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Duval County Public SchoolsPurchasing GuidelinesCONTENTSUpdated August 5, 2019GUIDING PRINCIPLES Mission Statement ………………………………………………………………………………………………..…………………… 4Governing Regulations ……………………………………………………………………………………………………………… 4Purchasing Overview ………………………………………………………………………………………………………………... 5Departmental Goals …………………………………………………………………………………………………….………......... 6Ethics …………………………………………………………………………………………………………………………………….…. 6Essential Elements of an Effective Purchasing Program ………………………………………………………............ 7OPERATIONAL PROCEDURESConflict of Interest in Purchasing …………………………………………………………………………………….….…..…. 8Conflict of Interest Procedures ……………………………………………………………………………………………..……. 8Notice Regarding Unauthorized Purchases ……………………………………………………………………………….… 9Soliciting Competitive Quotations & Bids Between $1,000-$4,999 ………………………………………….……. 9Purchases Between $5,000-$49,999 …………………………………………………………………………………….......... 10Blanket Purchase Orders …………………………………………………………………………………………………………… 11Bid Piggybacking ………………………………………………………………………………………………………………………. 12Florida State Contract …………………………………………………………………………………………………….………..... 13Purchase of Stamps …………………………………………………………………………………………….………...…………… 13School Principals Contracts with Outside Vendors ………………………………………………………………….…… 13Negotiated Agreement ………………………………………………………………………………………………………….….... 14SBE Vendor Determination…………………………………………………………………………………………………………. 14State Board Rules Governing Exemption of Competitive Solicitation ……………………………………………. 14Furniture Procedures ……………………………………………………………………………………………………………....... 15Manual Purchase Order Process ……………………………………………………………………………………………….... 15Craftmasters – Process …………………………………………………………………………………………………………….... 16General Purchasing Services ……………………………………………………………………………………………………… 16Direct Material Purchases ………………………………………………………………………………………………………….. 17Insurance Requirement Procedures ………………………………………………………………………………………..…. 18Good Receipts and Good Receipt Reversals ………………………………………………………………………………… 19Change Order Process for Prior Year Purchase Orders When Good Receipts Have Been Completed. 19Vendor Record Change Authorizations ……................................................................................................................... 20Strategic Sourcing……………………………………………………………………………………………………………………… 20Strategic Sourcing Goals/Strategy ……………………………………………………………………………………………… 20Competitive Sealed Bids ………………………………………………………………………………………………………......... 21Types of Specifications & Responsibility for Development ……………………………………………….………….. 21Safety Points to Consider in Preparing Specifications ………………………………………………………….………. 22Guidelines for Submitting Bids To ………………………………………………………………....... 24Local Preference to Florida Businesses …………………………………………………………………………….………… 25Presolicitation Conferences ……………………………………………………………………………………,……….………… 25Prebid Conferences …………………………………………………………………………………………..................................... 25Late Bids/Responses to Solicitations ……………………………………………………………………………………......... 26Bid Opening Procedure ……………………………………………………………………………………………………………… 27Bids Evaluation Process ……………………………………………………………………………………………........................ 28Rejection of Bids ……………………………………………………………………………………………………………………….. 28Tie Bids …………………………………………………………………………………………………………………………………….. 28Protest of Solicitations and Awards ………………………………………………………………………………..…….……. 29Protest Hearing Procedures ……………………………………………………………………………………………….….…... 29Posting the Notice of Intent to Award ………………………………………………………………..................................... 30Board Approval …………………………………………………………………………………………………….............................. 30Board Report ….…………………………………………………………………………………………………………….…………… 30Preparation of Agenda Items …………………………………………………………………………………………………....... 30Chart ………………………………………………………………………………………………………………………………………… 31Bid Renewals ………………………………………………………………………………………………………………….….……… 32Rescind a Contract …………………………………………………………………………………………………………….…..…… 32Bid Folder ………………………………………………………………………………………………………………………….……… 32Relief from Bid Items ………………………………………………………………………………………………………............... 33Authority to Sign Contracts, Agreements and Memoranda of Understanding ……………………………….. 34Posting Requirements For Sole Source Procurements …………………………………………………………….…… 35Justification/Input Document for “Sole Source Acquisition” ……………………………………………….............. 36Purchase of Services ………………………………………………………………………………………………………….………. 37The Statement of Work ……………………………………………………………………………………………………..……….. 38Letter of Justification ……………………………………………………………………………………………………….………… 38Contract Example…………………………………………………………………………………………………………..…………… 39Direct Negotiations ……………………………………………………………………………………………………………………. 45Contract and Acquisition Committee (CAC) ………………………………………………………………………………… 47Review and Approve Purchasing Plan Proposals ………………………………………………………………………… 47Monitor Contract Actions …………………………………………………………………………………………………………… 48Review Contract Log ………………………………………………………………………………………………………………….. 48Duval County Public Schools Acquisition Council Form …………………………………………………………….…. 49Sample - Agenda for Contract and Acquisition Committee and Handouts …………………………………...... 50Duties and Responsibilities of the Craftmaster’s …………………………………………………………………………. 56Grant/Project Procurement Guidelines ………………………………………………………………………………............ 56Grant/Project Manager Responsibilities …………………………………………………………………………………….. 58Inspection of Public Records ……………………………………………………………………………………………………… 59Public Record Exemption …………………………………………………………………………………………………………... 59Receiving, Inspection and Return of Goods …………………………………………………………………………………. 60Definitions and Glossary of Terms ……………………………………………………………………………………………… 62GENERAL P-CARD INFORMATIONP-Card Profiles ………………………………………………………………………………………………………………….….….... 69P-Card – Food Purchases Procedures ……………………………………………………………………………….….……... 70Board Member’s Use of Procurement Card ……………………………………………………………………….………… 70P-CARD PROCEDURES Purpose ……………………………………………………………………………………………………………………………………. 73Background ………………………………………………………………………………………………………………………........... 73Procedures ……………………………………………………………………………………………………………………………….. 73Definitions ………………………………………………………………………………………………………………… 74 How It Works ……………………………………………………………………………………………………............ 75Responsibilities …………………………………………………………………………………………………........... 76Cardholder ……………………………………………………………………………………………………… 76Approving Administrators ……………………………………………………………………………..… 76Purchasing Card Administrator ………………………………………………………………………… 76Internal Auditing ……………………………………………………………………………………………… 77Bank ……………………………………………………………………………………………………………….. 77Processes ………………………………………………………………………………………………………………….. 77Requesting a Purchasing Card………………………………………………………………………..….. 77Modifying Purchasing Card Limits ……………………………………………………………………. 78Card Description ……………………………………………………………………………………………… 78Using the Purchasing Card – General Information ……………………………………………… 79Placing the Order …………………………………………………………………………………………….. 79Reconciling Monthly Statement …………………………………………………………………........... 82Paying for Supplies ………………………………………………………………………………………….. 83Returns and/or Exchanges, Credits, Disputes and Erroneous Charges ……………….. 83Reporting a Lost or Stolen Purchasing Card ………………………………………………………. 84Purchasing card Termination …………………………………………………………………………… 85Violations and Consequences …………………………………………………………………………… 854.ExhibitsPurchasing Card Application Form …………………………………………………………………………….. 87Dispute Form ……………………………………………………………………………………………………………. 88Cardholder Acceptance Form …………………………………………………………………………………...... 895.SAP Instructions ……………………………………………………………………………………………………………….……..... 90General Ledger Accounts ……………………………………………………………………………………….…... 92MAINTENANCE P-CARD PROCEDURES Purpose …………………………………………………………………………………………………………………………….………. 99Background ……………………………………………………………………………………………………………………….……… 99Procedures ……………………………………………………………………………………………………………………….…......... 99Definitions ……………………………………………………………………………………………………..……......... 100How It Works ……………………………………………………………………………………………….…………… 100Responsibilities …………………………………………………………………………………………………….…… 102Cardholder ……………………………………………………………………………………….……….......... 102Foremen …………………………………………………………………………………………....................... 102Purchasing Card Administrator ……………………………………………………….………….……. 102Internal Auditing ………………………………………………………………………………….………….. 103Bank ………………………………………………………………………………………………….……………. 103Processes ………………………………………………………………………………………………….…................... 103Requesting a Purchasing Card………………………………………………………………..……….… 103Modifying Purchasing Card Limits ……………………………………………………….…………… 104Card Description …………………………………………………………………………………….……….. 104Using the Purchasing Card – General Information ……………………………………….......... 104Placing the Order …………………………………………………………………….………………………. 104Reconciling Monthly Statement …………………………………………………………….……….…. 107Paying for Supplies …………………………………………………………………………….………......... 108Returns and/or Exchanges, Credits, Disputes and Erroneous Charges……….……...... 108Reporting a Lost or Stolen Purchasing Card ………………………………………….……........... 109Purchasing card Termination …………………………………………………………….…………….. 110Violations and Consequences ……………………………………………………………...................... 110ExhibitsDispute Form …………………………………………………………………………………………………….……… 112Cardholder Acceptance Form …………………………………………………………………….………............ 113VENDOR INFORMATION General Guidelines ……………………………………………………………………………………………………………………. 115Contacting Purchasing Services …………………………………………………………………………………....................... 115How the District Buys ……………………………………………………………………………………………………………….. 116Dispute of Formal Sealed Bids ……………………………………………………………………………………………………. 117Bidders Lists ……………………………………………………………………………………………………………………………… 117Specifications ……………………………………………………………………………………………………………………………. 118The Bid Proposal Form ………………………………………………………………………………………………………………. 119Submitting a Bid ……………………………………………………………………………………………………………………...... 119Noncompliant Bids ……………………………………………………………………………………………………………………. 119Bid Openings ……………………………………………………………………………….……………………………………………. 119Samples and Descriptive Literature ……………………………………………………………………………………………. 120Product Evaluation …………………………………….………………………………………………………..…………………….. 120Delivery Dates …………………………………………………………………………………………………………………………... 120Rejection of Bids ……………………………………………………………………………………………………………………….. 120Public Record ……………………………………………………………………………………………………………………….…… 121Suspension and Debarment …………………………………………………………………………………………………….…. 121Office of Economic Opportunity (OEO) ……………………………………………………………………………………...... 121Taxes ……………………………………………………………………………………………………………….……….……………..... 121Vendor Invoicing ………………………………………………………………………………………………………….……………. 122Invoice Payment ……………………………………………………………………………………………………………………….. 122Mission StatementTo enhance the educational process by obtaining best value in the procurement of materials and services by processing requisitions and soliciting formal sealed bids in an expedient manner while abiding by all established laws, rules and erning RegulationsThe various state board rules, Florida statutes and school board policies listed below reference specific rules or policies that relate to the purchasing process. Due to the dynamic nature of these rules, they are not printed in this handbook but rather referenced only by number. If you have access to the Internet, you may view these various rules by following these links.State Board Rules @ Statutes @leg.state.fl.us/statutes/index.cfm?Mode=ViewStatutes&Submenu=1School Board Polices @ static/aboutdcps/schoolboard/downloads/chapter7.pdfFederal Register @ access..nara.cfr/cfr-table-search.htmlState Board Rules6A-1.012Purchasing Polices6A-1.013Pool Purchases7620711200 Florida Statutes…FS. 112.313(3)Standards Of Conduct For Public Officers & Employees; Doing Business with one’s agencyFS. 112.3143(3)(a)Voting Conflicts For Public OfficersFS. 119.07Inspection, Examination And Duplication Of Public RecordsFS. 120.57(3)Procedures For Resolution Of Bid ProtestsFS. 215.84Government Bonds And Other Debt Instruments; Maximum Rate Of InterestFS. 1001.42(12)(i)Powers And Duties Of The School Board; Contracts for materials, supplies and servicesFS. 255.0525Advertising For Competitive Bids Or ProposalsFS. 287.055Acquisition Of Professional Architectural, Engineering, Landscape Architectural, Or Surveying And Mapping Services (Consultants Competitive Negotiations Act)76208128000 School Board Policies…7.70Purchasing Policies Purchasing OverviewThe district recognizes that its primary obligation is to educate students but it also has a fiduciary responsibility to the county taxpayers to adhere to principles of good, sound business practices. It takes a substantial number of support personnel to perform the tasks associated with running a large business like our school district. Because purchasing is an important business function that can directly impact student achievement, procedures must be established that assure compliance with all applicable regulations but do not hinder the instructional process. To meet the demands of customers and to ensure maximum value for the dollar, procedures must be efficient, economic, flexible and easy to administer. If they are not, the public trust may be eroded and overall student achievement could be compromised.Following is a list of accepted understanding about the purchasing function in our district:The purchasing function shall be centralized providing supervision by a specially trained person who establishes and maintains a set of uniform policies and procedures.The Director of Purchasing shall be assigned an adequate trained staff to perform in the capacity directed by the Florida statutes and state board rules.The Director of Purchasing shall at all times perform within the limitations prescribed by law, legal opinions and school board policies. The Director shall have a working knowledge of the fundamentals of contract law in order to recognize the need for legal guidance and call for it when necessary.The purchasing function shall be accomplished in accordance with applicable rules, regulations and board policies.Efficiency and value shall be two of the purchasing department’s primary goals when making purchases but only when these do not impede or degrade the instructional process.The fundamental responsibilities of the purchasing department shall be to:Purchase all goods and services required of the district with exception of items purchased using internal fund sources.Purchase the proper product or service for the purpose intended.Have the product or service available when needed.Purchase the proper amount of the product or service.Pay the proper price.Purchase without favor or prejudice.Facilitate the purchasing process by mobilizing the expertise and staff necessary to acquire the products and services required by customers.Act as an advisor to customers when requested.Establish practical and efficient office procedures, reports, records and systems for the proper conduct of the department.Departmental GoalsOperate at the highest standards of ethical conduct and purchasing professionalism. Process purchase requisitions and solicit formal sealed bids in an expedient manner while abiding by all established laws, rules, and procedures. Implementation of effective and equitable programs ensuring the maximum participation possible in the competitive procurement process for the vendor community. Comply with all laws without qualification or evasion. Foster a positive attitude of customer oriented processes within Purchasing Services. Resolve complaints on all purchased goods and services. EthicsGive first consideration to the values and vision of the district, being ever mindful of the importance of aligning the purchasing function with that vision.Strive to obtain the maximum value for each dollar spent.Cooperation with, and invite input from customers and other governmental agencies in order to foster a spirit of teamwork.Extend a prompt and courteous reception to all who visit the department seeking help of advice.Offer guidance and counsel to all district employees who seek assistance in order to promote a spirit of unity and teamwork among all employees.Treat all customers equally, with prejudice or favoritism.Maintain open and honest communication with all district personnel.Essential Elements of an Effective Purchasing ProgramUnderstanding the district’s vision, values and beliefs and how the purchasing function aligns with vision.Understanding the principles of Continuous Quality Improvement and how they can be applied to the purchasing process.Utilizing Continuous Quality Improvement tolls to perfect processes and procedures to better serve customers.Working cooperatively to reach consensus on major issues that impact stakeholders.Familiarity with the latest forms of technology, products or services available in the marketplace and the ability to communicate this information to stakeholders in order to cooperatively assist them in the procurement process.The knowledge to determine the appropriate method of purchase to acquire goods and services required.Conflict of Interest in PurchasingThe following provisions shall apply for all purchases of materials, equipment, and services from District funds. Any conflict of interest, as described herein, by a School Board employee may be grounds for disciplinary action.No contract for goods or services may be made with any business organization in which:The Superintendent or School Board member has any financial interest whatsoever;A spouse or child of the Superintendent or School Board member has a material interest as defined by Section 112.312, Florida Statutes; orA School Board employee has an employment relationship or material interest as defined by Section 112.312, Florida Statutes.No School Board employees or officials may directly or indirectly purchase or recommend the purchase of goods of services from any business organization in which his/her spouse or child has a material interest as defined by Section 112.312, Florida Statutes.School Board employees or officials may not use bid prices or school prices or receive gifts or any preferential treatment in making personal purchases. A School Board employee shall not be prohibited from participating in any activity or purchasing program that is publicly offered to all School Board employees or in District surplus sales provided there is no preferential treatment.All School Board employees shall comply with Board Policy 7.70, Section II.D8 – Ex Parte Communication.Conflict of Interest ProceduresNew Vendor Applications:New applicants with SSN and a local address are reviewed to ensure they are not a current employee or have been retired for less than a year.Applicant is screened against HR database to ensure that they are not a current employee.If cleared entered vendor is entered into SAPIf not cleared, the application is rejected/denied and the applicant is notified with reason(s) for rejection.Bid solicitations:The vendor must submit as part of their bid a Conflict of Interest Certificate.If the vendor is a Duval employee and have a material interest that exceeds than 5% they must file conflict of interest Statement with the Supervisor of ElectionsEvaluation committee member must sign a conflict of interest statement, if conflict exist member will be removed from the evaluation committee. Notice Regarding Unauthorized PurchasesPlease be aware the authority to obligate district budgeted funds is regulated by State Board Rule, as well as local Board adopted policies. State Board Rule 6A-1.012 states in part, “No person, unless authorized to do so under rules of the school board, may make any purchase or enter into any contract involving the use of school funds; no expenditures for any such unauthorized purchase or contract shall be approved by the school board.”