Corporate Card System) 16.12 Credit Limit There is virtually no limit on the corporate American Express card. Some establishments have floor limits that require them to call in American Express card purchases for verification. The cardholder may be called to the telephone to talk with an American Express employee if the first purchase on the card is very high. However, American Express has assured the County that the cardholder will not be embarrassed in front of customers or business associates by a denial of credit, as long as the account is current. The cardholder should notify American Express (1-800-528-2122} to alert their authorizers if larger than normal charges are expected. 16.13 In erest/Penalty Charges There are no interest charges. There is a penalty for late payment at 50 days past due. There will be a 2-'h% charge on the unpaid balance or $10.00, whichever is greater. The other penalty for an overdue account is the potential loss of card privileges. 16.14 Card Cancellation If the cardholder wishes to cancel the card or not renew it, forms are available from Purchasing Services far this purpose. 16.15 T~r__mination of Employment The cardholder must turn in the American Express corporate card and clear the account balance upon termination of employment with Butte County. If reimbursement is due, the County will expedite a reimbursement check to clear the account. 16.16 Personal Check Cashing Subject to availability, the cardholder may cash a personal check: a. Up to $250 at hotels where the bill is to be charged to the card b. Up to $1,000 ($200 cash, $800 in traveler's checks} at any American Express Office. c. Up to $50 at participating airline ticket counters, but the cardholder must hold a valid ticket from that airline for a flight scheduled to leave within 24 hours of the request to cash the check. PPM19.Doc Rev. 06-02-99 Butte County Purchasing Services Page 16-3 of 16-5 General Services Department PURCHASING POLICY MANUAL Purchasing Services Manual AMERICAN EXPRESS (Corporate Card System} 16.17 Travel Accident Insurance Cardholders will receive $200,000 accidental death and dismemberment insurance automatically every time they travel by common carrier when the tickets are charged to the card. If the cardholder is at a remote site and the tickets are purchased locally through a travel agent, the insurance will not apply unless the ticket is charged to the American Express card. This coverage extends to or from the airport in a cab. This insurance is in addition to the travel insurance presently provided by Butte County. Unless the cardholder designates otherwise, the death benefit is payable in the following order of priority: (1) spouse; (~) children; (3) parents; (4) brothers and sisters; (5) executor or administrator. Dismemberment benefits are based on a schedule corresponding to the injury and are payable only to the injured. If the cardholder wishes to designate a beneficiary, forms are available from Accounts Payable in the Auditor's office. PPM19 Doc Rev. d6-02-99 Butte County Purchasing Services Page 16-4 of 16-5 General Services Department Purchasing Services Manual American Expresst~ Corporate Card Application .- .- -. AMERICAN EXPRESS (Corporate Card System} THE AMERICAN EXPRESS CORPORATE CAFLD PROGRAM Employee: Please complete And send to Purchasing ervices Pzogram Administrator: Complete form and send to: American Express, P.O.Box 53816 Phocnix,AZ 85072 or fax to: E02 492-3884 O PURCHASING POL` Y MANUAL «ti~ r...~....~„ro r~.-A t'i!1 r~hor~~tPr~ r,T,lo ;nrtnrlina cnarrsl _._W_.._~.......__------------rr--- - ~ L~I Billing Address (20 characters only, including spaces) Office City (17 characters only, including spaces) Zip Code State Home Home Address (if different than billing address) City (17 characters only, including spaces) State Zip Code Social Security Number Business Phone Number Home Phone Number Employee ID Number (10 characters only) Cost Center Number (10 characters oi;lc X -_ Employee's Signature Please read the Agreement before signing. Date lay Signing above I indicate my acceptance of the terms and conditions of the Agreement. _______ •~ ~ •- Basic Control Number (Please fill out or application processing will be delayed) Company Name (20 characters only, including spaces) X Authorizing Signature* Please read the Agreement before signing. I am authorized to complete this enrollment authorization on behalf of the company. PRINT Authorizer's Name Title Phone Number ~ All applications require a signature (name ~ title) of an authorized Company Representative or I'rogr~n Admn7lStratOr. AGREEMENT' Company and the Applicant (a) request that a Corporate Card be issued to the Applicant on