AGENDA MARCH 9, 2011 5:00 PM 1. Meeting called to order 2. A ...

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FORWARDThis manual contains instructions regarding policies, procedures, and practices for theprocurement of commodities, equipment and services for Tohopekaliga Water Authority (the“Authority”). The instructions are for guidance of all TWA personnel, as well as all bidders,vendors, offerors, prospective vendors, prospective bidders, prospective offerors or others whoparticipate in the TWA procurement process as well as Authority staff who participate in theactions and decisions relating to procurement in order to provide a more complete understandingof purchasing and materials management policies, procedures and practices.The intent of issuing this manual is to achieve of uniformity and efficiency in the procurement ofcommodities, equipment and services and as a means of training for Authority personnel and toconsolidate the procurement policies of the Authority into one document.The Executive Director shall have the authority to make changes to these operating procedureson a case to case basis, or as he/she may determine appropriate provided consistent with law andthe policy direction of the Board of Supervisors.This manual supersedes existing policies of the Authority and where inconsistent with existingAuthority resolutions or Board of Supervisors Policy direction, shall be construed to takeprecedence.
TABLE OF CONTENTSSECTION 1. GENERAL ..............................................................................................................11.1 Mission ..................................................................................................................... 11.2 Policy Statement ...................................................................................................... 11.3 Organization ............................................................................................................ 1SECTION 2. CODE OF ETHICS AND CONDUCT ..............................................................32.1 General ...................................................................................................................... 32.2 National Institute of Governmental Purchasing (NIGP) Code of Ethics ........ 6SECTION 3. RESPONSIBILITIES OF PURCHASING AND WAREHOUSEDEPARTMENT ............................................................................................................................73.1 Responsibility .......................................................................................................... 73.2 Purchasing Cycle .................................................................................................... 83.3 Employee Responsibilities in the Purchasing Cycle – Planning and LeadTime ........................................................................................................................ 10SECTION 4. PURCHASING PROCEDURES ......................................................................114.1 General .................................................................................................................... 114.2 Purchase Levels ..................................................................................................... 114.3 Approval Authority .............................................................................................. 114.4 Purchase and Stock Requisition .......................................................................... 124.5 Purchase Order ...................................................................................................... 124.6 PO Change Orders ................................................................................................ 124.7 Blanket Purchase Order (BPO)............................................................................ 13SECTION 5. METHOD OF SOURCE SELECTION ............................................................155.1 General .................................................................................................................... 155.2 Purchase Card ........................................................................................................ 155.3 Check Request ....................................................................................................... 155.4 Emergency Purchases ........................................................................................... 155.5 Sole Source /Single Source ................................................................................... 165.6 Request for Quote (RFQ)...................................................................................... 175.7 Invitation for Bid (IFB) ......................................................................................... 175.8 Request for Proposal (RFP).................................................................................. 175.9 Cooperative Purchasing (Piggy Backing) .......................................................... 185.10 Government Contracts ......................................................................................... 185.11 Shared Interest Cooperative Purchasing (SICOP)............................................ 185.12 Osceola County Purchasing Cooperative .......................................................... 18SECTION 6. INVITATIONS FOR BID (IFB) PROCEDURES ..........................................20
Page 1 and 2: 951Martin Luther King Boulevard. Ki
Page 3 and 4: CATEGORY: PresentationPROCLAMATION
Page 5 and 6: 0.7B. APPROVAL OF JANITORIAL SERVIC
Page 7 and 8: The Board asked how the delinquent
Page 9 and 10: 7:03:01 PMSupervisor White seconded
Page 14 and 15: CATEGORY: ConsentAttachments: Resol
Page 18 and 19: 6.1 Requirements ..................
Page 20 and 21: 16.7 Procedures for Making and Payi
Page 22 and 23: 1.1 MissionTOHO WATER AUTHORITYPROC
Page 24 and 25: SECTION 2. CODE OF ETHICS AND CONDU
Page 26 and 27: a. The official or the official’s
Page 28 and 29: SECTION 3. RESPONSIBILITIES OF PURC
Page 30 and 31: D. Award1. Purchasing and Warehouse
Page 32 and 33: SECTION 4. PURCHASING PROCEDURES4.1
Page 34 and 35: Purchasing and Warehouse Department
Page 36 and 37: SECTION 5.METHOD OF SOURCE SELECTIO
Page 38 and 39: approval and should be noted in the
Page 40 and 41: Authority, hereinafter referred to
Page 42 and 43: 6.3 Pre-Bid ConferenceA pre-bid con
Page 44 and 45: The site visit may be conducted by
Page 46 and 47: 7.3 Pre-Proposal ConferenceRefer to
Page 48 and 49: proposal. If a proposal is determin
Page 50 and 51: strengths and weaknesses. A debrief
Page 52 and 53: must be coordinated with the Depart
Page 54 and 55: 10.1 Price ReasonablenessSECTION 10
Page 56 and 57: such person on behalf of a governme
Page 58 and 59: D. The Purchasing and Warehouse Dep
Page 60 and 61: agents, against any loss or damages
Page 62 and 63: The Accounting and Finance Departme
Page 64 and 65: Brand Name or Approved Equal: list
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13.7 Detail of SpecificationsBids a
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It is the responsibility of the Pur
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SECTION 15. SURPLUS PROPERTY15.1 Pu
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the City of Kissimmee’s Purchasin
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3. Environmental restoration and co
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E. To ensure that the Authority bea
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A. Review transactions with the car
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A. Purchasing cards will be issued
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Over the Counter/Internet Purchases
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Serious or repeated misuse of the P
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ProceduresC. A disputed item must b
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Items that are typically prohibited
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contracts require a written contrac
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Purchasing and Warehouse Department
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SECTION 18. PUBLIC NOTICES18.1 Purp
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SECTION 20. WAREHOUSE PROCEDURES20.
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Any Stock Requisition with items no
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The Warehouse Clerk or Purchasing T
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check the transaction records for p
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20.9 SafetyIt is important each emp
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B. A copy of a current Osceola Coun
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SECTION 22. DEBARMENT OF BIDDERS22.
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5. Respond to inquiries concerning
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2. commission of a fraud or a crimi
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E. The committee's decision shall b
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SECTION 23. DEFINITIONSAccept: to r
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Bona Fide: in good faith.Bond: a bi
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Consultants/Experts: persons having
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Fee: a sum of money asked or paid f
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Negotiation: contracting through th
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Purchasing Cycle: the sequence of a
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Terms and Conditions: a phrase gene
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CATEGORY: Consent 7EAttachment(s):E
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MemorandumDate: December 22, 2010To
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Agenda: ConsentAPPROVAL OF SPONSORS
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Tohopekaliga Water AuthorityInvestm
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Tohopekaliga Water Authority Invest
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Tohopekaliga Water Authorityaffecte
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CATEGORY: Staff ReportsREPORT ON RE
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AGENDA MARCH 9, 2011 5:00 PM 1. Meeting called to order 2. A ...

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