. Additionally, School Board Policy 7.70 II S states, “Any school employee or other person shall be personally liable for creating any bill or indebtedness against a school or against the School Board unless authority exists under duly adopted policy of the School Board or unless authorized in writing by the Superintendent. Any employee violating the provisions of this rule shall be subject to cancellation of his/her contract or dismissal from employment.” Please contact Purchasing Services personnel for assistance if you are unsure of the appropriate process in making any purchase. The Purchasing telephone number is 858-4848.Soliciting Competitive Quotations & Bids Between $1,000-$4,999Even though district policy does not require multiple quotations below $5,000, buyers are required to seek at least a verbal quotation for requisitions between $1,000 and $5,000. Exceptions to this procedure are granted when it is impractical to seek other quotes or when time will not permit it due to customer delivery requirements.Buyers are assigned specific commodities and services for which they are responsible. Through experience, they become specialized in these areas and become familiar with the most competitive sources from which to obtain a specific item. When reviewing requisitions, they call upon their professional experience and judgment to determine if an item can be obtained from a more competitive source than the one the requester has suggested.When soliciting quotations, the quotation information is recorded on a copy of the requisition, which is later attached to the purchase order file copy.The exceptions from this requirement are:Blanket OrdersMaintenance AgreementsStampsPurchases Between $5,000-$49,999School board policy requires that a minimum of three (3) written quotations be solicited for all purchases of $5,000-$49,000 unless the purchase qualifies as “exempt” under State Board Rule 6A-1.012 or 6A-1.013. A series of planned purchases from a single vendor during the current fiscal year that, in aggregate, total more than the written quotation threshold shall require competitive written quotations. Solicitation letters of e-mails should specify a deadline by which vendors must respond. Documentation, such as copies of the letters or e-mails sent to vendors, must be kept providing evidence that three (3) quotations were solicited, but it is not necessary to actually receive three (3) written quotations in response to a solicitation. A written “no quote” or a notation on a copy of the solicitation letter or e-mail certifying that no response was received from a vendor by a specified deadline is sufficient to meet this requirement.After quotations are received, they are tabulated and reviewed. If the lowest bidder offers an alternate product to the one specified in the request for quotation, the information is sent to the requester for evaluation and a recommendation. Once the selection is made by the requester, the purchase order can be issued.In some cases, requesters choose to seek their own quotations following the same procedures outlined above. In these instances, the quotations are forwarded to the appropriate buyer to attach to the purchase order file copy for auditing purposes.Whether verbal or written, all vendor quotes shall be kept confidential by the person requesting the quote until such time as the deadline for submission has passed and a final selection has been made.BLANKET PURCHASE ORDERSThe purpose of a blanket purchase order is to allow a school or department to make purchases from a vendor when:There will be multiple small dollar purchases (under $100 each) over a period of time; AND/ORA variety of items will be purchased and cannot be itemized or quantified; AND/ORMore than one individual at the school or department will have a need to make similar purchases from the vendor; AND/ORNot issuing a blanket purchase order would result in the school or department requesting numerous purchase orders to the same vendor for similar purchases over a period of time; AND/ORAn existing source of supply contract has been established and may be used for the purchase of the required materials.A blanket purchase order will be issued for a specified period of time, which will be printed on the purchase order. Once the termination date of purchase order has been reached and the last invoice against it has been paid, the purchase order will be closed. A replacement purchase order may then be issued for a similar period of time as the original purchase order. (NOTE: The maximum period of time for a blanket purchase order will be 12 months. In no instance will a blanket order cross fiscal years.)A blanket purchase order will be encumbered for the amount deemed appropriate by the school or department. However, in no instance will a single blanket purchase order exceed $5,000, nor will the total of multiple blanket purchase orders to the same vendor, for the same school or department, exceed $5,000 in a fiscal year.A blanket purchase order will list the names of authorized purchasers. Individuals whose names do not appear on the purchase order may NOT make purchases against the blanket order.A blanket purchase order will be issued to local businesses ONLY and all purchases will be made in person with the purchaser providing proper identification to the vendor.A blanket purchase order will list categorical description(s) of the items to be procured and only those types of items may be purchased. (i.e. – “film developing” or “fruit and vegetables”).Requesting schools and departments shall submit justification to the responsible Buyer for issuance of a blanket purchase order. While approval of a blanket order request will not be unreasonably denied, the Buyer retains the ultimate authority to approve or reject the request.NOTE: BLANKET ORDERS WILL NOT BE ISSUED FOR THE PURCHASE OF OFFICE SUPPLIES.Bid PiggybackingState Board Rule 6A-1.012 grants districts the right to purchase from bids awarded by other governmental agencies without soliciting their own bids. Under this provision, we are prohibited from modifying any of the terms and conditions established by the bidding agency’s bid, and the vendors must agree to allow other governmental agencies to purchase from the bid. When exercising this privilege, the buyer must first contact the bidding agency to obtain documentation certifying that the bid or contract was approved by the agency’s governing body. The purchase order must not be issued until all necessary documentation is received and reviewed for completeness.CONTRACT UTILIZATION (PIGGY BACKING) CHECKLISTThis checklist shall be used any time purchases are made from the contracts of other political sub-divisions (cities, counties, school boards, etc.). All listed items are to be obtained prior to completion of the purchase.-9525762000A copy of the original solicitation (ITB, RFP, etc.) including attachments, exhibits & addenda-952531242000A copy of the tabulation showing prices or discount percentagesVerify clauses for:Right of cancellation for convenience-952533337500Records retention requirement – 3 years after contract expiration-952532448500A copy of the bid award notification (either award letter or agenda item)-952534417000A copy of the contract, if applicable-9525190500If it is a catalog discount bid, obtain copies of the pages from the applicable catalog showing the items and their list price. Alternatively, obtain a copy of the complete catalog.Florida State ContractState Board Rule 6A-1.012 grants districts the right to purchase from state contracts issued by the Florida Department of Management Services, Purchasing Division, without seeking our own competitive bids. State contract information is posted on the Internet for convenient access. Purchase orders must reference the state contract number in order to obtain contract pricing from the vendors.Purchase of StampsThe purchase of stamps from the U.S. Postal Service are to be handled as sole source procurements.If the requested amount is less than $15,000, the requisition can be processed immediately.If the requested amount is between $15,000 and $50,000, the requisition is to be processed and the purchase is to be added to the list for Board notification.If the requested amount is greater than $75,000, Board approval is required before the purchase order is issued.School Principals Contracts with Outside AgenciesEach principal shall have authority and responsibility for executing contracts in behalf of the School Board for athletic contests, school publications, school yearbooks, school programs, and other contracts incidental to the operation of the individual school unit when such contracts are to be funded from the school’s internal accounts only, and the obligations of the School Board are expressly contingent upon the availability of the school’s internal funds. Any other contract not funded by the school’s internal accounts requires approval and execution by the Superintendent and/or Board Chairman on behalf of the School Board pursuant to state laws and School Board policies.The principal shall observe all applicable requirements prescribed within Florida Statutes, State Board of Education rules, and School Board policies, and shall exercise due care to protect the interests of the school and the School Board when entering such contracts funded from internal accounts as permitted in section I above. Such contracts shall not extend beyond the fiscal year during which the contract was initially executed unless such extended contract term is approved in writing by the Superintendent or his/her designee and is otherwise compliant with the provisions of subsection I above.Negotiated AgreementPurchasing Services will issue purchase orders utilizing negotiated agreements from other governmental entities. Florida Administrative Rule 6A-1.012(5) states that, “In lieu of requesting bids from three(3) or more sources, school boards may make purchases at the unit prices in contracts awarded by other city or county governmental agencies, other school boards, community colleges, or state university system cooperative bid agreements when the bidder awarded a contract by another entity defined herein will permit purchases by a school board at the same terms, conditions, and unit prices awarded in such contract, and such purchases are to the economic advantage of the school board.”Although the term, bidder infers that a competitive bid is needed; the term contract infers a negotiated agreement is acceptable. The rule is contradictory. Because of this contra-diction, we will utilize negotiated agreements from other governmental entities until the contradiction is eliminated or until we are told by the appropriate authorities that the rule states a competitive bid is needed.SBE Vendor DeterminationPurchases from vendors previously classified as SBE will be governed by the application of appropriate Florida Department of Education State Board Rules. If a purchase from a vendor is made utilizing a State Board Rule as a waiver for competitive solicitation (either formal or informal) the specific rule being applied will be printed in HEADER TEXT; PRICING TYPES.Ex. – In accordance with SBR 6A-1.012(10)State Board Rules Governing Exemption of Competitive Solicitation:6A-1.012(3) = Purchases from contracts of other governmental agencies within the County.6A-1.012(4) = Purchases from State Contracts or State Purchasing Agreements (SPA’s). 6A-1.012(5) = Purchases from other political subdivisions (outside of Duval County).6A-1.012(6) = Purchases from contracts established by the Department of Education on behalf of school districts.6A-1.012(7) = Purchases of instructional or professional services, software, a/v materials, books and printed materials when for use by students in the classroom and purchased from - the producer or publisher, owner of the copyright or patent an exclusive agent in the state, a governmental agency or a recognized educational institution.6A-1.012(8) = Purchases for goods and services when the following conditions have been met:Bids have been requested, as required;No valid or acceptable firm bid has been received;As a result, the School Board authorizes negotiations with suppliers under whatever terms and conditions can be agreed upon in the best interests of the district.6A-1.012(10)= Purchases of information technology resources, as defined in Florida Statutes. Such purchases may be made by direct negotiation and contract with a supplier, as best fits the needs of the district.6A-1.012(11)= Purchases of insurance, entering into risk management programs or contracting with third party administrators. Such purchases may be made through competitive solicitation or by direct negotiation, as best fits the needs of the district.6A-1.013 = Purchases of materials or services when jointly pooled with another school district or the Department of Management Services, whereby one of the co-participants acts as the agent conducting a solicitation for the pooled purchase.Furniture ProceduresOverview and General ConsiderationMost, if not all, types of furniture are on one of our bids, therefore, there should be no furniture purchased that is not on a bid. We do allow the use of state contracts, as well as other city and county bids, as it is impossible to cover all furniture needs and tastes.We do not allow leather or solid wood and wood veneer as it is cost prohibitive and not a good use of taxpayer educational funds. Standard Procedure:Determine if the suggested vendor is quoting a bid item,Watch dollar amounts. Any single item purchase that exceeds $500 deserves closer observation.All bid pricing must be confirmed. If state contract, you must check the ordering and pricing requirements of that contract.Written quote on state contract must state, with each item, the contract number, manufacturer, make, model and list price.Any furniture requisition utilizing Capital Improvement funds (“P” order) must be entered with the material group “F160”. If entered with any other group, the group must be changed to “F160”.Manual Purchase Order ProcessThis procedure outlines the process of issuance of purchase orders during any period that the automated procurement system is unavailable. During Fiscal Year-End periods when the automated procurement system is closed by Budget, the following will be implemented (on or about June 15).Craftmasters - ProcessA list of purchase order numbers is developed for use by the Craftmaster in issuing procurement authorizations to the Mechanics. The Craftmaster will be issued a list of twenty (20) numbers for use as needed. Additional lists may be issued, if required. The numbers are unique and each list has its’ own numerical sequence.The method of establishing purchase order number sequences is as follows:Each number contains six (6) digits – The first digit will always be a 5, indicating “emergency”The second digit indicates the number of the Buying Group to which it is assigned The third digit represents the fiscal year (i.e. – FY2016/2017 = 7)The final three digits are the numbering sequence (i.e. – 001, 002, 003)General Purchasing ServicesA log of pre-established purchase order numbers is maintained by the Administrative Secretary. Numbers are given out to Buyers and Assistants in sequential order, as requested. There is no specific assignment of numbers to Buying Groups.The method of establishing purchase order number sequences is as follows:Each number contains six (6) digits –The first digit will always be a 5, indicating “emergency”The second digit will be 5 - indicating the purchase order is NOT a Craftmaster number The third digit represents the fiscal year (i.e. – FY2016/2017 = 7)The final three digits are the numbering sequence (i.e. – 001, 002, 003)For both CRAFTMASTERS and for GENERAL PURCHASING SERVICES the purchase order numbers are issued by staff verbally to either a Mechanic (Craftmasters) or to a vendor (General Purchasing Services). All requisite information is obtained prior to the issuance of the purchase order number (i.e. – vendor name, item descriptions, quantity, unit price, requisitioning school or department, requester’s name, etc.). When the automated procurement system is reactivated, the originating school or department will enter a requisition into the system and identify the requisition as confirming, along with the assigned purchase order number. Upon receipt by Purchasing staff, the manual purchase order number will be keyed in at the time of conversion of the requisition.Direct Material PurchasesThis is a 3 step process: Base - the initial Purchase Order created from the Board approved construction project.DMPS - the purchase order that establishes funds for direct material purchases.DMP – the purchase order created to the individual vendors.BasePurchase Order is created in the standard manner.An e-mail is received normally prior to the entry of the requisition. The e-mail will list the Board approval date and agenda item #.Verify board approval.When creating the purchase order, place the following information in the header notes:The not to exceed amount per the agenda item.Place in parenthesis the not to exceed amount plus the 5% change order amount._____________ are attached to the purchase order when printed.Do not mail purchase order unless directed. (Will normally state in requisition: The DCPS issuance of this PO is in accordance with …)DMPSPrior to requisition entry, an e-mail is received to decrease the base PO. (Base PO has to be decreased to free up funds to enter requisition). Base PO number is in the e-mail.Subject on e-mail is Reduction for DMPS…Subject on requisition is Reduction for DMPS…When base PO has been decreased, add an entry in the header notes on the base PO that it has been decreased.PO Change; PO QuantityOn DMPS PO, add in header notes the following: $ amount to vendor on ___ and leave blank until requisition for DMP is received and converted.