the Company's account, {b) authorize the receipt and exchange of credit information on the Company and the Applicant, {c) agree to be bound by the Agreement sent with the Card and by the agreements covering Corporate Card related programs in which the Applicant is enrolled, and (d) agree that the Corporate Card will be used for business or commercial purposes only. The Applicant (aj authorizes American Express to notify the CompaJ if this application is declined or if spending restrictions are applied to the Corporate Card, and (b) agrees to 1 liable for payment to American Express of all amounts charged to the Corporate Card. Cozporate Services ©1998 American Express Travel Related Services Company, Inc 90000 Date P°M19.Doc Rev. 06-0?_-99 Butte County Purchasing Services Page 16-5 of 12-5 General Services Department PURCHASIf ~ .~ POLICY MANUAL Purchasing Services Manual GLOSSARY 17.0 GLOSSARY Addendum. An addendum is a change or modification to achieve correctness. An addendum is also an alteration, modification, deletion or addition to a solicitation document such as an Invitation for Bids. An addendum must be in writing. Alternate Bid. A bid that invites for consideration one or more offers of an option or choice based upon equipment or satisfactory performance by user (e.g., such bid is only acceptable when the variance is deemed to be immaterial). Awar An award is the presentation of a purchase agreement or contract to a bidder or the acceptance of a bid or proposal. Best Interests of the County. A term used in granting a purchasing official authority to use discretion to take action that is felt most advantageous to the County. This authority is used when it is impossible to anticipate adequately the circumstances that may arise so that more specific directions could be delineated by the law or regulation. Case law affirms discretion for purchasing officials in these actions. Bid Bond. An insurance agreement in which a third party agrees to be liable to pay a certain amount of money in the event that a specific successful bidder fails to sign the contract as it was bid. Bid Calendar. A bulletin board display located in the Purchasing Services Office with a listing of the current Invitation for Bids and related information. Bidders List. A computerized database maintained by Purchasing Services that provides for a listing of suppliers and the goods and services they provide. Bill off Lading. A carrier's contract and receipt for goods that it agrees to transport from one place to another and to deliver to a designated person or assigns for compensation and upon such conditions as are stated therein. Blanket Purchase Agreement. A blanket purchase agreement is an arrangement under which a purchaser contracts with a supplier to provide the purchaser's requirements for an item(s) or a service, on an as-needed basis. Properly prepared, such an arrangement sets a limit on the period of time it is valid and the maximum amount of money that may be spent at one time or within a specified period. Change Order. Purchaser's written modification or addition to a purchase order. Collusion. Collusion is a secret agreement or cooperation between two or more persons to accomplish a fraudulent, deceitful or unlawful practice. PPM21.Doc Rev. 05-18-99 Butte County Purchasing Services Page 17-1 of 17-5 General Services Department PURCHASIPvc~ POLICY MANUAL Purchasing Services Manual GLOSSARY Competitive Bidding. The submissions of prices by individuals or firms competing for a contract, privilege or right to supply merchandise or services. Competitive sealed bidding is the preferred method of source selection in public purchasing. Com~aetitive Sealed Bidding. A method of procurement that requires: (a} Issuance of an Invitation for Bids with a purchase description, acceptance criteria and all contractual terms and conditions applicable to the procurement. (b} Public, contemporaneous opening of bids at a predesignated time and place. (c} Unconditional acceptance of a bid without alteration or correction except as authorized in this manual. (d} Award to the most responsive and responsible bidder who has submitted the lowest bid that meets the requirements and criteria set forth in the Invitation for Bids. Competitive Sealed Pro op sals. A method of procurement that involves but is not limited to: {a} Solicitation of proposals through a Request for Proposals. {b) A private opening of proposals that will avoid disclosure of contents to competing offerors during the process of negotiation. {c} Submission of cost or pricing data from the offeror where required. {d} Discussions with responsible offerors whose proposals have been determined to be reasonably