OTHER THAN FULL AND OPEN COMPETITION Purchasing Procedures Community Rehabilitation Programs (CRP) Purchasing Policy 3.03 H

Transcription

1 OTHER THAN FULL AND OPEN COMPETITION Community Rehabilitation Programs (CRP) Purchasing Policy 3.03 H Special Note: Purchases for Computer Hardware/Software require approval by TAC (Technical Advisory Committee). The approval must be completed prior to submission into BuySpeed or Novus. Upload signed and dated TAC approval. DEPT. FIELD BUYER / CONTACT For Department Order (DO) up to $24, Novus: Enter Direct Open Market requisition in BSO: required item(s) and estimated cost, detailed specifications, commodity codes. Enter type code: Community Rehabilitation Programs (CRP) Enter index code(s), sub-object code and other required codes (if applicable) Attach quote received in BSO Attachments tab. Recommend vendor for award. Vendor must be fully registered with the IG s office prior to submitting requisition. The Certified Search for Unresolved Findings for Recovery (Auditor s Findings), Principal Owner Form and TAC approval (if applicable) must be attached in the requisition. Enter final cost(s) and click Submit for Approval Complete a Justification Form (available on the County Intranet), per instructions on the form. Select Community Rehabilitation Programs (CRP). Form requires signature of Initiator and Director. Enter request into Novus (follow Novus justification process instructions). Must attach signed and word version of the justification form and submit for approval. Note: The department must follow their item(s) through to completion. (OPD and/or appropriate board approval must be Page 1 of 8

2 completed) DEPARTMENT APPROVER Verify availability of funds in On-Line FAMIS OPD Buyer reviews the justification packet and makes comments in Novus prior to justification review meeting. If the justification is complete and the item approved, OPD Director or Manager will document approval in comments and item will be forwarded to the Contracts & Purchasing Board for placement on a calendar. Considers other than full and open procurement method request. OPD If the exemption request is approved by the CPB, OPD Buyer reviews the requisition for completeness, including all required attachments. If OK, the requisition is added to the DO report for approval consideration by the CPB. If the exemption request is disapproved, OPD will disapprove the requisition in BSO. Considers requisition for approval. OPD If the purchase is approved at the CPB meeting, OPD will enter the CPB approval number and approve the requisition in BSO. If the requisition is disapproved, OPD will disapprove the requisition in BSO. FIELD BUYER If the purchase is approved by OPD, the procedure for completing and processing a Department Order is to be followed. Follow the purchase through to completion. If the requisition is disapproved, the department will need to go out for Informal Bid or RFP, following the appropriate procedure, if they wish to move forward with the purchase. Page 2 of 8

3 DEPT. FIELD BUYER / CONTACT For Purchase Order (up to $24,999.99) Novus: Enter Open Market requisition in BSO: required item(s) and estimated cost, detailed specifications, commodity codes. Enter type code: Community Rehabilitation Programs (CRP) Enter index code(s), sub-object code and other required codes (if applicable) Attach quote received in BSO Attachments tab. Recommend vendor for award. Vendor must be fully registered with the IG s office prior to submitting requisition. The Certified Search for Unresolved Findings for Recovery (Auditor s Findings), Principal Owner Form and TAC approval (if applicable) must be attached in the requisition. Enter final cost(s) and click Submit for Approval Complete a Justification Form (available on the County Intranet), per instructions on the form. Select Community Rehabilitation Programs (CRP). Form requires signature of Initiator and Director. Enter request into Novus (follow Novus justification process instructions). Must attach signed and word version of the justification form and submit for approval. Note: The department must follow their item(s) through to completion. (OPD and/or appropriate board approval must be completed) DEPARTMENT APPROVER Verify availability of funds in On-Line FAMIS OPD Buyer reviews the justification packet and makes Page 3 of 8

4 comments in Novus prior to justification review meeting. If the justification is complete and the item approved, OPD Director or Manager will document approval in comments and item will be forwarded to the Contracts & Purchasing Board for placement on a calendar. Considers other than full and open procurement method request. OPD If the exemption request is approved by the CPB, OPD Buyer reviews the requisition for completeness, including all required attachments. If OK, the OPD Buyer will take the requisition to Purchase Order and submit for approval. The purchase order is then placed on the weekly CPB meeting for consideration. If the exemption request is disapproved, OPD will disapprove the requisition in BSO. Considers purchase order for approval. FIELD BUYER If the purchase is disapproved, the department will need to go out for Informal Bid or RFP, following the appropriate procedure, if they wish to move forward with the purchase. OPD If the purchase order is approved at the CPB meeting, OPD Manager will approve the Purchase Order in BSO. The purchase order certification, receipt and payment will be completed by OPD. DEPT. FIELD BUYER / CONTACT For Purchase Order ($25, and over) Enter Open Market requisition in BSO: required item(s) and estimated cost, detailed specifications, commodity codes. Enter type code: Community Rehabilitation Programs (CRP) Enter index code(s), sub-object code and other required codes (if applicable) Page 4 of 8