___________ is attached to the PO.PO is sent to Facilities.DMP E-mail is sent prior to requisition entry.Requisition will give the base and the savings.Go to DMPS to ensure that money has been made available (header notes should be waiting on vendor name to be filled in on last entry.A Project Vendor Rec Form is faxed.Ensure that the price on the form matches the pricing on the requisition. Also ensure that DCPS supervisor and vendor has signed.Create PO in standard manner.Once PO number has been generated, return to DMPS and fill in vendor name.Send original PO to Facilities. Insurance Requirement ProceduresInsurance requirements:When a Buyer receives a purchase requisition /contract it is reviewed to determine if there are insurance requirements.If insurance is required the Buyer will contact the end user for the Certificate of Liability Insurance (ACORD form).Once the Certificate of Liability Insurance (ACORD form) is received by the Buyer it is scanned and placed on the R: Drive (Insurance and Performance Bond Drive) along with a copy of the contract.After the ACORD form is placed on the R: Drive, with the various insurance coverages/requirements it will be entered into the SAP system-Create Bid Insurance and Performance Bond Tracking (ZLOMM_INS_CREATE).Once the insurance information from the ACORD form is entered into the SAP system, it is sent to Risk Management for review. Risk Management will receive a workflow from the SAP system informing them that there are insurance certificates in their que for review.Risk Management will access the Certificate of Liability Insurance (ACORD form) and contract from the R: Drive.After the Certificate of Liability Insurance (ACORD form) and contract are reviewed by Risk Management, it is either approved or declined.If it is approved or declined, the Buyer will receive a workflow with the status.If it is approved, the Buyer can proceed with the purchasing process.If it is declined, the Buyer will notify the end user with the reasons why the insurance requirements were rejected.The end user will contact the vendor for a corrected Certificate of Liability Insurance (ACORD form).Good Receipts and Good Receipt ReversalsGood Receipts:Accounts Payable sends notice to end-user and tell then to enter a requisition and tie it back to the original purchase order.E-mail school and copy Accounts Payable that goods receipt needs to be done. Send fax or hard copy if not on e-mail.Good Receipt Reversal:Purchasing Services will do a Reversal if we initiate a price change.Purchasing Services will also do a Reversal on account assignment changes.Good receipt reversals for any other reason will be done by Accounts Payable.Change Order Process for Prior Year Purchase Orders When Good Receipts Have Been CompletedIf a purchase order is above $5,000, the change order request needs to be forwarded to the appropriate buyer.If a purchase order is below $5,000, the header text must be checked to see if the item is a bid item.If it is a bid item, the change order request needs to be forwarded to the appropriate buyer.If the item is not a bid item and does not fall within the 10% or $50 change order parameters, the change order request needs to be forwarded to the appropriate buyer. (Less $5,000)If the item is not a bid item and falls within the 10% or $50 change order parameters, the change order can be completed by Accounts Payable.Change orders that are submitted to a buyer in Purchasing Services will be reviewed. Upon determining that a change order needs to be made, the buyer will notify Accounts Payable via e-mail. Accounts Payable will then add a line item for the additional amount during the invoice verification to make payment and attach the e-mail authorization to the invoice.These are the procedures to be followed on all change order requests with the exception of shipping. Accounts Payable is to do a line item insert automatically for shipping.Vendor Record Change AuthorizationsIf Accounts Payable receives an invoice from a vendor who is different than the vendor found on the purchase order OR if the remittance address does not match the vendor record, a copy of the invoice is faxed to the Buyer who issued the purchase order.The responsible Buyer performs any necessary inquiry or investigation regarding any necessary corrections.If payment is to be remitted to a different vendor than the one on the purchase order AND there is no change to the purchase order, the Buyer will submit a memorandum of payment authorization to the A/P Clerk.if there is an addition or change to be made to the vendor record, the Buyer will notify the Purchasing Clerk (in writing) to make the necessary change(s).Strategic SourcingStrategic Sourcing is a process designed to allow the District to purchase the best products and best services for the best value. Using this purchasing approach, each buyer analyzes what he or she buying, what the market conditions are and who can supply those goods or services. The buyer then uses this information, plus innovative contracting techniques, to find the best values available in the marketplace.Strategic Sourcing Goals/StrategyThe overall strategic sourcing goal is to obtain best value for the District in repetitive and/or volume purchases of identified commodities and services.With the recent upgrade to SAP v4.7 new reporting capabilities were implemented. We now have the ability to track small volume purchases over time and determine those commodities that may be conducive to the formal Invitation To Bid (ITB) process. By identifying these cumulative requirements to potential bidders, we are able to obtain reduced cost structures and establish term contracts for items which are purchased repetitively.Additionally, we use the same process to combine requirements for similar items that can be provided by a single supplier (i.e. – information technology) and use the competitive solicitation process to obtain a single source contract affording the District the best value for a range of products.Use of an Internet-based bid notification and distribution system (Onvia by DemandStar) affords the District the widest exposure to potential providers across the petitive Sealed BidsSchool Board Policy requires that competitive sealed bids be solicited for purchases of $50,000 or more. A series of planned purchases from a single vendor during the current fiscal year that, in aggregate, total more than the competitive bid threshold shall require competitive bids. Buyers may, at their discretion, consolidate requisitions of like kind to solicit a bid if they feel more competitive pricing might be obtained.After determining the need to solicit a competitive bid, the buyer obtains the detailed specifications for the items or services being requested from the requester and prepares a draft of the bid document. Each bid document includes the general terms and conditions that apply to all bids, any special conditions that apply to the subject bid, the technical specifications and any associated documents such as blueprints, drawings or product samples. The buyer then assigns a bid number to the file from the bid log and records the title of the bid, the name of the requester, the bid due date and time, and the anticipated school board approval date in the log.Types of Specifications & Responsibility for DevelopmentThe goal of a specification is to fully describe an item or service required with such clarity that it leaves no room for interpretation. To accomplish this requires thought and skill. By its nature, a specification excludes some products from consideration to assure that the customer receives the proper product suited for its intended purpose. The responsibility for development of the specification lies with the requester of the product or service and not with the purchasing department. The purchasing department’s role is to seek out the most responsive and responsible bidder through the competitive solicitation process and to present all proposals received to the requestor for their review and recommendation for selection.There are several types of specifications commonly used;Brand With Manufacturer’s Product Number and DescriptionThis type should be used only in conjunction with qualifiers like “or equal,” thereby establishing a certain quality standard or price level while assuring the bidder that the customer will consider alternate products that closely equal the specifications of the product requested. Brands that are sited in specifications should be commonly recognized. When offering alternate bids on “equals,” bidders must include detailed specifications for their alternate offerings for evaluation purposes when submitting their bids. The bid proposal form, included with the bid invitation, should provide a space for bidders to list the alternate brands and product numbers they are bidding as “equals.”This type of specifications is well accepted by bidders because it makes it relatively easy for them to determine the quality standard desired. It is popular with buyers because it requires a minimum of time to prepare, but it does fall prey to criticism because it is not considered completely objective. Including a qualifying statement, such as “for specifications purposes only,” may help to assure bidders that the evaluation of alternate offerings will be conducted objectively and without prejudice.Generic DescriptionThis type is used when the requester has no brand preference and is willing to consider all offerings that meet the specifications requested. It is imperative that the specification be extremely complete and concise in every detail because the bidders will have no standard against which to compare to determine the quality desired. This type of specification requires considerable research and knowledge on the part of the author to assure that all necessary detail has been included. It is considered the most objective type of specification.Performance BasedThis type is used when a specific task must be accomplished and the requester needs help from the bidders on how to accomplish it. It is commonly used in the request for proposal process in which the requester is open to proposal offerings from bidders. The specification is written in such a way as to delineate the task to be performed in detail without specifying the method by which to accomplish it. No product brands or numbers are specified but are left to the discretion of the bidder. Often, a budget figure is provided in the bid invitation so that bidders understand the district’s financial constraints. The evaluation of proposals is often done by putting the product to its intended use and evaluating its performance. Safety Points to Consider in Preparing SpecificationsSafety of children and school personnel must be taken into consideration when preparing specifications for supplies, equipment and services. Few if any items can be classified as 100 percent safe, but care can be taken to choose products that offer a reasonable degree of safety. When products are being considered, and little or no knowledge of their safety is known, a list of reputable firms using the product may be requested of the vendor by the buyer. Obtaining this information should not be the sole basis for determining suitability but can serve as a precautionary measure to determine what materials are considered by others to be safe. The experience of other users may be of value in determining the safety of a product.Depending on the product being purchased, the following safety points should be considered when preparing specifications:FlammabilityCertain products are required, under various regulations, to be flame retardant or fire rated. Some examples are stage curtains and scenery, window treatments, floor coverings, upholstery, ceiling tile, doors and wall partitions.Upholstered furniture must bear the manufacturer’s label certifying that all materials meet the requirements of the ASTM E 1537 test and are flame retardant.Material Safety Data Sheet (MSDS)Under EPA regulations, many products sold today are required to include an MSDS at the time of delivery. The MSDS delineates the proper method of handling and storing of the product as well as listing any specific health warnings related to the product. Bid specifications should require that MSDS’s be provided for all affected products. The district’s safety and loss coordinator makes this information readily available to all employees of the district who might come in contact with or use any of these products.Motor VehiclesNormally, these standards are set by federal and state regulation and need only be referenced in the bid specifications.Power EquipmentMany of these standards are also set by federal and state regulation; however, special requirements should be specified if desired. The following basic items should be considered when writing a specification:All equipment shall conform to the rules and regulations of the Florida Industrial Commission and OSHA.All electrically operated equipment shall be UL approved or listed and be provided with a three-prong grounding plug or be double insulated and labeled as such.All moving parts shall be adequately and properly guarded.Power controls, start-stop switches, etc., should be located within easy reach of the operator.Machines that vibrate should be cushioned with rubber mountings or other shock-absorbing material.Specific equipment should be provided for the collection and disposal of dust and shavings.Equipment, except that of portable type, should have such attachments, appendages, or brackets to facilitate fastening to the floor or some other stable foundation.Machines and equipment should be painted in colors that are conducive to eye comfort and safety.High visibility colors should be used on control levers and switch boxes with black or green for start buttons and red for stop buttons.Provision should be made for all engines operated in shops to be muffled and connected to proper exhaust ventilation systems that discharge outside the building.Guidelines for Submitting Bids To Once a BID/RFP has been completed and ready for submission to the following guidelines should be followed:The bid should be saved on a disk as a Microsoft Word document. Take disk with bid on it to Purchasing Services Resource Center area. Put disk in resource computer and open bid document file. Save bid into PDF document by checking PDF and create. This bid should now be added on your disk into PDF format.Go to to enter new bids.Once online, click on Agency Services and then check “Log New Bids.”Enter Password and User’s Name and check login.There are various pages and required fields to be completed on the Log New Bids screen. Complete these required fields and check submit. There is a commodity code section that must be completed. After selecting the commodity code that best fits your needs, click “complete this bid package.” This will take you to another screen that say “commodity code selection.” Check the highlighted vendor number. This will show you a list of possible vendors that might respond to your bid. Print a copy of this vendor list. Checking finish will complete this log in bid process. If you wish to be reminded of your bid opening, renewal, re-bid or advertise dates, go back to Bids Menu, and Bid Reminder. You will be able to notify other users of these dates also.Email PDF Bid file to: bids@. Ensure to include on your email, Subject: Agency Name and Bid Number. Email text should include Buyer Name, Telephone Number, Bid Number and Title.If you mail bids to vendors or if vendor’s pickup bids, log into . Go to Document Fulfillment. Fill in required information on vendors that bids has been provided to. To make changes to an existing bid after the broadcast date, log into , then go to Edit Existing Bid and make changes. If an addenda to a bid is done, log into and go to Bid Addendum. After addendum has been logged in, email addendum document attachment to bids@. Status on bids after evaluation and recommendation can be updated by going to Agency Services, Bids Menu and Update Bid Status.Email PDF bid tabulation sheet to bids@. The buyer’s name, telephone number, bid number and title must be included in your email.More information on how to use can be found in the Agency training manual. Local Preference to Florida Businesses5% preference will be given to Florida Business for commodities solicitationsAUTHORITY:Florida Statutes 287.084RESPONSIBLE INDIVIDUALS: BuyersTIMEFRAME/FREQUENCY: As necessary during bid opening PROCESS: BID OPENING Bidders that indicate on the Bidder Acknowledgement Form that their principal place of business is outside of the State of FloridaShall also submit with their bid the enclosed Opinion of Out-of-State Bidder’s Attorney on Bidder Preferences.Failure of an out-of-state bidder to submit the completed form will render their bid non-responsive.Local Preference:When the lowest bid is submitted by a firm whose principal place of business is outside of the State of Florida, a minimum of 5% will be applied to their bid.If the state or subdivision within which the out-of-state firm has it principal place of business maintain a local preference, the preference given to bidders from State of Florida shall be given an equal percentage that is given by the state or subdivision. Award recommendation will be to the vendor providing the lowest price or best value to the district.Presolicitation ConferencesA presolicitation conference is a meeting held among potential bidders, design professionals, manufacturer’s representatives and district staff members prior to soliciting a bid. Its purpose is to gather information and advice from professionals outside the district who can offer constructive input into development of specifications. It often assures a clearer understanding of the district’s needs and expectations and reduces the potential for bid protests. It improves public relations and fosters a team approach to bid development.Prebid ConferencesA prebid conference is a meeting held among potential bidders and district staff members shortly after the bid is issued but usually no later than two weeks before the bid is due. Its purpose is to review the contents of the bid document, answer questions associated with the bid or offer clarification to prospective bidders. Attendance at the prebid conferences is usually mandatory so that all information is disseminated equally in a public forum to eliminate confusion or misunderstandings. Attendees are required to sign a roster that documents their attendance so that they can be notified when addenda (material changes to the original bid document) are issued. Arriving late to a mandatory prebid conference disqualifies the bidder from submitting a bid but does not prohibit him or her from attending the meeting.The individual who facilitates the prebid conference is responsible to establish the official starting time, lead the discussion, take minutes of the meeting and collect the sign-in roster.Late Bids/Responses to SolicitationsFor Bids/Responses to Solicitations received in the mail or by Courier (not by the Bidder/Respondent):If a bid/response to a solicitation has been received and accepted (it is taken into DCPS custody), time stamp the bid/response to solicitation. If the courier is still present when the bid/response is time stamped, inform the courier that the bid/response is late and return it to the courier.If the courier is no longer present or if the bid/response is delivered by mail, the bid/response will be returned unopened to the bidder.For hand delivered bids/responses to solicitations received by the Bidder/Respondent:If a bid/response to a solicitation is hand delivered and the bid opening has already started, do not accept the bid/response to solicitation.Offer to time stamp another sheet of paper so that the bidder can see the official time.If the bidder refuses to take the bid, return the bid unopened, via mail along with the time stamp on the package. NOTE: DCPS must be consistent with all of the bid/response to solicitation acceptance procedures. This ensures a quality and equitable fair processBid Opening ProcedureAll bids shall be opened by an individual at the administrative level of Buyer, or above.All bids shall be opened in the presence of at least one other staff member, who shall assist in the bid opening and serve as a witness. Both the bid opener and witness shall apply their signatures to each bid opening record.All bids shall remain sealed until the official bid opening time.For each bid opening session:Announce at the beginning of the bid opening session – the Title(s) and Number(s) of the bid(s) to be opened.Ask if there are bids from the audience.Announce the bidding is closed.For each ITB: *Ask those in attendance if they wish to have bid prices read aloud (if applicable).Read the bid results for those requested.After opening the bids, announce the bids will be evaluated and the Superintendent will present a recommendation to the Board for approval.For each envelope:Read the name of the bidder from the envelope (if identified).Open the envelope and removed contents.FIRST – acknowledge the presence of all required enclosures (e.g. – bid bond; proof of insurance; receipt of addenda) which validate the offer.SECOND – announce that the bid is properly signed (if it IS signed – with an original signature) as a contractual offer by the vendor.THIRD – read that “the bid is as follows” and read the pricing as submitted. Repeat 1st, 2nd and 3rd steps with each envelope for the bid, using the same process.