susceptible to being selected for award, unless such discussions are not required by the request for proposals or this manual. (e} An award made to the responsible offeror whose proposal is determined in writing to be the most advantageous, considering price and evaluation factors set forth in the Request for Proposals. Confirming Purchase Order (Issued by Purchasing Services). A purchase order issued to a supplier, listing goods or services and terms of an order placed verbally, or otherwise, in advance of the issuance of the usual purchase document. Confirming Purchase Order (Issued by a Department Representative). With prior approval by Purchasing Services, a department may utilize a requisition for a verbal purchase commitment. Consultant Services. A type of personal service where an independent contractor provides expert advice or services that involve extended analyses and the exercise of discretion and independent judgment such as management audit firms, grant writers, and safety and insurance consultants. PPM21.Doc Rev. 05-18 99 Butte County Purchasing Services Page 17-2 of 17-5 General Services Department PURCHASING POLICY MANUAL Purchasing Services Manual GLOSSARY Contract. An agreement, enforceable by law, between two or more competent parties, to perform or refrain from performing a particular act within the law, for a consideration. Any type of agreement or order for the procurement of supplies, services or construction. Discount. A supplier' s deduction from the selling price, usually upon some cost-reducing condition such as prompt payment. Emerg~ncy Purchase. An immediate purchase by a department, utilizing a requisition, in order to obtain goods or services to avoid a substantial hazard to life or property or serious interruption of the operation of a County department. Field Purchase Order. Delegated limited purchase authority for departments to obtain goods/services from a supplier, in amounts not to exceed $2,500 per purchase or as determined by the Purchasing Agent or designee, including tax and freight, without a purchase order issued by Purchasing Services. Fixed Assts. A fixed asset is an item of equipment that casts $2,500 or more and has a life of greater than ane year. Free on Board ~FOB~. A shipping term defining the point at which the buyer takes legal title to the goods, who is responsible for payment of freight, and who is responsibie for prosecuting clams against carriers for loss or damage to the goods in transit. Gratuit A gratuity is something given voluntarily or beyond obligation, acquired without bargain or inducement, and/or a gift. Informal Interviews. A technique to evaluate and select a supplier or contractor to provide professional or consultant services without the use of competitive sealed proposals. Informal Quotations. Verbal or written solicitation by a Purchasing Services buyer for goods and services without the use of competitive sealed bids. Inventar~r. An inventory is a stock of goods or an itemized list that indicates quantities and values of products. (By enumeration it is a "physical inventory" and by periodic recording, it is a "book inventory".) Invitation for Bids. All documents, whether attached or incorporated by reference, utilized for soliciting bids in accordance with the procedures set forth in Section 3.0, Competitive Sealed Bids. Invoice. Seller's itemized document stating prices and quantities of goods and/or services delivered, and sent to the County for payment. Patented or Proprietary. Patented or proprietary items refers to supplies, materials, ar equipment that are produced by one manufacturer or are available from one source, or services that are available form one provider. PPM21.Doc Rev. d5-18-99 Butte County Purchasing Services Page 17-3 of 17-5 General Services Department PURCHASING POLICY MANUAL Purchasing Services Manual GLOSSARY Performance Bond. A contract of guarantee executed subsequent to award by a successful bidder to protect the County from loss due to the inability to complete the contract as agreed. Personal Property. The term Personal Property refers to materials, supplies, machinery, famishing, equipment and any other tangible article required for the conduct of business of the County or using agency. Personal Services. The term Personal Sen/rces refers to any labor of a specialized or short-term or intermittent nature required in the conduct of operations of the County or using agency that may lawfully be performed by contract with private parties, who have certain expertise required by the County, and which contracts exclude the following (a) The work of constructing, altering or improving buildings, roads, sewer and drainage facilities