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

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Brand Name or Approved Equal: list a good and/or service by brand name, model and otheridentifying specifics, in order to limit the bidding to a single preferred product. Since this typeof specification discourages competition, it must not be used unless the item is the only onewhich will satisfy the Authority’s requirement. This type of specification is useful forpurchasing replacement parts where only the brand name item will work. An Approved Equalspecification will have products equal to the characteristics of the named brand as specified asacceptable.Qualified Products List (QPL): a QPL may be developed when testing or examination ofcommodities prior to issuance of the solicitation is desirable when necessary to best satisfy theAuthority’s requirements. When developing a QPL, a representative group of potential suppliersmust be solicited in writing to submit products for testing and examination to determineacceptability for including on a QPL. Any potential supplier, even though not solicited, mayoffer a product for consideration. Inclusion on a QPL must be based on results of tests orexaminations conducted in accordance with prior published requirements.Standard: a single specification for one or more goods and/or services that are ordered on arecurring basis and that have the same general purpose. The same specification is used each timean order is placed or bids are advertised. Examples are office supplies, paper, janitorial supplies,and copier service contracts. Standardized specifications will usually be more complete anddetailed than one time specifications.13.3 Responsibility for SpecificationsThe Purchasing and Warehouse Department has access to a library of current specificationsthrough the National Institute of Governmental Purchasing (NIGP) for equipment, commodities,materials and services.The User Department will prepare the technical specifications for equipment, materials,commodities, or services in accordance with the Purchasing and Warehouse Department. ThePurchasing and Warehouse Manager may make modifications or alterations to the specificationsto accommodate competitive bidding.13.4 Development of SpecificationsThe purchase description or specification should include the essential physical and functionalcharacteristics necessary to express the minimum requirements of the Authority, such as:A. Common nomenclatureB. Kind of material (i.e. type, grade, class, alternatives)C. Electrical data, if necessary43|Page
D. DimensionsE. Size or capacityF. Principle of operationG. Environmental conditionsH. Intended use to include location, operating conditions and acceptable productlevels within the range of products available in the commercial marketplaceI. Equipment with which the item is to be usedJ. Other pertinent information that further describes the commodity or servicerequiredGuidelines: the following are guidelines when developing specifications:A. State exactly what is desired in clear and concise terms.B. Provide the means or basis for monitoring deliveries for conformance with thespecifications.C. Avoid non-essential quality restrictions that add to cost and difficulty inprocurement without adding to utility and value.D. Avoid definitions that unnecessarily restrict competition.E. Conform to established commercial and industrial standards.13.5 Revision of Specifications Due to Budget ConstraintsShould it be determined, after bids have been opened that the bid received exceeds the budgetedamount and additional funds are not available, bids may be rejected. The scope of thespecifications may be revised in an effort to comply with the established budget and revisedspecification.13.6 Contractual Terms – Not IncludedSpecifications must not include any solicitation or contractual terms or conditions such as thetime or place for the bid opening, time of delivery, payment, liquidated damages, or qualificationof bidders. These clauses shall be included in the appropriate sections of the bid package, i.e.,Instructions to Bidders, Terms and Conditions, etc., which are the responsibility of thePurchasing and Warehouse Department.44|Page
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951Martin Luther King Boulevard. Ki
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CATEGORY: PresentationPROCLAMATION
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0.7B. APPROVAL OF JANITORIAL SERVIC
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The Board asked how the delinquent
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7:03:01 PMSupervisor White seconded
Page 14 and 15: CATEGORY: ConsentAttachments: Resol
Page 16 and 17: FORWARDThis manual contains instruc
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 66 and 67: 13.7 Detail of SpecificationsBids a
Page 68 and 69: It is the responsibility of the Pur
Page 70 and 71: SECTION 15. SURPLUS PROPERTY15.1 Pu
Page 72 and 73: the City of Kissimmee’s Purchasin
Page 74 and 75: 3. Environmental restoration and co
Page 76 and 77: E. To ensure that the Authority bea
Page 78 and 79: A. Review transactions with the car
Page 80 and 81: A. Purchasing cards will be issued
Page 82 and 83: Over the Counter/Internet Purchases
Page 84 and 85: Serious or repeated misuse of the P
Page 86 and 87: ProceduresC. A disputed item must b
Page 88 and 89: Items that are typically prohibited
Page 90 and 91: contracts require a written contrac
Page 92 and 93: Purchasing and Warehouse Department
Page 94 and 95: SECTION 18. PUBLIC NOTICES18.1 Purp
Page 96 and 97: SECTION 20. WAREHOUSE PROCEDURES20.
Page 98 and 99: Any Stock Requisition with items no
Page 100 and 101: The Warehouse Clerk or Purchasing T
Page 102 and 103: check the transaction records for p
Page 104 and 105: 20.9 SafetyIt is important each emp
Page 106 and 107: B. A copy of a current Osceola Coun
Page 108 and 109: SECTION 22. DEBARMENT OF BIDDERS22.
Page 110 and 111: 5. Respond to inquiries concerning
Page 112 and 113: 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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