*Use your best professional judgment, based upon: the number of bids to be opened; the number of items within each bid; whether the bids are item-by-item or all-or-none; etc.Bid Evaluation Process:Bids are initially reviewed for determination of compliance with submittal requirements as found in the bid instructions. Those bids that are non-compliant are removed from consideration and are not included on the bid tabulation. Examples of non-compliant bids are: bids that do not bear the signature of an individual authorized to obligate on behalf of the company; bids submitted with line items corrected by the use of correction fluid (only the corrected items are considered non-compliant); bids submitted with line items that are correct but not initialed by the originator (only the corrected items are considered non-compliant); any bid submitted that contains a material deviation from the bid submittal instructions.Tabulated bids are then evaluated on the basis of price. The lowest price bid will be evaluated to determine responsiveness. If the bid is responsive, it will be recommended for award. If the bid is not responsive, it will not be recommended for award and the next lowest price bid will be evaluated to determine responsiveness. This process will continue in succession until the lowest responsive bid is evaluated and is recommended for award. If the bid contains multiple items that are to be awarded independently, this process is completed for each item in the bid.Rejection of BidsA bid may be rejected for various reasons, the most common of which are when no responsive or responsible bids are received or when all bids exceed the budget allocated for the purchase. When the requester wishes to reject a bid, he or she must provide a written explanation to purchasing outlining the specific reasons for the rejection. The school board reserves the right to reject any or all bids received; however, bids may not be rejected for arbitrary or capricious reasons.Tie BidsIn the bidding process, when identical prices are received from two or more vendors and all other factors are equal, priority for award shall be given to vendors in the following sequence:Cash discounts offered for payments of thirty days or longer,A vendor that is a certified minority vendor by Duval County Public Schools Office of Minority Business Affairs,A vendor that is located in Duval County, Florida,A vendor that is located in the State of Florida,A business that certifies that it has implemented a drug free work place program in accordance with the provisions of 287.087, Florida Statutes,A coin toss by the Director of Purchasing or designee shall be held at the location where the bids were opened. The tie low bid vendors will be invited to be present as witnesses,After all tiebreakers have been exhausted and there remains a tie between more than two vendors, the following breaks the tie: The remaining vendors are required to attend a coin toss. If they decline or do not attend, they are not considered in the tiebreaker. Alphabetically by company name, a coin will be flipped in their presence to decide the award. The representative from each company will be asked to choose heads to stay in the running or tails to be dismissed. After this step, a coin toss could be held among the remaining two vendors or a single vendor would remain. If all three were eliminated, the process needs to be started over until a winner is determined.Protest of Solicitations and AwardsAny actual or prospective bidder, proposer or contractor who is aggrieved in connection with the solicitation or award of a contract may file a protest and shall deliver its written notice of protest no later than two (2) working days after bid opening or after recommendation of award, if not to the apparent low bidder. This will initiate the 48-hour notice requirement. The written protest with documentation shall be delivered to the Hearing Officer no later than 2 p.m. on the fourth (4th) calendar day immediately following the bid opening or receipt of notice of intent to award recommendation as is appropriate. If that day is a School Board non-workday, the protest shall be delivered no later than 9 a.m. the next Duval County School Board (DCSB) workday. Protests shall be presented with specificity, and every issue shall be fully documented. Protest Hearing ProceduresHearing Officer introduces him or herself.Allow each person in the room to introduce themselves and state whom they are representing.Pass around a sign in sheet.Make the following statements after introductions have been made:The appellant will receive a reasonable amount of time to present his/her side. (Note: You should decide on how much time is reasonable and propose the matrix. I would ask the appellant if they feel that time allocation is sufficient.) The district will get an equal amount of time. Each party may reserve a part of their time for rebuttal if desired.Each party may have one or more presenters (but they need them identified before you begin).This is a fact finding hearing. Strict rules of evidence do not apply. I will allow hearsay evidence, however it will be given the weight it deserves, depending on the nature and quality of the hearsay.All comments are to be directed to the committee through me. Please do not talk at or to anyone else present. Do not interrupt anyone as they are speaking. All presenters will be given an opportunity to speak.After all information has been presented, the hearing will be closed. We will prepare a written decision and notify both parties of my decision within 7 business days.Are there any questions? If none, proceed with the appellant’s presentation.If the appellant fails to show – close the hearing and send a letter to both parties that the appeal was denied due to failure of the appellant to appear at the hearing.Posting the Notice of Intent to AwardOnce a recommendation for award is made a notice of intent to award is time and date stamped and posted on the purchasing department bulletin board along with the summary list. The posting includes the detailed bid protest procedures that have been adopted by the school board. This posting is the official method adopted by the school board for notifying bidders of its intent to award bids. After the notice has been posted for 72 business hours as prescribed by Florida statute, the posting is time and date stamped again and removed marking the end of the bidders’ right to file a bid protest. The posting is kept for the official record with the bid file. Board ApprovalAwards in excess of $75,000 require Board Approval, except all commodity products, and purchases made pursuant to Florida Administrative Purchasing Rules. Commodity products are defined as normal, routine items used in the routine operation of the district. Board ReportThe Superintendent shall furnish the Board monthly a report that includes purchases not requiring Board approval to include: commodity purchases and awards made pursuant to Florida Administrative Purchasing Rulescompetitively awarded purchases in excess of $75,000.Preparation of Agenda ItemsThe buyers must prepare a formal agenda item (tab sheet) for each bid on their summary lists for inclusion in the school board meeting agenda. The agenda item follows a standard template format and includes such information as:Bid title and numberBid categoryContract period (if applicable)Total dollar amount of the awardList of recommended awardees4264025-64770Non-CompetitivePurchases0Non-CompetitivePurchases636270-64770CompetitivePurchases00CompetitivePurchases5084445895350014097008509000442658586995$75,0000$75,00074104586995$75,00000$75,00014077952774950050939702965450044475403060700072199528765500145542074930Purchases less than $75,000 do not require Board approval00Purchases less than $75,000 do not require Board approval3874135130175Purchases greater than $75,000 require Board approval00Purchases greater than $75,000 require Board approval5246370123190Purchases less than $75,000 do not require Board approval00Purchases less than $75,000 do not require Board approval12192076835Purchases greater than $75,000 require Board approval00Purchases greater than $75,000 require Board approval4455160110490007219951066800387413574295Purchases procured using another contract do not require Board approval00Purchases procured using another contract do not require Board approval11239566040Bids for commodities do not require Board approval00Bids for commodities do not require Board approval44430951428750037611051403350069342010160003177540269875Purchases greater than $75,000 are reported to the Board00Purchases greater than $75,000 are reported to the Board4589145269875Purchases less than $75,000 do not require any Board action00Purchases less than $75,000 do not require any Board action64770269875Bids greater than $50,000 are reported to the Board00Bids greater than $50,000 are reported to the BoardBid RenewalsProvided the original bid documents allow for renewals, bid may be renewed for a period outlined in the bid documents. All terms and conditions of the original bid must remain unchanged. Prices may increase according to the terms prescribed in the original bid but may not exceed these limits. Rescind A ContractIf an item or a contract is being rescinded and re-awarded, the item or contract needs School Board approval if the School Board originally approved the item or contract.If an item is being rescinded and not re-awarded, the item does not need School Board approval.If it is an entire contract, the language in the contract needs to be researched. If the contract states the School Board can terminate the contract, then School Board approval is required.Bid FolderCover to consist of the following:Memo to _________ of agenda award (this is to be provided by buyer. Initial and date when this has taken place.Insurance Certificate (if required). Initial and date when this has taken place.Middle of folder: Renewal information (if applicable)Special Conditions, paragraph # “Renewal (# of additional years)Original – xx/xx/xxxx thru xx/xx/xxx Vendor Name1st Renewal 2nd RenewalContact Information – Contact Name, Position, Address & Phone NumberReplaces: Old Bid NumberReplaced By: New Bid NumberTab is to have the bid number and the name of the bid as it appears in the bid. A new color is needed for each new fiscal year.Inside cover, staple a copy of the advertisement.Inside of folder the following is to be included:Invitation To Bid – stamp “Master” on bidAny addenda to the bid.Purchasing Agenda Item FormTab SheetAgenda Item – Print from e-agenda after board approval.Insurance Certificate (if required)Copy of memo to vendors and departmentVendor Responses (does not need to be clipped)Renewal lettersRenewal responsesAny other correspondenceRelief From Bid ItemsHonest mistakes do occur (happen) by vendors periodically. Purchasing Services wants to have an understanding of these errors while at the same time being cautious of the vendors wanting to take advantage of us. In order to accomplish this, the following steps will be taken when a vendor requests relief from awarded bid items:Requests for relief must be in writing from vendor with the reason why the vendor is requesting relief (addressed to the buyer).A letter from the buyer is returned to the vendor denying the request by citing the term or condition in the bid.At this point, the vendor has two choices: 1) honors the contract as awarded, or 2) request relief again.If relief is requested again, it must be in writing.At this point, the buyer will relieve the vendor of the awarded bid item. A letter is to be returned to the vendor with the following information: 1) Statement citing of the term or condition 2) notification of relief 3) statement that the vendor is expected to fulfill any contracts awarded to them in the future.This process accomplishes two main goals: 1) It notifies the vendor that relief is not going to be automatically granted; thus paying close attention to the submission of bids 2) serves as documentation if debarment needs to be pursued in the future.Subsequent 2nd requests for relief: The same process is to be followed citing the original granting of the request for relief.Third request: The same process is to be followed stating any other requests for relief: debarment will be pursued.Authority to Sign Contracts,Agreements and Memoranda of UnderstandingOnce procured in accordance with Policy 7.70 hereafter and form approved by the Office of Legal Services, the Superintendent is authorized to approve and execute contracts, agreements and memoranda of understanding for goods and/or services on behalf of the Board so long as the amount to be paid by the District to third party(ies) pursuant to the contract, agreement, memorandum of understanding is $75,000 or less per fiscal year. All contracts, agreements, and memoranda of understanding signed pursuant to this Policy will be reported to the Board on a quarterly basis. The following items include, but are not limited to, the following examples: I. cooperative agreements with other educational agencies II.agreements with providers of before and after-school care partnership school agreements III. rental or license agreements for conference halls, auditoriums, or meeting space IV. agreements for clinical experience programs V. agreements with other governmental bodies that do not entail expenditure of school funds VI. joint-use-of-facility agreements VII. school health services agreements VIII. agreements with other entities that fund school system programs IX. agreements for the District to provide products or services to other parties X. school mental health agreements XI. mobile home security agreements XII. interagency agreements XIII. a change order, amendment, or renewal to an agreement or contract which did not originally require Board approvalXIV. license agreements for software or other materialsXV. any other agreement that is deemed to be routine and of a type similar to those listed. Notwithstanding anything to the contrary herein, Policy 7.70 shall govern contracts for the purchase of commodity products or services (including, without limitation, the authority of the Superintendent to execute contracts or agreements and report commodity purchases to the Board according the criteria and monetary threshold set forth in Policy 7.70). Commodity products or services are defined as normal, routine items used in the routine operation of the district.Posting Requirements For Sole Source ProcurementsFlorida Administrative Rule 6A.1.012 requires the district to post a description of the commodities or contractual services sought for a period of at least 7 business days.The description must include a request that prospective vendors provide information regarding their ability to supply the commodities or contractual services required.If another vendor comes forward and it is determined that the commodities/services are available only form a single source, then the recommendation must be posted and a protest can be filed.The Director of Purchasing must declare the purchase a sole source. In order to expedite this process, a Sole Source Justification Form will need to be completed by the requestor and submitted to Purchasing.Purchase orders cannot be issued until the posting requirement has been met.If the request is over $50K, is highly recommended that the request is submitted to the Contract and Acquisition Council for review.“Justification/Input Document for “Sole Source Acquisition”It is the policy of Duval County Public Schools to consistently purchase goods and services using full and open competition. The citizens of Duval County are best served when we make sound business decisions based on competitive bids or proposals. Early acquisition planning that includes Purchasing Services can help to avoid delays and to facilitate effective market research. However, there may be instances when other than full and open competition may be justified. When a user department(s) has determined that there is only one source of supply for a product or service, appropriate justification for that course of action must be submitted Purchasing Services for approval in order to waive the competitive bid/proposal process, as a sole source purchase.Please provide the information requested below to support the need and feasibility for waiving the competitive bid/proposal process.Purchase Requisition No. __________________ Contract # _________________ Date Required: _______________Proposed Vendor: _______________________ Previous Contract # __________ Estimated Cost $ _____________ Purpose of the purchase: Please describe your minimum requirements, and the benefits of making the acquisition.Uniqueness of vendor’s item/service: Please describe how this vendor is uniquely qualified to provide the needed product or service.Market Research: Please describe your market research and the results thereof. This should include a description of other, similar sources or products available in the market, if any, and why they are not acceptable.Proposed Actions: Please describe the actions the department will take to overcome the present barriers to competition any future acquisition of this product or service.Other ConsiderationsVendor is Original Equipment Manufacturer or Publisher ________ (attach proof)Vendor holds Copyright or Patent ________ (provide number or attach proof) __________________Vendor is the Exclusive Agent for our area ________ Vendor is another Governmental Agency ________ Vendor is a Recognized Educational Institution ________ ________________________________________ _________________________________________________ Contact Person & Phone # Department Director’s Approval FOR PURCHASING USE ONLYBoard Approval Date: __________________ Purchase Order # _____________________Vendor: __________________________________________Insurance Type: _______________ Performance/Payment Bond ______________ Amount $ ___________________Certificate of Competency __________ Other _________________________________________________________________________________________________________________________________Buyer Date_____________________________________________________________________________________________Director of Purchasing DatePurchase Of ServicesService Purchases Less Than $5,000A requisition is to be entered into SAP which includes a Statement of Work (See Attachment #1).Written information from the vendor or individual with the pricing/cost information.Service Purchases Between $5,000 And $50,000A requisition is to be entered into SAP which includes a Statement of Work.A letter of justification is to be submitted to Purchasing Services (See Attachment #2)A contract must be submitted to Purchasing Services which includes the information in contract template A (See Attachment #3). This information must be completed in its entirety.NOTE – As long as template A has been completed and not altered, the contract does not need to be submitted to the Office of Policy and Compliance nor does it need any additional signatures.If the vendor takes exception to any of the terms, then the contract needs to be submitted to the Office of Policy and Compliance using Request For Legal Approval Form (See Attachment #4).Service Purchases Between $50,000 And $75,000Direct Negotiation standard operating procedure must be followed (See Attachment #5).Upon approval from the Contract & Acquisition Council, a contract needs to be developed.Contract must include at a minimum the following information:A statement of workHourly rates, lump sum, or any other pricing information that serves as a basis for the cost of servicesBillable reimbursements (food, lodging, travel) shall be identified separatelyAll contract deliverables and the schedule for payment (if applicable) shall be identifiedA contract completion date shall be identifiedRecords received or created by the contractor that relate to the contract shall become public recordInvoices for services performed shall contain sufficient detail for proper pre-audit and post auditThe contract needs to be submitted to the Office of Policy and Compliance for review using Request For Legal Approval Form (Attachment #4).After review from Policy and Compliance, the contract is submitted for superintendent’s signature.After superintendent’s signature has been received, a copy of the contract is submitted to Purchasing Services upon entry of requisition.Service Purchases Greater Than $75,000Direct Negotiation standard operating procedure must be followed (attachment #5).Upon approval from the Contract & Acquisition Council, an agenda items needs to be prepared for School Board approval.Upon School Board approval, a contract needs to be developed.Contract must include at a minimum the following information:A statement of workHourly rates, lump sum, or any other pricing information that serves as a basis for the cost of servicesBillable reimbursements (food, lodging, travel) shall be identified separatelyAll contract deliverables and the schedule for payment (if applicable) shall be identifiedA contract completion date shall be identifiedRecords received or created by the contractor that relate to the contract shall become public recordInvoices for services performed shall contain sufficient detail for proper pre-audit and post auditThe contract needs to be submitted to the Office of Policy and Compliance for review using Request For Legal Approval Form (Attachment #4).After review from Policy and Compliance, the contract is submitted for superintendent and board chairman’s signature.After signatures have been received, a copy of the contract is submitted to Purchasing Services upon entry of requisition.The Statement Of WorkThe Statement of Work (S.O.W.) clearly identifies what the contractor is to accomplish. It first clearly identifies the