and other public works type projects; and (b} Any labor pursuant to any other contracting authority or limitation. Professional Services. A type of personal service where an independent contractor provides professional advice or service requiring extended analyses and the exercise of discretion and independent judgment. Classification as professional services also requires and an advanced, specialized type of knowledge, expertise or training customarily acquired either by a prolonged course of study or equivalent experience such as accountants, physicians, labor consultants, investigators, attorneys, architects, surveyors, or engineers. Purchase or Purchases. The terms Purchase or Purchases refer to any contractual arrangement or transaction involving payment: (a} or the acquisition of title to personal property; (b} or the use by rental, lease or otherwise of personal property; {c} for the provision of services by independent contract or otherwise, or {d} any combination of the foregoing. Purchase Description. Specifications or any other document describing the goods, services or construction to be procured. Purchase Order. A written document prepared by the buyer and provided to a supplier formally stating all terms and conditions of procurement. Purchase Rehr uisition. A purchase requisition is an internal document by which a using agency requests the purchasing department to initiate procurement. PPM21.Doc Rev. 05-18-99 Butte County Purchasing Services Page 17-4 of 17-5 General Services Department PURCHASING PC}LICY MANUAL Purchasing Services Manual GLOSSARY Quotation. A statement of price, terms of sale, and description of goods or services offered by a supplier to a prospective purchaser; the stating of the current price of a commodity; the price so stated. R~uest for Proposal. All documents, whether attached or incorporated by reference, utilized for soliciting proposals in accordance with the policies set for in Section 4.0, Competitive Sealed Proposals. Responsible Bidder or Offeror. A person or firm that has the capability in all respects to perform fully the contractual requirements, and the integrity and reliability to assure good faith performance. Responsive Bidder. A person or firm that has submitted a bid under Section 3.0 which conforms in all material respects to the Invitation for Bids, including the specifications set forth in the IFB. dole Source Purchase. A sale source purchase is an award for a commodity or service that can only be purchased from one supplier, usually because of its technological, specialized, or unique character. An award for a commodity or service may be offered to only one supplier when it is determined by the Purchasing Agent that due to the intended use of the item or service it is in the best interest of Butte County to purchase from only one source. Supplier. A supplier provides of goods and/or services in return for consideration from a buyer. Terms and Conditions. A phrase generally applied to the rules under which all bids must be submitted and the terms that are included in most purchase contracts that are normally published by purchasing authorities for the information of all potential bidders. Trade Discount. A reduction from a list price predicated upon the position of the buyer in the distribution channel (e.g., jobber, retailer, original equipment manufacturer, etc.} Unauthorized Purchase. An unauthorized purchase is a commitment by a department to purchase goods or services without prior approval by Purchasing Services. The Purchasing Agent or his/her designee may require the department to seek Board of Supervisor's approval for an unauthorized purchase. Using Agency. The term Using Agency refers to any of the following entities that request the services of the Purchasing Agent as provided in Section 46-7. Any public district created under the laws of the State; any municipal corporation whose territory lies in the County; or any board, commission or joint powers agency to which the County or any such district is a party. Using Department. A using department is a County department that requisitions items through Purchasing Services. PPM21.Doc Rev. 05-18-99 Butte County Purchasing Services Page 17-5 of 17-5 General Services Department PURCHASING POLICY MANUAL Purchasing Services Office INDEX Word or Phrase Sec#ion Numbers Addenda to IFBs 3.6 {d} Administration of Orders 8.4 Advertising 3.3, 4.3, 5.4, 12.7 Alternate Bids 3.6 (c) Approval of Special Purchases 8.1.7 Architect/Engineer Service Contracts 13.4 Authorized Signatures 8.1.4, 8.1.7 Award of Bid 3.1 {d}, 3.13, 3.15, 4.7 Bid Bonds/Security 3.8 Bidders List 2.3 (d}, 3.5 Bidding Documents 3.6 Blanket Purchase Agreements 