5 Novus: Attach quote received in BSO Attachments tab. Recommend vendor for award. Vendor must be fully registered with the IG s office prior to submitting requisition. The Certified Search for Unresolved Findings for Recovery (Auditor s Findings), Principal Owner Form and TAC approval (if applicable) must be attached in the requisition. Enter final cost(s) and click Submit for Approval Complete a Justification Form (available on the County Intranet), per instructions on the form. Select Community Rehabilitation Programs (CRP). Form requires signature of Initiator and Director. Enter request into Novus (follow Novus justification process instructions). Must attach signed and word version of the justification form and submit for approval. Note: The department must follow their item(s) through to completion. (OPD and/or appropriate board approval must be completed) DEPARTMENT APPROVER OBM APPROVER Verify availability of funds in On-Line FAMIS Verify availability of funds. OPD Buyer reviews the justification packet and makes comments in Novus prior to justification review meeting. If the justification is complete and the item approved, OPD Director or Manager will document approval in comments and item will be forwarded to the Contracts & Purchasing Board for placement on a calendar. Page 5 of 8

6 Considers other than full and open procurement method request. OPD If the exemption request is disapproved, OPD will disapprove the requisition in BSO. If the exemption request is approved by the CPB, OPD Buyer reviews the requisition for completeness, including all required attachments. Buyer enters Award Recommendation into Novus, attaching all required documentation, per Internal procedure, and submits for approval. COUNTY BOARD Appropriate Board considers Award Recommendation item for approval. o Contracts & Purchasing Board: up to $100, o Board of Control: Above $100, to $500, o County Council: Above $500, FIELD BUYER If the purchase is disapproved, the department will need to go out for a Bid or RFP, following the appropriate procedure, if they wish to move forward with the purchase. OPD If the Award Recommendation is approved by the appropriate authority, the OPD Buyer will take the requisition to Purchase Order, OPD Manager will approve the Purchase Order in BSO. The purchase order certification, receipt and payment will be completed by OPD. DEPT. FIELD BUYER / CONTACT For Contract (any amount) Enter Open Market requisition in BSO: required item(s) and estimated cost, detailed specifications, commodity codes. Enter type code: Community Rehabilitation Programs (CRP) Enter index code(s), sub-object code and other required codes (if applicable) Attach quote received in BSO Attachments tab. Page 6 of 8

7 Recommend vendor for award. Vendor must be fully registered with the IG s office prior to submitting requisition. Novus: Enter final cost(s) and click Submit for Approval Complete a Justification Form (available on the County Intranet), per instructions on the form. Select Community Rehabilitation Programs (CRP). Form requires signature of Initiator and Director. Enter request into Novus (follow Novus justification process instructions). Must attach signed and word version of the justification form and submit for approval. Note: The department must follow their item(s) through to completion. (OPD and/or appropriate board approval must be completed) DEPARTMENT APPROVER OBM APPROVER (if applicable) Verify availability of funds in On-Line FAMIS Verify availability of funds. OPD Buyer reviews the justification packet and makes comments in Novus prior to justification review meeting. Note: If the contract has already started, the item will be changed to RFP Exemption. If the justification is complete and the item approved, OPD Director or Manager will document approval in comments and item will be forwarded to the Contracts & Purchasing Board for placement on a calendar. Considers other than full and open procurement method request. Page 7 of 8

8 OPD If the exemption request is disapproved, OPD will disapprove the requisition in BSO. DEPARTMENT FIELD BUYER/CONTACT If the Exemption request is approved by the CPB, Department enters Recommendation of Award and Submission of Contract into Novus, attaching all required contract documents, and submit for approval. All Novus departmental approvals must be completed to be placed on an agenda. OPD/FISCAL/LEGAL OPD Buyer will review Novus item for procurement review. OPD Contracting review, Fiscal Encumbrance and Law Department review is then completed. COUNTY BOARD Appropriate Board considers Award Recommendation/Contract item for approval. o Contracts & Purchasing Board: up to $100, o Board of Control: Above $100, to $500, o County Council: Above $500, FIELD BUYER If the purchase is disapproved, the department will need to go out for a Bid or RFP, following the appropriate procedure, if they wish to move forward with the purchase. COUNTY EXECUTIVE If the item is approved, the Executive, or approved staff, signs the contract. DEPARTMENT FIELD BUYER/CONTACT Final, executed contract is available in OnBase for the Novus user. Department is responsible for forwarding the executed, complete contract to the vendor. Page 8 of 8