primary objective and then the subordinate objectives. The primary goal of the S.O.W. is to gain understanding and Contract with a contractor about the specific nature of the activity to be performed. The S.O.W. also impacts the administration of the contract by defining the scope of the contract, that is, what the contractor is supposed to do and the district is supposed to receive.Letter Of JustificationIncludes at a minimum:Rationale for the selection of the vendorAcknowledgement by end user that fees charged are reasonableReasonableness of costs can be determined by:Prices paid by other school districts for the “same” products/services from the same vendor.Prices paid by other school districts for “similar” products/services from a different vendor.Market survey.Total cost of ownership.If the pricing is at or below the cost for the same or similar product/services, the cost will be determined to be reasonable.If the pricing is greater than the same or similar product/service, the benefits of the chosen product/service must be documented.STANDARD CONTRACT ADDENDUMThis Standard Contract Addendum (“Addendum”) is between The School Board of Duval County, Florida, a body politic and corporate (“School Board”) and the undersigned contractor (“Contractor”). The School Board and Contractor may be referred to in this Addendum singularly as a “Party” and collectively as the “Parties. Recitals, Background and PurposeThis Addendum is to be attached to, and incorporated by reference, into that certain Agreement between the Parties entitled _____________________________________________________ and dated _____________________ (“Agreement”); and,Notwithstanding anything in the Agreement to the contrary, if there is any conflict or contradiction between the provisions of the Agreement and those in this Addendum, this Addendum will control and Contractor waives any claim to the contrary.NOW, THEREFORE, in consideration of the covenants set forth in this Addendum, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties hereto agree as follows.Incorporation of Recitals. The parties hereto acknowledge and agree that the recitals set forth above are true and correct and are incorporated herein by this reference.Payment Terms. School Board shall issue payment in accordance with Sections 218.70. et sq. Florida Statutes, Local Government Prompt Payment Act, after receipt of an acceptable invoice, inspection and acceptance of goods and/or services provided in accordance with the terms and conditions of the agreement. Any penalty for delay in payment shall be in accordance with applicable law. Federal Requirements. The School Board may utilize federal funds for its payment pursuant to the Agreement; accordingly, Contractor shall execute and deliver to the School Board, concurrent with its signature of the Agreement the following, all of which shall be incorporated into the Agreement by this reference: (a) Federal Regulatory Compliance Statement; (b) Certification Regarding Drug-Free Workplace Requirements; (c) Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion; and (d) Non-Collusion Affidavit.Representations by Contractor. If Contractor is a business entity, it represents that: (i) it is duly organized, validly existing and in good standing under the laws of the state of its organization; (ii) it is authorized and in good standing to conduct business in the State of Florida; (iii) it has all necessary power and has received all necessary approvals to execute and perform its obligations in the Agreement; and (iv) the individual executing the Agreement and this Addendum on behalf of Contractor is authorized to do so.Travel Expenses. If the Agreement requires the School Board to reimburse Contractor for travel expenses or other costs, School Board will only be responsible for amounts it has specifically approved in advance in writing.Risk of Loss. All work performed by Contractor pursuant to the Agreement will be at Contractor’s exclusive risk until final and complete acceptance of the work by School Board. In the case of any loss or damage to the work prior to the School Board’s acceptance, such loss or damage will be Contractor’s responsibility. Delivery of any goods to the School Board pursuant to the Agreement must be by FOB destination.Insurance. School Board certifies that it is self-insured pursuant to the provisions of §768.28 (16), F.S., for tort liability in anticipation of any claim which it might be liable to pay pursuant to that section. Worker’s compensation coverage is also self-insured at levels conforming to statutory requirements. Such liability and workers’ compensation self-insurance supersedes any insurance obligation imposed on the School Board in the Agreement. School Board shall insure that Contractor receives immediate notification of reduction in or cancellation of coverage. Contractor agrees to maintain insurance coverage according to the types and levels of insurance set forth in Exhibit “A“to this Addendum. The term “CONTRACTOR/VENDOR” in Exhibit “A”, shall mean the “Contractor” under this Addendum.Funding Out. Each payment obligation of the School Board created by this agreement is conditioned upon the availability of funds that are appropriate or allocated for the payment of services or products. If such funds are not allocated and available, this agreement may be terminated by the School Board at the end of the period for which funds are available. The School Board shall notify the vendor at the earliest possible time before such termination. No penalty shall accrue to the School Board in the event this provision is exercised, and the School Board shall not be obligated or liable for any future payments due or for any damages as a result of termination under this section.Confidentiality of Student Records. Contractor understands and agrees that it is subject to all federal and state laws and School Board rules relating to the confidentiality of student information. Contractor further agrees to comply with the Family Educational Rights and Privacy Act (“FERPA”) 34 C.F.R. § 99. Contractor shall regard all student information as confidential and will not disclose the student information to any third party.Alternative Language (To be used when there is known disclosure of student information)School Board represents that Contractor is a "school official" with a "legitimate educational interest" under the definitions of those terms set forth in the School Board's Family Educational Rights and Privacy Act ("FERPA") notification(s) to students and parents during the Period and Renewal Periods (if any) of this Agreement. Contractor agrees to develop, implement, maintain and use appropriate administrative, technical or physical security measures to the full extent required by FERPA in order to maintain the confidentiality of "education records" as that term is defined by FERPA. School Board recognizes and agrees that for purposes of all applicable laws, Contractor has a legitimate educational interest for purposes of School Board disclosing to Contractor students' education records. Termination. The School Board reserves the right to terminate the Agreement at any time and for any reason upon giving thirty (30) days’ notice to the Contractor. If said Agreement should be terminated for convenience as provided herein, the School Board will be relieved of all obligations under said contract. The School Board will be required to pay that amount of the Agreement actually performed to the date of termination.Hold Harmless/Indemnification. Subject to the limitations of §768.28, Florida Statutes, the School Board agrees to indemnify and hold harmless Contractor from and against any and all claims, suits, actions, damages, or causes of action arising out of the negligent acts of the School Board arising out of or in connection with the provisions of this agreement. Contractor agrees to indemnify, hold harmless and defend the School Board from and against any and all claims, suits, actions, damages, or causes of action arising out of the negligent acts of Contractor arising out of or in connection with the provisions of this agreement. If Contractor is a state agency or subdivision as defined in § 768.28, Florida Statutes, nothing herein shall be constructed to extend Contractor’s liability beyond that provided in § 768.28, Florida erning Law / Venue / Attorneys Fees. This Addendum and the Agreement shall be construed in accordance with the laws of the State of Florida. Any dispute with respect to this Addendum or the Agreement is subject to the laws of Florida, venue in Duval County. Each party shall be responsible for its own attorneys’ fees and costs incurred as a result of any action or proceeding under this Addendum or the Agreement.No Third Party Beneficiaries. The parties expressly acknowledge that it is not their intent to create or confer any rights or obligations in or upon any third person or entity under this Addendum or the Agreement. Nothing herein shall be construed as consent by an agency or political subdivision of the State of Florida to be sued by third parties in any matter arising out of any contract.Sovereign Immunity. Except as otherwise provided by Florida Law, neither the execution of this Addendum or the Agreement by the School Board nor any other conduct, action or inaction of any School Board representative relating to the Agreement is a waiver of sovereign immunity by the School Board.Subcontractors. If Contractor is permitted to subcontract any of the work set forth in the Agreement, Contractor shall ensure that each subcontractor complies with all provisions of the Agreement and this Addendum. Contractor will remain liable for the acts and omissions of such subcontractor(s) and the proper performance and delivery of the products and/or services set forth in the Agreement.Entire Agreement. This agreement represents the entire agreement between the parties, may only be amended by a written agreement signed by both parties, and supersedes all prior or contemporaneous oral or written agreements and understandings with respect to the matters covered by this agreementPublic Records Laws. This Agreement and this Addendum shall be subject to Florida’s Public Records Laws, Chapter 119, Florida Statutes. Contractor understands the broad nature of these laws and agrees to comply with Florida’s public records laws and laws relating to records retention.Indemnification for Copyright Infringement. Contractor shall defend, indemnify and hold the School Board and its successors and assigns harmless from and against all third-party claims, suits and proceedings and any and all damages, liabilities, costs and expenses (including reasonable attorneys’ fees and court costs) incurred as a result of (i) infringement by Contractor of any third-party patent, copyright or trademark or (ii) misappropriation by Contractor of any third-party trade secret in connection with any of the foregoing.Intellectual Property Rights – Use. Contractor represents that it has all intellectual property rights necessary to enter into and perform its obligations in the Agreement. Contractor will indemnify and hold harmless the School Board from liability of any nature or kind, including costs and expenses for or on account of any copyrighted, service marked, trademarked, patented or unpatented invention, process, article or work manufactured or used in the performance of the Agreement, including its use by the School Board. If Contractor uses any design, device, materials or works covered by letters, service mark, trademark, patent, copyright or any other intellectual property right, it is mutually agreed and understood without exception that the proposal prices will include all royalties or costs arising from the use of such design, device or materials in any way involved in the work.Notices; Agency Administrator. Every notice, approval, consent or other communication authorized or required by this Agreement shall not be effective unless same shall be in writing and sent via hand delivery or overnight delivery (with a receipt), directed to the other party at its address provided below or such other address as either party may designate by notice from time to time in accordance herewith: If to Contractor:With copy to:______________________________ Attn: President Attn: Superintendent _________________________________________________ __________________________________________________________________ ____________________________________Phone: ___-___-____If to School Board:With copy to:The School Board of Duval County, FloridaOffice of Legal Services1701 Prudential DriveAttn: ChiefJacksonville, Florida 322071701 Prudential Drive, Room 653Phone: (904) 390-2115Jacksonville, FL 32207Attn: __________________________Phone: (904) 390-2111Notwithstanding the foregoing, the parties agree that all communications relating to the day-to-day activities shall be exchanged between the respective representatives of the School Board and the Contractor as follows: The parties agree that all communications relating to the day-to-day activities shall be exchanged between the parties’ respective representatives, which representatives shall be designated by the parties in writing promptly upon commencement of the Services. Once so designated, each party’s representative shall coordinate communications and processes as needed for the purposes of conducting the services set forth in the Agreement, as well as the process for routine or administrative communications. The parties shall also reasonably cooperate as to the development (including content and format) of the invoicing and any reports to be provided by Contractor as part of the services. For purposes of the School Board’s representative for the day-to-day activities, the School Board’s Administrator shall be:Duval County Public SchoolsAttn: _________________(name and title)1701 Prudential DriveJacksonville, FL 32207(904) 390-____Non-Discrimination. Contractor represents and warrants to the District that Contractor does not and will not engage in discriminatory practices and that there shall be no discrimination in connection with Contractor’s performance under the Agreement on account of race, color, sex, religion, age, handicap, marital status, national origin, citizenship status, creed, religious affiliation, sexual orientation, gender identity, disability, veteran status, or any other protected status under applicable law. Contractor further covenants that no otherwise qualified individual shall, solely by reason of his/her race, color, sex, religion, age, handicap, marital status or national origin be excluded from participation in, be denied services, or be subject to discrimination under any provision of the Agreement.Severability. If any clause or provision of the Agreement or this Addendum is illegal, invalid or unenforceable under present or future laws effective during the term hereof, then the remainder of the Agreement or Addendum shall not be affected thereby; and in lieu of each clause or provision of the Agreement or Addendum which is illegal, invalid or unenforceable, there shall be added, as part of the Agreement or Addendum, a clause or provision as similar in terms to such illegal, invalid or unenforceable clause or provision as may be possible and as may be legal, valid and enforceable.Assignment. Neither the Agreement or Addendum, nor any portion thereof may be assigned by Contractor, in whole or in part, without the prior written consent of the School Board.Survivorship. Those provisions which by their nature are intended to survive the expiration, cancellation or termination of the Agreement or Addendum, including, by way of example only, the Indemnification and Confidentiality provisions, shall survive the expiration, cancellation or termination of the Agreement and this Addendum.No Gifts or Contingent Fees. Contractor warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the Contractor, to solicit or secure the Agreement, and that it has not paid or agreed to pay any person, company, corporation, individual for firm, other than a bona fide employee working solely for the Contractor, any fee, commission, percentage, gift, or any other consideration, contingent upon or resulting from the award or making of the Agreement. For the breach or violation of these provisions, the District shall have the right to terminate the Agreement without liability and, at its discretion, to deduct from the price, or otherwise recover, the full amount of such fee, commission, percentage, gift or consideration. Disclosure of Employment of Former District Employees. Pursuant to District Policy all bidders, proposers, consultants, and contractors are required to disclose the names of any of their officers, directors, agents, or employees who serve as agents or principals for the bidder, proposer or contractor, and who within the last two (2) years, have been or are employees of the District. And all bidders, proposers, consultants, and contractors are required to disclose the name of any District employee who owns, directly or indirectly, any interest in the Contractor’s business. Such disclosures will be in accordance with current District policies, but will include, at a minimum, the name of the former District employee, a list of the positions the employee held in the last two (2) years of his or her employment with the District, and the dates the employee held those positions. By its signature of the Agreement, Contractor certifies to the District that there are no names to disclose to the District pursuant to this section.Jessica Lunsford Act. All School Board and Contractor employees, appointees, or agents who come into contact with students as part of the Agreement must submit a background check, in a manner prescribed by School Board (which manner is required by section 1012.467, Florida Statutes). Any non-School Board personnel associated with the Agreement and who may come into contact with students as part of the Agreement will be screened at Contractor’s expense. Contractor shall not permit persons to provide services to student under this Agreement if any such person does not meet the standards under Florida law and the DCSB hiring standards concerning criminal background employee history checks. Failure to comply with this provision shall be cause for immediate termination of this agreement.Publicity. Contractor shall not use the School Board’s name, logo or other likeness in any press release, marketing materials or other public announcement without receiving the School Board’s prior written approval.Facsimile and Scanned Signatures. This Addendum and the Agreement may be executed in one or more counterparts and via facsimile signature, the counterparts and facsimiles of which, when taken together, shall be deemed to constitute an entire and original Addendum and Agreement. IN WITNESS WHEREOF the undersigned have executed this Addendum as noted below. Attest:THE SCHOOL BOARD OF DUVAL COUNTY By:_____________________________??????????? By:____________________________________?????