3.13, 7.2, 8.2 (b) Books 1.3 (d) Cancelled Bids 3.14 {e) Centralized Purchasing 1.0 Change Order/Alteration 2.1 (e), 2.2 (a}, 2.2 (b}, 2.3 {c) Commodities/Equipment Contracts 13.1 Communications Equipment 8.1.7 Competitive Sealed Bids 1.2 {b}, 3.0 Competitive Sealed Proposals 3.2, 4.0 Confirming Purchase 6.8, 8.2 (e} Conflict of Interest 9.2 Consolidation of Requests 8.1.3 Construction/Maintenance of Facilities 8.1.7 Consultant Services (definition} 17.0 Consultants 1.3 {a}, 2.4, 4.2, 13.3 Consultant Services Contracts 13.3 Contract Approval 2.0, 4.7 Contract Policies 13.0 Contract Renewal 1.3 (m) Copy Machines 8.1.7, 8.6 Correction to Bid Documents 3.6 (b} Cost Estimates 8.1.1 Credit Cards, American Express 16.0 Credit Cards, Vehicles 8.5.2 Data Processing Goods/Services 8.1.7, 8.4.6 Debarment of Suppliers 11.0 Delegated Purchasing 8.2 (c) Departmental Information 8.0 Department Responsibilities in Requisitioning Process 8.1.1 Discrepancies of Goods 8.4.2 PPM22.Doc Rev. 06-04-99 butte County Purchasing Services Page 18-1 of 18-4 General Services Department PURCHASING POLICY MANUAL Purchasing Services Office INDEX Word or Phrase Section Numbers Election Supplies 1.2 (f), 1.3 (b) Emergency Purchase 1 .3 {I), 2.2 (c), 8.2 {d) Energy Conservation Considerations 8.4.5 Equipment/Commodities Contracts 13.1 Equipment Demonstrations 8.1.2 Ethics 9.0 Evaluation Committees 4.4 Evaluation Criteria 3.12, 3.13, 4.5 Exempt from Competitive Bid 1.3, 4.2 Failure to Comply 8.7 Field Purchase Order (FPO) 8.2(c}, 15.9 Financial Responsibility Statement 8.5.3 Fixed Assets 6.9 Force Account 5.3 (a} Formal Bid -Butte County 3.0 Formal Bid -Public Contract Code 5.3 (b}, 5.3 (c}, 5.4, 5.6 (b} General Claim Farm 15.10 Geographic Location 7.2 (a) Glossary of Terms 17.0 Gratuities 9.1 (b}, 9.3 (a) Informal Bid -Butte County 3.2, 6.0 Informal Bid -Public Contract Code 5.3 (b}, 5.6 (a) Informal Quotes 1.2 (c}, 3.2, 6.0 Insurance Requirements, Professional Services 13.3 (k) (2} Insurance, Self for Vehicles 8.5.3 Invitation for Bids (IFB) 3.0, 14.2 Joint Powers Agreement 1.2 {d}, 2.1 (d) Late Bids 3.7 (a} Lease Equipment 2.1 (c}, 7.1 Legal Brief Printing 1.3 (c} Local Preference 3.12 (c}, 3.18, 4.5 (d} Materials Expediting 8.4.3 Negotiations 4.6, 7.0 Non-Collusion 3.7 (b) Non-County Public Agencies 1.5 PPM22.Doc Rev. 06-04-99 Butte County Purchasing Services Page 18-2 of 18-4 General Services Department PURCHASING POLICY MANUAL Purchasing Services Office INDEX Word or Phrase Section Numbers Office Supplies Form 15.8 Oral Commitment 6.8 Oral Quotes 6.6 Partial Payments 8.8, 15.6 Payment for Goods/Services 8.4.1 Personal Services 13.3 Personal Services (definition} 17.0 Petty Cash 8.2 (f), 15.4 Pharmaceuticals, Proprietary 1.3 (i) Planned Purchasing Schedules 8.1.3 Postage & Freight 8.10 Prepayments 8.11 Private Opening 4.1 (b), 14.1 {e) Professional Services 2.4, 4.2, 13.3 Professional Services (definition} 17.0 Professional Services (insurance requirements) 13.3 (k) (2} Prompt Payment Discount 3.12 (b) Protests & Appeals 10.0 Public Bid Opening 3.1 (b}, 3.10 Public Contract Code 5.0 Public Notice 3.3, 3.17, 4.3 Public Projects 2.1 (e}, 5.0 Public Works Contracts 13.5 Purchase Orders 8.2 (a), 15.2 Purchase Requisitions 8.1, 15.1 Purchases for Non-County Public Agencies 1.5, 15.1 Re-bids 3.14 Receipt of Bids 3.9 Receiving Goods 8.4.1 Records of Purchases 8.1.6, 8.2 Registration of Vehicles 8.5.1 Reject Bids 1.2 (e), 3.14 Renew Contracts 1.3 (m} Rental, Equipment 1.3 {g) Request for Proposals (RFP} 4.0, 14.1 Request far Quotations (RFQ) 6.0, 14.3 Requisition 8.1, 15.1 Road Projects 5.0 Rubber Stamps 8.9, 15.7 PPM22.Doc Rev. 06-04-99 Butte County Purchasing Services Page 18-3 of 18-4 General Services Department Purchasing Services Office PURCHASING POLICY MANUAL INDEX Word or Phrase Schedule of Countywide Purchases Sealed Bid Service Contracts Short Form Agreements Simplified Purchases Sole Source Solicitations, Types Qf Special Approvals Specifications Splitting of Purchases Standardization State Contract/Government Agency Purchasing Surplus Property Supplier Contact Supplier Debarment Supplier Ethics Surplus Property Telephone Gocds/Services Tie Bids Trade-in Property Training Unauthorized Purchases Unsatisfactory Performance Vehicles Waive Irregularities Warranties Withdrawal of Bids Written Quotes Section Numbers 8.1.3 1.2 {b), 3.0 13.2 8.7, 15.5 6.0 1.3, 8.1.5, 14.4, 15.9 14.0 8.1.7 1.2, 3.4, 5.5, 8.1.5, 8.4.2 (a) 6.1,8.1,8.2(c) 1.4 1.2 (d), 1.3 (e) 8.1.2 11.0 9.3 2.3 {b}, 2.3 (e}, 2.3 (f}, 12.0 8.4.6 3.19 2.3 (b}, 12.5 1.3 {j) 8.1.1 (f}, 8.3 8.1.5, 8.4.2 8.4.6, 8.5 3.14 (d} 8.4.4 3.11 6.7 PPM22.Doc Rev. 06-04-99 Butte County Purchasing Services Page 18-4 of 18-4