_______________, Superintendent????????????? ___________________, Chairman?????Of Schools and Ex-Officio Secretary to the BoardForm Approved: Approved by Board on _______________By:_____________________________ Office of Legal ServicesWitnesses: [COMPANY NAME]By:________________________________??????By:__________________________________ ???? Print Name:_________________________ Name:________________________________ Title:_________________________________ By:________________________________Print Name:_________________________Direct NegotiationsRequests for direct negotiations must be submitted to the Acquisition Council for a determination of appropriateness. A business case analysis must be prepared by the requesting party to include the following: A justification based on costs and quality that a direct negotiation is appropriate.Vendor selection process: Describe the process used to select the requested vendor.Rational for the selected vendor. Alternatives must be considered. Documentation must be kept on the selection process including any user input where appropriate. After selection of vendor, if greater than $75,000, an agenda item must be prepared for board approval to enter into negotiations with the selected vendor. (If the requirement for a competitive solicitation is not waived by statute, a bid/RFP must be solicited prior to agenda item).The agenda item must include the following in the description “A determination will be made as to whether costs are fair and reasonable by the Acquisition Council prior to contract award. This determination will be documented and retained for future reference”.Elements To Negotiate:Statement/Scope of workDeliverables (milestones, timeline)Pricing (always best to have a price per item instead of a package price).Billable reimbursements (food, lodging, travel)TrainingWarranty Maintenance agreement.Required Documentation:Detailed records on the negotiations.Reasonableness of the costs and the related benefit of the purchaseImplementation periodMaintenance agreement cost and coverage period detailedSystem used to monitor training daysSystem used to monitor consulting daysReasonableness of costs is determined by:Prices paid by other school districts for the “same” products/services from the same vendor.Prices paid by other school districts for “similar” product/services from a different vendor.If the pricing is at or below the cost for the same or similar product/services, the cost will be determined to be reasonable.If the pricing is greater than the same or similar product/service, the benefits of the chosen product/service must be documented.Market survey.Reasonableness of costs is reviewed and is either accepted or rejected by the Acquisition Council.Total cost of ownership may be used to determine reasonableness of cost instead of the acquisition cost.LETTER OF JUSTIFICATIONCONTRACTLEGAL APPROVALDIRECT NEGOTIATION PROCESSLess Than $5,000Between $5,000 - $50,000√√Between$50,000 - $75,000√√√√Over $75,000√√√√Contract And Acquisition Committee (CAC)Purpose and function of the CAC include but are not limited to:Review and approve Purchasing Plan Proposals (PPP) submitted by various end-users on procurement requests greater than $50,000 with no competition.Monitor contract actions through Purchasing Services to ensure end-users follow guidelines set forth by the CAC.Review the contract log to be kept abreast of recurring contracts and acquisition methods used within Duval County Public Schools.Review And Approve Purchasing Plan Proposals*All purchases greater than $50,000 and no competition should have approval by the CAC prior to the issuance of the purchase order. The process for approval is as follows:A Purchasing Plan Proposal form is submitted by the end-user to the CAC prior to the next regularly scheduled meeting to request approval for the acquisition method. (The PPP needs to be submitted as soon as requirements are determined).At a minimum, the following documentation will need to be provided as part of the PPP:Scope of ServicesDeliverablesRationale for the vendor selectedAlternatives that were considered.Approximate costAfter receipt of PPP, CAC will include review/approval at next regularly scheduled meeting. End-user will be required to attend the CAC meeting to respond to any questions.If the CAC approves, the ensuing steps will be provided to the end-user. (This will include but not be limited to:Information to be placed in the Board agenda item.Elements to negotiate.Required documentation.A determination of reasonableness of costs.End-user is required to return to the CAC to ensure that all requirements in (d) above were followed.Monitor Contract ActionsPurchasing Services and Facilities Services staff will compile a list procurement requests greater than $50,000 for action/review by the CAC.This list will be broken into two categories: competitive and non-competitive petitive items are those items that will require a solicitation process. The solicitation process can be started prior to CAC action.Non-competitive items are those items that have not received CAC approval but a requisition has been submitted for the goods or services.Other items can be submitted to CAC at the discretion of Purchasing and Facilities Services staff. This can include a determination on whether an authorized exemption by state statute is the best procurement method.Review Contract LogPurchasing and Facilities Services will keep the contract log updated of recurring contracts.CAC will review contract log and make suggestions/recommendation as needed.Note: In order to bring awareness to the CAC and avoid delays during the initial implementation of this process, a notice will be sent to all end-users that have procured supplies and services greater than $50,000 with no competition over the past two fiscal years. The notice will include:The purpose of CACSpecific purchases that the end-user has made during this time period that would now require CAC approval prior to issuance of a purchase order.The requirements that will need to be submitted in order for CAC to consider the request.Duval County Public Schools Acquisition Council FormTo be completed by the requesterDate of request:Department requesting services orsupplies and RC #Contact name and numberScope of service or supplies beingrequested:Can scope be expanded to include additional sites if applicable?_____ Yes _____ NoImpact on other departments:Fund type and fiscal year:Anticipated expenditure amount:Special requirements:Have funds been allocated?_____ Yes _____ NoImpact on future fiscal years:Required delivery dateThis section is to be completed by the CouncilApproval date:Recommended method ofprocurement:Additional information requested:Denial date:Reason for denial:667512027368500-12382527051000-95250274955AGENDACONTRACT AND ACQUISITION COMMITTEEReview Purchasing DeadlinesUp-Coming Known SolicitationsReview Contract LogReview RFP ListingCompetitive Solicitations Since Last CAC MeetingReview Draft “Contract Guidelines for Staff”Acquisition and Planning Brief-97155257810Up-Coming Known SolicitationsEquipment Maintenance for Nutrition CenterBeaches Maintenance Independent Auditor Food Service Consultant Point of Sale System Fixed Securities Investment Management Bond Underwriting Solid Waste & Recycling Gasoline & Diesel – Transportation/FleetHealth Plan Consultant Competitive SolicitationsBID NAMEOPENING DATEScience Supplies & Equipment12/10/2017Digital Production Studio For Atlantic Coast High School12/10/2017Classroom and Art Supplies12/03/2017Hardware Supplies11/12/2017Contact Labor - Painting11/05/2017Lumber10/15/2017Autistic Endorsement Training10/08/2017ACQUISITION PLANNING05-Aug-16REQUESTS FOR PROPOSALTentative Acquisition Planning Start DateCurrent Expiration Date Renewal OptionsFinal Expiration DateBoard Approval RequiredHealth Plan Services 01-Aug-1631-Dec-16031-Dec-16YesGeneral Banking 01-Jan-1631-Jan-17031-Jan-17NoFuels - Gasoline and Diesel01-Jan-1730-Jun-17030-Jun-17NoData Center – Location Lease 01-Jan-1830-Jun-18030-Jun-18NoCarpentry Service / Repair Continuing 01-Jan-1830-Jun-17130-Jun-18NoProduction Printing Equipment - Rental01-Mar-1831-Aug-18031-Aug-18NoIndependent Auditing Services01-Mar-1831-Dec-16231-Dec-18NoFood Service Management 01-Jan-1930-Jun-17230-Jun-19YesHVAC Maintenance Services01-Jan-1930-Jun-171 (2 yr.)30-Jun-19NoSubstitute Teaching Employment Services01-Jan-1930-Jun-17230-Jun-19NoIT Hardware01-Jun-1930-Jun-17230-Jun-19YesProperty Insurance Broker 01-Aug-1928-Feb-181 (2 yr.)29-Feb-20NoHealth Group Plan Consultant01-Jun-1931-Dec-16431-Dec-20YesMarketing Services - Magnet & Choice Programs01-Jan-2030-Jun-17330-Jun-20NoRefrigeration Equipment Maintenance & Repair NSC01-Jan-2030-Jun-171 (3 yr.)30-Jun-20NoSecure Mail Gateway01-Jan-2030-Jun-17330-Jun-20?Custodial Services for Fixed Investment Funds01-Feb-2031-Jul-18231-Jul-20?Bond Counsel Services 01-Mar-2030-Sep-17330-Sep-20NoPlan Admin Compliance 403(B) & 45701-Apr-2030-Sep-16430-Sep-20NoGenerator Inspection & PM Service01-Jan-2130-Jun-18330-Jun-21NoCasualty Claims Program Administration01-Apr-2131-Oct-17431-Oct-21NoEmployee Benefits Management Services01-Jun-2131-Dec-17431-Dec-21?Automated Message Distribution Services01-Jan-2230-Jun-182 (2 yr.)30-Jun-22NoManagement Of Custodial Services 01-Jan-1830-Jun-18430-Jun-22YesFinancial Advisor Services 01-Jan-2230-Jun-18330-Jun-21NoExclusive Healthier Beverage Contract01-Mar-2230-Sep-181 (4 yr.)20-Sep-22YesMutli-Function Copier Rental01-Dec-2230-Jun-18530-Jun-23NoGroup Term Life and Accidental Death and Dismemberment Insurance01-Jun-2431-Dec-19531-Dec-24YesExcess Medical Loss Insurance01-Jun-2431-Dec-19531-Dec-24NoACQUISITION PLANNING05-Aug-16PROFESSIONAL SERVICES CONTRACTSTentative Acquisition Planning Start DateCurrent Expiration Date Renewal OptionsFinal Expiration DateBoard Approval RequiredAnnual Contracts- Architectural Services (4 Firms) 01-Dec-1631-May-17031-May-17YesAnnual Contracts- Civil Engineering Services (4 Firms)01-Dec-1631-May-17031-May-17YesAnnual Contracts- Electrical Engineering Services (4 Firms)01-Dec-1631-May-17031-May-17YesAnnual Contracts- Mechanical Engineering Services (4 Firms)01-Dec-1631-May-17031-May-17YesAnnual Contract Asbestos Consulting Services01-Mar-1706-Aug-17006-Aug-17YesAnnual Contract Asbestos Abatement Services01-Jun-1705-Oct-17005-Oct-17YesAnnual Contracts- Const Mgmt Services (5 Firms)30-Jan-1830-Jun-17130-Jun-18YesAnnual Contract - Kitchen Equipment Installation Contract Labor01-Jun-1910-Dec-16310-Dec-19YesAnnual Contract - Portables Repair & Maintenance Contract Labor01-Jan-2009-Apr-17309-Apr-20YesIndustrial Hygiene and Environmental Consultant Services01-Oct-1802-Mar-17202-Mar-19YesSIGNIFICANT INVITATIONS TO BIDTentative Acquisition Planning Start DateCurrent Expiration Date Renewal OptionsFinal Expiration DateBoard Approval RequiredLandscape Maintenance (Minority Sheltered Market)1-Aug-1828-Feb-17128-Feb-18NoIntegrated Pest Management1-Feb-1831-Aug-16231-Aug-18?Student Transportation GSA 31-Jun-1831-Jul-17331-Jul-19NoStudent Transportation GSA 2 & 41-Jun-1831-Jul-17331-Jul-19NoBulk Commodity Processing1-Dec-2130-Jun-17430-Jun-21NoStudent Transportation GSA 51-Dec-2131-Jul-17531-Jul-22YesSolid Waste/Recycling5-Jan-2330-Jun-18530-Jun-23NoStudent Transportation GSA 1 1-Dec-2331-Jul-19531-Jul-24YesStudent Transportation GSA 121-Dec-2331-Jul-191 (5 yr.)31-Jul-24YesACQUISITION PLANNING05-Aug-16OTHERTentative Acquisition Planning Start DateCurrent Expiration Date Renewal OptionsFinal Expiration DateBoard Approval RequiredDaycare Services For Teen Parent Program1-Jan-1830-Jun-18030-Jun-18YesEXCEPTIONAL EDUCATION AND STUDENT SERVICESTentative Acquisition Planning Start DateCurrent Expiration Date Renewal OptionsFinal Expiration DateBoard Approval RequiredForeign Language Services01-Oct-1631-Mar-17031-Mar-17NoMental Health Support Services01-Jan-1930-Jun-17230-Jun-19NoTitle I Instructional Services 01-Jan-2030-Jun-18230-Jun-20YesInstructional Services for Private School Students w/Disabilities01-Jan-2030-Jun-18230-Jun-20YesNursing Services - Temporary 01-Feb-2031-Jul-17331-Jul-20NoSpeech, Language, Occupational & Physical Therapy01-Jun-2130-Jun-181 (3yr)30-Jun-21NoStudent Mental Health and Behavioral Support Services 2-Jan-2130-Jun-172 (2 yr)30-Jun-21No* -------------------No additional contracts listed below this line ---------------------*Duties and Responsibilities of the Craftmaster'sThere are three individuals in Purchasing Services (Craftmasters) that are primary responsible for handling daily maintenance routine and emergency orders.??Each Craftmaster is assigned different maintenance commodities.? There are 2 types of maintenance orders that the Craftmasters?process each day. The first type of orders are?the routine orders.?These are entered into the SAP by?the Maintenance Foreman of each craft.?Every?morning,?each Craftmaster?will pull up a list of requisition numbers entered into SAP?and convert them to purchase orders. The second type of orders are the emergency purchases.? These?items?are required to complete?emergency?jobs.? These orders are called in by the mechanic from?various vendor locations.?The mechanic relays the description, quantity, price and vendor information to the Craftmaster. The Craftmaster will?enter this information?into the work order. When all line items are in the work order,?it is?saved and created into a requisition number. The requisition is?then converted?into a purchase order. These orders can be anywhere between $25?and $1,000. Anything over $1,000 must be accompanied by 2 quotes from separate vendors. If the vendor is a sole source, they must list that on the quote. Craftmasters cannot process orders over?$5,000.??All orders/request?over $5,000?must be forwarded to Caleb Powell.??Although each Craftmaster is responsible for?certain crafts/commodities?for routine dailies, they will?take call in the absence of their fellow Craftmasters.Normally, tools are not purchased by the Craftmaster personnel.? If a mechanic requires a certain type, one that is not part of?his/her tool box to complete a particular job,?that tool could be considered an emergency.? In that case, the tool request would have to be approved by the foreman or the general foreman of that yard.If the Craftmaster receive a call or request to purchase anything over?$5,000, that request would be?forwarded to Caleb Powell for action.? In his absence, the call would be forwarded to Mr. Ganger.? After discussion with the mechanic or shop foreman, Caleb would then advise them as to what would need to be done. Normally, a requisition would?need to be entered into SAP with the correct material group and buyer.??If this item is of an urgent need,?the clerk who entered this requisition into SAP, should ensure that each release has been done.??He/she should then contact the buyer to convert the requisition?into a purchase order.? If required, the buyer can fax the purchase order to the vendor.????Grant/Project Procurement GuidelinesThe following guidelines have been developed to assist grant/project Managers in assuring purchases made using grant or project funds are completed within the allowable timeframes as established by the issuing agencies. The timeframes reflected below are MINIMUM timeframes. Where practicable, grant/project Managers are encouraged to establish their own, earlier deadlines for the submission of requisitions. Purchases $50,000 and aboveFor any purchase whose estimated cost is $50,000 and above - the requisition must be entered into S.A.P. and fully released no later than sixty (60) calendar days prior to the end of the grant/project period. This will allow sufficient time for completion of the formal procurement cycle – including solicitation of bids, receipt of materials or services and payment of invoices. Purchases between $1,000.00 and $49,999.99For any purchase whose estimated cost is between $1,000 and $49,999.99 – the requisition must be entered into S.A.P. and fully released no later than forty-five (45) calendar days prior to the end of the grant/project period. This will allow sufficient time for completion of the informal procurement cycle – including solicitation of quotations, receipt of materials or services and payment of invoices. Purchases below $1,000.00 *For any purchase whose estimated cost is below $1,000 – the requisition must be entered into S.A.P. and fully released no later than twenty (20) calendar days prior to the end of the grant/project period. This will allow sufficient time for conversion of the requisition to a purchase order, order fulfillment by the vendor and payment of invoices. There may be instances when circumstances beyond the control of the grant/project Manager prevent a requisition from adhering to the established timelines. On such occasions, the grant/project Manager may appeal to the Grant Officer and the Purchasing Services Director who can jointly allow exceptions. Request shall be sent via e-mail to the Grant Officer and if approved, the Grant Officer will forward request to the Purchasing Services Director. Approval of exceptions or rejection of request shall be in writing by both officials.* NOTE: Grant/project requisitions that are not fully released by twenty (20) calendar days prior to the end of the project period will be cancelled from the System.Grant/Project Manager ResponsibilitiesRelease Strategies Grant/project Managers shall monitor the Release Strategy process of their requisitions to assure releases are completed in a timely manner. Release Codes and the authorized individuals are: 01 = Principal/Department Head 02 = Budget – 390-2552 03 = Career & Technical Education – 924-3470 04 = Grant/Project Manager 05 = Various - Material Group Related 06 = Property Records - 858-1415 07 = Minority Business Affairs - 858-4860 08 = Safety Department - 858-1934 10 = Textbook Services – 348-3674 or 348-3677 Delivery Statement Grant/project Managers shall assure that all requisitions include the following statement, “All items on this purchase order must be delivered and invoices received by [end of project period] or items not delivered and invoiced will be canceled from purchase order.” This statement should appear in line item 1, after the item description.Goods Receipts Grant/project Managers shall assure that goods receipts are entered into the System immediately upon the receipt of materials or services. However, goods receipts are NOT to be entered prior to actual receipt of the materials or services. Cancellation of Purchase Orders It is the responsibility of each grant/project Manager to continually monitor all grant/project fund obligations and purchase orders. No later than fifteen (15) calendar days after the end of the grant/project period, grant/project Managers shall generate and submit to Purchasing Services lists of all outstanding purchase orders, identifying the items for which goods receipts will not be entered. Grant/project Managers are responsible for communicating with appropriate departments/schools and viewing the SAP screens to ensure all purchase orders have goods receipts, invoice receipts and remittance for all items received within the grant/project period prior to submission of the list of outstanding purchase orders to be cancelled. Receipts after the grant/project period IF THESE PROCEDURES ARE NOT ADHERED TO AND ITEMS ON A PURCHASE ORDER ARE RECEIVED AFTER THE FINAL GRANT/PROJECT CLOSE OUT DATE, IT WILL BE THE RESPONSIBILITY OF THE ORIGINATOR TO FIND AN ALTERNATE FUNDING SOURCE FOR PURCHASE ORDER PAYMENT.Inspection Of Public RecordsAny person may inspect public documents in Purchasing Services by scheduling a review appointment with the Purchasing Services Department. Copies of records may be requested and will be provided at a fee of $.15 per single sided copy. Record duplication requests will be accommodated as soon as possible, however, a minimum of 72 hours notice is required.Purchasing Departmental procedure when providing copies of public records, as requested by vendors or others, is that we DO NOT accept cash payments for the document copies. We only accept checks or money orders in payment. If the requestor cannot provide this form of payment at the time of receipt of the copies, we will invoice the company or individual and accept remittance in the form of check or money order.Public Record ExemptionAMENDMENTS TO CHAPTER 119.071, F.S. – GENERAL EXEMPTIONS FROM INSPECTION OR COPYING OF PUBLIC RECORDSEFFECTIVE JUNE 2, 2011Sealed bids, proposals or responses to a competitive solicitation do not become public record until 30 days after opening or until the notice of an intended decision is posted, whichever occurs first.If an agency rejects all bids, proposals or responses to a competitive solicitation and concurrently provides notice of intent to re-solicit, the rejected responses do not become public record until an intended decision regarding the re-solicitation is posted or the agency withdraws the re-issued solicitation. In no event will the original rejected responses be exempt for more than 12 months after the initial notice of rejection.AMENDMENTS TO CHAPTER 286.0113, F.S. – GENERAL EXEMPTIONS FROM PUBLIC MEETINGSEFFECTIVE JUNE 2, 2011Any portion of a meeting in which negotiations are conducted with a vendor, or a vendor makes an oral presentation, or a vendor answers questions pursuant to a competitive solicitation is not considered to be a public meeting.Any portion of a meeting at which the negotiation team discusses negotiation strategies is not considered to be a public meeting.A recording shall be made of any portion of a meeting, as described above. The recording and any other record of the exempt portion of a meeting are not considered public record until 30 days after opening of sealed bids, proposals or responses to a competitive solicitation or until the notice of an intended decision is posted, whichever occurs first.If an agency rejects all bids, proposals or responses to a competitive solicitation and concurrently provides notice of intent to re-solicit, the recordings and records of the original process are exempt from public record until an intended decision regarding the re-solicitation is posted or the agency withdraws the re-issued solicitation. In no event will the recordings and records be exempt for more than 12 months after the initial notice of rejection.Receiving, Inspection and Return of GoodsReceiving, inspecting merchandise and reporting damaged goods is the responsibility of the recipient of the merchandise. When merchandise is ordered, the purchase order normally specifies the shipping terms F.O.B. Destination. This means that the shipper is responsible for the shipment for the shipment until it reaches its final destination and is accepted by the customer. Once the shipment is received and signed for, title to the goods transfers to the recipient, therefore it is imperative that the person responsible for receiving and inspecting the shipment at the receiving point understands what to look for when inspecting a shipment and how to properly report damaged goods. The following procedures should assist that individual in the event that damage is discovered so that a freight claim can be filed successfully.Receiving and Inspecting MerchandiseAs a general rule, the recipient should only sign for the number of cartons received and not for the contents of those containers. This is normal procedure for most carriers; however, if the driver insists that you sign for the contents, only do so if you have an opportunity to fully inspect each item and check it against your purchase order in the driver’s presence. If the driver refuses to wait for you to do this, you may refuse the entire shipment. Indicate on the Bill of Lading why you are refusing the shipment and sign your name. Do not sign for anything unless you know for what you are signing.Inspect all merchandise for damage within 10 calendar days of receipt. After the 10 days, most carriers will no longer honor freight claims, leaving you with no recourse.Immediately report any shortages or omissions to the vendor from whom the merchandise was ordered.Save all paperwork connected with the shipment (i.e., bill of lading, packing slips, etc.) and attach it to your purchase order copy. This documentation may prove valuable for future reference in filing a successful claim.Visible DamageIf you notice visible damage to the outside of a shipping container, even damage that appears to be slight, you may either refuse the item or accept the item but make note of the damage on the Bill of Lading. Do not give the carrier a “clean receipt” (no damage reported) or you may jeopardize your chances of successfully recovering on a freight claim later if concealed damage is discovered.Concealed DamageIf merchandise was shipped via common freight carrier, UPS, FedEx, US Postal Service or some other method other than the vendor’s company owned vehicles, you must notify the carrier immediately by telephone within 10 days of receipt and insist upon a prompt inspection by carrier personnel before item is further unpacked. Be sure to confirm your telephone conversation in writing. Save the container in which the damage item was shipped until the inspector has had an opportunity to inspect it and has made disposition and completed his/her report. Insist on a copy of the inspection report for your records and attach it to your purchase order copy. If the merchandise was shipped on the vendor’s truck, follow the above procedure but contact the vendor to whom the purchase order was issued directly to report the problem.The Interstate Commerce Commission has held that carriers are equally responsible for concealed or visible damage, and if the previous procedures are carefully followed, it will enable you to collect all claims promptly and in full.Definitions and Glossary of TermsAward:The presentation of a purchase agreement or contract to the selected bidder or offeror.Bid:An offer submitted by a prospective vendor in response to an Invitation to Bid (ITB). Bid Bond:A monetary commitment guaranteeing a bidder will not withdraw his/her bid and if a contract is awarded, will accept the contract as bid or relinquish the value of the bid bond.Bidder:An individual or firm who submits a response to an Invitation to Bid (ITB). Compare with proposer, respondent or offeror. Bid Evaluation:Analysis of bids or offers for the purpose of comparing the strengths and weaknesses based upon the requirements and criteria set forth in the Invitation to Bid (ITB).Bid Opening:The formal process in which sealed bids are opened in the presence of one or more witnesses, at the time and place specified in the Invitation to Bid (ITB).Bid Tabulation:A document listing the names of bidders, the items bid and the unit and/or extended prices for each item.Blanket Order:A contract under which the supplier agrees to provide goods or services on a demand basis. The contract generally establishes prices, terms, conditions and the period covered, although no quantities are specified.Boilerplate:A colloquialism used in Purchasing to identify standard terms and conditions incorporated in solicitations, contracts or purchase orders, often preprinted or incorporated by reference.Breach of Contract:Failure to fulfill a contract, in whole or in part, without legal excuse.Change Order:A written alteration to a purchase order, unilaterally directing the contractor to make changes.Collusion:A secret agreement, whether expressed or implied, to commit a fraudulent, deceitful, unlawful or wrongful modity:Any tangible, moveable article of trade or petition:The effort of two or more vendors to secure the business of a purchaser by the offer of the most favorable terms regarding price, quality and/or service.Conflict of Interest:An actual or potential situation in which the personal interests of a vendor, employee or public official are, or appear to be, in conflict with the best interests of the jurisdiction.Contract:1) A legally binding promise, enforceable by law; 2) An agreement between parties, with binding legal or moral force, usually exchanging goods or services for money or other consideration; 3) Any type of agreement, regardless of what it may be called, for the procurement or disposal of commodities or services.Debarment:The exclusion of a person or firm from transacting business with an agency for a specified period of time. Usually brought about by illegal or irresponsible action.Delegation of The conferring of authority, by someone who has it, to another person in order to Authority:accomplish a task.Delivery Terms:Conditions in a contract regarding freight charges, place and time of delivery and/or method of transportation.ILiteratureInformation provided by a bidder, as required in an ITB, satisfactorily describing the offered item to enable the purchaser to determine the acceptability of the item.Design Specification:A specification establishing the characteristics an item must possess, including sufficient detail to show how it is to be manufactured.EmergencyPurchase:A purchase made to alleviate a situation in which there is a threat to health, safety or welfare that does not allow time for standard competitive purchasing procedures. An “emergency” is as defined by each governing entity.Ethics:The principles of conduct governing the behavior of an individual or a profession.Evaluation:The examination of bids or proposals after opening to assess the respondent’s responsiveness and responsibility to determine the recommended vendor for contract award.EvaluationA team established to conduct assessments and/or interviews during the Committee: proposal evaluation process. The committee typically represents the functional areas affected by the resulting contract. A Purchasing representative serves as a non-voting member to chair the committee.Evaluation Criteria:The factors specified in an RFP that will be considered in determining to whom a contract will be awarded.Force Majeure:Acts beyond the control of the party in question (acts of God) for which a vendor or carrier cannot be held responsible.ITB:Invitation to Bid. A formal request to prospective vendors soliciting price quotations; contains, or incorporates by reference the general and technical specifications or scope of work and all contractual terms and conditions.Item Description:The minimum information necessary to properly describe the commodity or service to be purchased.Line Item:An item specified in an Invitation to Bid or Request for Proposal for which the respondent must bid a separate price.Local Preference:A bid preference given to vendors conducting business in the jurisdiction of the public entity.MSDS:Material Safety Data Sheet. Documentation concerning the presence in a product of hazardous chemicals, as listed in toxic substance list published by the State of Florida.Multiple Award:The award of a contract to two or more vendors to furnish the same or similar product or services, where more than one supplier is needed to meet the contract requirements for quantity, delivery or service.Negotiate:To confer with another to reach an agreement or compromise on some matterNon-ResponsiveA bidder who does not have the capacity or capability to perform the contract, or Bidder:does not have the integrity or reliability to assure performance.Non-Responsive Bid:A bid that does not conform to the requirements of the Invitation for Bid.Notice of Award:A written notification from the public entity to the successful bidder or respondent stating that he/she has been awarded a contract in accordance with a bid or proposal submitted. It may also serve as the vendor’s notice to proceed.Packing List:A document that itemizes the contents of a package or shipment. Also known as a Packing Slip.Packing Slip:Equivalent to a Packing List.Payment Terms:The terms applicable to any payment for material or services, include prompt payment discounts and maximum payment timeframes.Performance Bond:A bond provided by a successful bidder or proposer to protect the buyer from loss due to the vendor’s inability or unwillingness to complete the contract as agreed upon.Performance A specification establishing the capabilities and performance requirements Specification:an article must satisfy.Piggybacking:A form of cooperative purchasing whereby one entity purchases materials or services under the auspices of a current contract of another entity. The purchase must be under the same terms and conditions as the original contract. The original contract must have been awarded as a result of a competitive solicitation process.Pre-Bid Conference:A meeting held with prospective bidders prior to bid opening, to review bid documents, answer questions, clarify any ambiguities and ensure all bidders have an equal opportunity to participate in the bid process.Pre-Proposal The same as a Pre-Bid Conference, but for competitive proposals.Conference:Prequalification:The act of screening potential bidders for eligibility to participate in a solicitation process. Prequalification often includes such factors as experience, financial capacity, management capability and reputation.Procurement:The act of obtaining material or services through purchase, lease, rental or other method of acquisition.Procurement Records:The records maintained by a Purchasing Department detailing the history and rationale of a procurement. Such records shall be sufficient to satisfactorily comply with audit requirements.Proposal:The response received from a vendor as a result of the development and distribution of a Request For Proposals (RFP) by a public entity.Protest:A written objection by an interested party to an ITB or RFP solicitation or to a recommendation of award, with the intention of receiving remedial action.Public Notice:An announcement, usually through a publication of general circulation (i.e. – newspaper) of a governmental or public agency meeting or event.Purchase Order:A written document to a vendor describing and quantifying the materials or services to be provided for a proposed transaction. A purchase order indicates to the vendor a monetary commitment on behalf of the agency to complete the procurement. This is in contrast to a Purchase Requisition.Purchase Requisition:A request to obtain material or services. The requisition may include a suggested vendor from whom to make the purchase. A requisition does not constitute a purchase commitment or authorization.Purchasing:The term encompasses the entire range of the acquisition process, from determination of need, vendor selection and price determination to establishing terms and conditions, preparing the purchase order and follow up for timely delivery.Purchasing Ethics:Moral principles or code to be respected and followed by purchasing personnel. It prohibits breach of the public trust by use of one’s position for personal gain. It also discourages activity that may portray the appearance of impropriety.Qualified Products List: An exclusive list of materials or services that have been approved for use by meeting established specifications and/or by a standardized testing procedure.Quantity Discount:A reduction in unit price afforded by a vendor for large volume purchases.Quote or Quotation:A statement of price, description of materials or services and terms of sale offered by a vendor, often in response to a Request For Quotations (RFQ).Receiving:The function of accepting the delivery of materials.Request For A set of documents to solicit proposals from respondents. The RFP process Proposals (RFP):is used primarily for the contracting of services and when design or performance specifications cannot satisfactorily describe the required material or service. Price is one of several evaluation criteria used in determining the recommended vendor, which may include experience, prior contract references, financial viability and program management plan, among other factors.Request ForAn informal solicitation where verbal or written quotes are obtained fromQuotations: vendors without formal advertising or receipt of sealed bids. This method is used where the anticipated dollar level of expenditure does not exceed the threshold as established by statute, rule or policy.Requisition Number:A numeric system-assigned code number applied to the document for document identification and control purposes.Requisitioner:A person who initiates a Purchase Requisition. Also known as an Originator.Responsible Bidder:A bidder who has the capability in all respects to fully perform the requirements of the contract.Responsive Bidder:A bidder who has submitted a bid that conforms in every material respect to the requirements of the Invitation To Bid.Sealed Bid:A bid submitted in response to an Invitation To Bid. The bid is submitted in a sealed envelope to prevent disclosure until opened at a specified date, time and place.Sole SourceThe purchase of materials or services from a single vendor who possessesProcurement: the singular capability of providing the required material or service. Such purchases may be made from sources such as the Postal Service, the holder of a patent or copyright, a publisher, an exclusive agent, etc.Solicitation:A request for bids or quotes for the supply of required materials and services.Statement of Work A detailed description of the scope of work required by an established (SOW): contract.Tabulation:A written record of the responses of all bidders to an Invitation To Bid. Tabulations are usually posted with award recommendations and become a part of the public record.TechnicalSpecifications that establish the material and performance requirements Specifications: of materials or services.Term Contract:A contract established for a specified period of time for the supply of materials at a predetermined unit price. Termination ForCancellation of all or a portion of a contract due to the contractor’s inabilityCause: or refusal to perform in accordance with the terms of the contract.Termination For Cancellation of all or a portion of a contract due to the contractor’s bestConvenience:interest of the contracting entity, with no reflection on the contractor’s performance.Terms and Conditions:Also known as “T’s and C’s”. All contract language, including standard and special provisions. This also refers to all stipulations included in an Invitation To Bid.Two-Step Bidding:A bid process that is conducted in two phases. In the first phase submittals are requested from respondents. The submittals are evaluated and the responding firms are determined to be qualified or unqualified, based upon the evaluation criteria. Bids are then requested from the qualified bidders and low cost determines the recommendation for award.Unit of Measure:The standard issue or measure of any item or service, such as pound, each, pair, etc.Unit Price:The cost per unit of measure for any product or service.Vendor:A business or an individual who sells materials or services.Warranty:An assurance, either expressed or implied, that a product or service is truly represented and is suitable for the intended purpose.P-Card – ProfilesAdministrative - $750 Single TransactionFleet MaintenanceCredit Limit - $5,000Credit Limit - $10,000Single Transaction Limit - $750Single Transaction Limit - $750Daily Spending Limit - $5,000Daily Transaction Limit - $10,000MCC Settings: AdminDCSD1: AdminDCSD2MCC Settings: FLEETMAINT, FLEETMAIN2School Based - $750 Single Transaction$750 – Single TransactionCredit Limit - $5,000 Credit Limit - $5,000Single Transaction Limit - $750 Single Transaction Limit - $750Daily Spending Limit -$5,000Daily Spending Limit -$5,000MCC Settings: SchMeals; SchMeals1 MCC Settings: Sch; Sch1ExecutiveCredit Limit - $5,000Single Transaction Limit - NoneDaily Spending Limit - NoneMCC Settings: None (Cash Prohibited)MaintenanceCredit Limit - $5,000Single Transaction Limit - $750Daily Spending Limit - $5,000MCC Settings: DCSB4 MaintMeals – AdministrativeCredit Limit - $5,000Single Transaction Limit - $750Daily Spending Limit - $5,000MCC Settings: ADMEALS; ADMEALS1School BasedCredit Limit - $5,000Single Transaction Limit - $2,500Daily Spending Limit - $5,000MCC Settings: Sch; Sch1UnlimitedCredit Limit - $45,000Single Transaction Limit - $45,000Daily Spending Limit - $45,000MCC Settings: None (Cash Prohibited)P-Card - Food Purchase ProceduresThe following steps must be adhered to while making food purchases with the procurement card:Before a purchase is made, confirmation must be made that proper funding is available to make a food purchase.Any special approvals required prior to making a food purchase must still be obtained.*Title I Funds can only be used for food for parents.When verifying the charge in SAP after making the purchase, the following must be completed:The account assignment on the initial screen must be changed to reflect which proper account the charge is to be taken from.In the text field, it must be noted which program the food was purchased for.4.An itemized receipt for the food purchase must be submitted with the monthly statement to Business Services.*This does not include meals while traveling. Please contact me if you have any questions prior to making a food purchase.Board Member’s Use Of Procurement CardTITLE: Board Member’s Use of Procurement CardPOLICY:To facilitate the efficient operation of the Purchasing Department, and reduce the time required for processing reimbursements, Board members shall limit the use of their District-issued procurement cards to the following education-related expenses:Travel Expenses (pursuant to the District’s travel policies):Method of travel - includes airline tickets, rental cars, taxis and parking fees (but excludes gas purchases)Accommodations – includes hotel room, internet and faxConference Registration FeesB.No other use of the District-issued procurement cards is permitted.II.This policy, and reports of expenditures made via the procurement cards, shall be reviewed on a regular basis by the School Board.STATUTORY AUTHORITY: Section 1001.41(2), Florida StatutesLAW IMPLEMENTED: Section 1001.39, Florida StatutesADOPTED: November 3, 2008PURCHASING CARDPOLICIES AND PROCEDURESDuval County Public SchoolsPurchasing Card ProgramPolicies and ProceduresCONTENTSAugust 5, 2019PURPOSE2BACKGROUND2PROCEDURES21. Definitions32. How It Works43. Responsibilities54. Processes6Requesting a Purchasing Card6Modifying Purchasing Card Limits7Card Description7Using the Purchasing Card7Placing the Order7Paying for Supplies11Return and/or Exchanges, Credits, Disputes, & Erroneous Charges11Reporting a Lost or Stolen Purchasing Card13Purchasing Card Termination13Violations and Consequences13EXHIBITSPurchasing Card Application Form15Dispute Form 16Cardholder Acceptance Form17SAP INSTRUCTIONS18General Ledger (GL) Guide24PURPOSETo provide guidance on the proper use of the Duval County Public Schools Purchasing Card and establish policies which meet the following criteria:Provide an efficient and cost-effective method of purchasing and paying for goods and services not exceeding $ 750 per single purchase.Ensure Purchasing Card purchases are in accordance with the School District’s policies and procedures, and with Florida Statutes.Reduce time and money spent processing low dollar transactions.Ensure that the School District bears no legal liability from inappropriate use of Purchasing Cards.Provide for disciplinary action if the Purchasing Cards are misused.BACKGROUNDDuval County Public Schools is making available to certain District employees delegated authority to make purchases directly through a “Purchasing Card” system. This will allow schools/departments flexibility to purchase routine materials and supplies and to make travel arrangements.Certain controls have been developed for the Purchasing Card that do not exist in a traditional credit card. These controls ensure that the card is used only for specific purchases and within specific dollar limits. Also, certification by each cardholder is required for all purchases as well as authorization from the Approving Administrator. PROCEDURESThe Approving Administrator approving the assignment of a Purchasing Card will set two limits for each Cardholder: single purchase limit and billing cycle limit. The maximum limits shall be $ 750 for a single purchase and (as appropriate) during the billing cycle.A multiple item purchase may be made but the invoice cannot exceed $5,000 or the Cardholder's monthly limit if less than $5,000. Purchases over $5,000 must be made by Purchase Order under the School District’s Purchasing Policies and Procedures, unless previously approved by the Purchasing Card Administrator. DefinitionsApproving Administrator – Principal or Department Head whose signature will appear as authorization to pay and to set single purchase limit and billing cycle limit.Bank - The financial institution, which has entered into an agreement with the School District to provide the Purchasing Card Program (currently Bank of America).Billing Cycle - The monthly billing period that begins on a set date of each month and ends on the same day the following month, with a 14 day grace period before payment is due.Cardholder - Person named on the card that is authorized to make purchases.Cardholder Agreement – Visa’s terms and conditions that define Cardholder use of the Purchasing Card.Merchant Category Code (MCC) - A method to control where spending is allowed. All Visa merchants are assigned an industry specific MCC code, which the School District can restrict from Purchasing Card access. Once an MCC code is blocked, all merchants within that category will be declined.Monthly Limit - The maximum dollar value of charges a Cardholder is authorized to make during the billing cycle.Purchasing Card - A charge card issued to an employee for the purpose of making authorized purchases on the School District’s behalf. The Purchasing Card will have the School District's name, tax exemption number, Cardholder's name, and the expiration date of the card.Purchasing Card Administrator - The Purchasing Director or designee. This person is responsible for the administration of the Purchasing Card Program. The Purchasing Card Administrator can be reached in Purchasing Services at 858-4848.Single Purchase Limit - The maximum value of charges a Cardholder is authorized to make during a single transaction.How It WorksAn Approving Administrator authorizes the issuance of a Purchasing Card to an employee.The Purchasing Card Administrator coordinates issuance of the Purchasing Card to an employee.The Purchasing Card can be used at any vendor that accepts a Visa card. The vendor does not need to be a registered vendor or in SAP.A Cardholder presents goods or services for purchase to a vendor who accepts Visa. When making a purchase, be sure to: Receive any discounts or special pricing. Notify vendor of tax exemption. Get a receipt (Documentation)The vendor processes the card information to obtain authorization for the purchase.The Bank receives the transaction information electronically from Visa.The Bank verifies the account number and spending control limits on the card.The Cardholder receives SAP workflow e-mail for charge validation, directing where and how to log transaction into SAP Enterprise Software.The Cardholder maintains the receipt to verify transactions when a workflow notification is received via email. The receipt must be attached in SAP during the verification process. Receipts must be retained in your records until transaction is approved by Accounts Payable.Cardholder and Agents will receive 2 reminder emails to verify P-Card transactions. If a transaction is not verified within 2 business days of the first notification, a second email is sent. If the transaction is still not verified by 5th business day, a 3rd final email is sent. On the 6th day of non-verification the cardholder name is flagged for card suspension.The verified transaction will automatically flow to the cardholder’s manager for approval electronically. NOTE: Approvers will receive reminder emails if a transaction is not approved within 5 business days. The cardholder name is flagged for card suspension when not approved by 5th business day.The vendor receives payment for the merchandise usually within 3 days.Accounts Payable receives from the bank a consolidated monthly statement of all charges by the School District. Accounts Payable pays the consolidated statement from the Bank.ResponsibilitiesCardholder is responsible for the following:Making purchases in compliance with School District policies and procedures;Holding and securing the Purchasing Card and card number;Informing vendor of tax-exempt status prior to processing sale transaction;Ensuring merchant documentation is complete and available for every transaction;Determining and selecting appropriate G/L for items purchased (see G/L Accounts on page 25);Identifying and handling disputed charges and reporting discrepancies to vendor;Immediately reporting a lost or stolen card;Turning in card to the Purchasing Card Administrator upon resignation or termination.NOTE: For a list of funds that can be used with the P-Card, use the following transaction code on the SAP Easy Access Screen: y_sed_95000380Approving Administrators are responsible for ensuring the integrity of the Purchasing Card Program by:Approving Cardholder purchases through SAP workflow process;Reporting violations of the Purchasing Card Program to the Purchasing Card Program Administrator;Informing the Purchasing Card Program Administrator of Cardholder transfer, resignation, or termination and your own transfer, resignation, or termination.Purchasing Card Administrator is responsible for the following:Reviewing and communicating to the Bank all Purchasing Card requests and changes to card limits;Training Cardholders;Coordinating the issuance and cancellation of cards;Maintaining program policies and procedures, Cardholder guides and/or manuals and all Cardholder Application Forms;Maintaining a list of all current Cardholders;Coordinating and maintaining internal controls;Coordinating program policy issues;Participating in ongoing program reviews;Participating in resolving billing disputes;Monitoring program for compliance with all School District policies and procedures and recommending disciplinary action for cardholders with violation of policy to Approving Administrators;D. Bank is responsible for the following:Activating and deactivating Purchasing Cards at the request of the Purchasing Card Administrator;Paying suppliers;Controlling pre-defined Cardholder limits;Providing monthly statements and reporting information;Providing duplicate copies of sales receipts in case of disputed charges;Providing customer service.ProcessesRequesting a Purchasing CardPurchasing Cards will be issued to any School District employee designated by the Approving Administrator to have a card.All requests for Purchasing Cards must be submitted by the Approving Administrator to the Purchasing Card Administrator on a Purchasing Card Application Form (Exhibit 1). No credit checks are made against individual Cardholders.At the time of the request, the Approving Administrator must decide the cost center coding in which the Cardholder is authorized to expend. Refer to your school/cost center’s budget to determine the appropriate cost center coding for each Cardholder.Once the cost center coding is established, the only change to be made in the coding would normally be to the object number.The Purchasing Card Administrator will review the application and if approved, coordinate the issuance of the Purchasing Card with the bank.The Bank issues the Purchasing Card and mails it to the Purchasing Card Administrator. The Cardholder attends a mandatory Purchasing Card Program training session, signs the Cardholder Acceptance form, and receives a Purchasing Card and Visa Cardholder Agreement, and “Purchasing Card Policies and Procedures”.The Cardholder Agreement Form will be retained in Purchasing Services.B. Modifying Purchasing Card LimitsLimits will be raised to allow the following charges on the Purchasing Card: a) Conference Registration Fees, b) Airline Tickets, c) Hotel Chargesd) Field Trips.If any of these charges are above $750, contact the Purchasing Card Administrator. Any other requests for limit increases or any other requests will be handled on a case by case basis.The Purchasing Card Administrator reviews the request and if approved, coordinate the processing. NOTE:When a request is approved, the approval email from Purchasing must be attached during the transaction verification process.C. Card DescriptionThe Purchasing Card has been uniquely designed to avoid confusion with personal credit cards.Cardholder’s Name – The Cardholder’s name will be embossed on the card. Account Number & Cost Center Number – A 16-digit account number will tie all transactions to the Cardholder, as well as the cost center number, embedded in the magnetic strip on the back of the card.Sales Tax Exemption Number – The District’s tax exemption number will be printed on the card and serves as proof to the merchant that sales tax should not be charged. It is the responsibility of the Cardholder to make the vendor aware of this prior to processing the sale.D. Using the Purchasing Card – General InformationThe Cardholder may pick up supplies or services, or place an order for these by telephone, facsimile or electronically. E. Placing the Order: An order may be placed in person, by phone, fax, mail, or rm the merchant of the following information:This purchase is tax exempt. Tax-exempt #85-8013988912C-0 is printed on the card.Remind the merchant that this is a Duval County Public Schools purchase and should be accorded any applicable discountsGive the name as it appears on the card.Give accurate delivery information.Do not allow Cash On Delivery (COD) deliveries. Payment must be made at the time of ordering or pick-up by using the Purchasing Card.Request documentation showing description and cost of each item.Do not enter a purchase requisition into SAP when using the Purchasing Card.When placing a phone order, get order number and request a copy of the invoice or order.Prohibited Purchases: The Purchasing Card is to be used for School District authorized purchases only. The Purchasing Card shall not be used for any personal use. Do Not Purchase The Following Goods With The Purchasing Card:Personal PurchasesCash or Cash Type TransactionsSplit Purchases – (occurs when charges greater than $5,000 are placed on an individual’s card within 15 days to the same vendor.)Inappropriate Purchases: (unless previously approved)Alcoholic Beverages Capital Assets (valued at $750 and above)Cellular Phones & AccessoriesComputers or LaptopsConsultants/Contractual ServicesContracts requiring authorized signatureEntertainment (unless proper funds are available)Food (Schools are allowed to purchase food if proper funds are available)GamblingGas and Oil ProductsGift Certificates / Gift CardsIncentives (unless proper funds are available)Items Stocked in the District WarehouseHoliday Items (unless proper funds are available)IPODS / IPADSLegal ServicesMeals Service or Maintenance AgreementsTablets (Electronic)Any other restrictions that may be placed by the Approving AdministratorThe aforementioned items are not authorized for P-Card use. However, we recognize occasionally that it may be in the best interest of the district to allow these items to be purchased on the P-Card. If this determination is made, the P-Card Administrator will make the proper arrangements to allow for the purchase to be made with the P-Card.NOTE: For a list of funds that can be used with the P-Card, use the following transaction code on the SAP Easy Access Screen: y_sed_95000380Excluded Merchant TypesDo Not Purchase From The Following Merchant Types. An attempted purchase from these types of merchants will cause the transaction to be declined.Banks, Automated Teller Machines (ATM’s), Financial Institutions.Eating Places – restaurants, bars, cocktail lounges, nightclubs, fast food establishments.Betting, lottery, wages, beer, wine, tobacco, packaged liquor stores.Dating and escort services, counseling, massage parlors, health and beauty spas, computer dating.Any other purchases that are not appropriate expenditures for public funds. If there is a doubt, do not make the purchase.*If your Approving Administrator questions a purchase made by you, you must substantiate necessity or official use. Sales & Use Tax The School District is exempt from paying State of Florida sales and/or use tax, even if the purchase is made with the Purchasing Card. The School District sales tax exemption number is printed on the face of the Purchasing Card. Prior to processing the sale, it is the cardholder’s responsibility to make the vendor aware that the sale transaction will be sales tax exempt. If the vendor charges sales tax, the Cardholder must contact the vendor and obtain a credit equal to the amount of the sales tax. If the sales tax is not credited back to the card, the Cardholder may be responsible for refunding the District for Florida sales tax charged on their card that falls under the Florida Tax Exemption guidelines. Do not permit the vendor to issue cash to settle a sales tax error. Non-compliance may result in P-Card being temporarily plianceUse of the Purchasing Card does not relieve you from complying with Federal, State, Local laws, ordinances, regulations, or School Board policies and procedures.Conflict of InterestDo not make purchases from vendors that create a conflict of interest, (i.e., purchases from companies owned or operated by School District employee(s) and/or their relatives, etc.)Documenting Each TransactionEvery transaction must be validated in SAP within 2 business days of receiving the workflow e-mail. If P-Card charges are not validated within 2 business days after first workflow notification, a second e-mail notification will be sent. If the P-Card charges are still not validated within 3 business days from the second notification, a third and final e-mail notification will be sent. This is a reminder that your P-Card charges must be validated in SAP. Failure to comply may result in your P-Card being temporarily suspended until the transaction is verified in SAP.Every transaction must have valid and complete source documentation from the merchant.Valid Source documentation should be:A legible itemized receipt from the merchant; or one of the following:Order forms for dues, subscriptions, registrations, or similar items.An invoice showing credit card paymentAll documentation must include the following:Vendor identification (Merchant Name)Date the purchase was made.Description, quantity, and unit cost of each item purchased.Total cost of the order.Cardholder name and/or card number.What to do if there is no documentation:If the original documentation is lost, contact the merchant for duplicate. If the merchant will not provide the documentation, complete the P-Card Missing Receipt Affidavit located on the Purchasing Services website. Provide the above information along with a justification of the purchase and the loss of the documentation. Lack of original documentation is considered to be a Cardholder violation. Missing/Lost receipt affidavit must be attached in lieu of receipt during the transaction verification process.Declined Transactions:Possible Reasons For Decline and What To Do:Phone orders – The merchant may have recorded the card number and/or expiration date incorrectly. Have the merchant repeat this information before completing the order.The merchant’s 4-digit Merchant Category Code (MCC) is one of the District’s excluded codes.The transaction exceeds the monthly dollar limits. Check the dollar amount of the cardholder’s transactions that have been made to determine if the limits have been exceeded.When all else fails call P-Card Administrator in Purchasing Services at 858-4848.Keeping Track Of Orders Placed:Each Cardholder is encouraged to keep an order log for each billing cycle. Keeping track of orders placed will allow dollar limits to be tracked, follow-up on late deliveries, order problems, partial shipments and other order issues.Please note that late deliveries and partial shipments will be considered purchased and these orders may have already been paid. If the shipment is not received, a credit from the vendor is needed. Receiving and Inspecting The Goods:Inspect all goods immediately upon receipt. If there is a problem with the order, contact the merchant immediately. Keep notes on problems and their resolution including names, dates, and conversation results.F. Paying for SuppliesThe vendor usually is paid by the bank within 3 days of the order being placed.Accounts Payable will pay the consolidated statements within 14 days from the end of the billing cycle. The School District retains the right to dispute a purchase up to 60 days after the statement date in which the transaction occurred. Returns And/Or Exchanges, Credits, Disputes, and Erroneous ChargesThe Cardholder must attempt to resolve problems directly with the vendor. The vendor must issue a credit for billing errors, sales tax, defective supplies or unacceptable services, returned supplies or canceled orders. This credit should appear on the Cardholder's statement within 60 days. Do not permit the vendor to issue cash to settle a disputed amount. Under no circumstances may the employee accept cash.If the Cardholder is unable to resolve the issue with the vendor, or Cardholder's credit does not appear on the monthly statement up to 60 days, Cardholder should contact the Bank's Commercial Card Customer Service Group at (1-877-543-4453) to resolve the matter. This group may require the Cardholder to fax a Dispute Form (Exhibit 3). Instructions for Returns and/or ExchangesMake arrangements with the merchant before shipping an item for return. The merchant should provide a return authorization number.The merchant must credit a return. Any exchange must result in a new transaction. Exchange of like items, for example: different colors or replacement of damaged goods may not require a credit transaction.It is a merchant violation to refund cash for a credit card return. It is a Cardholder violation to accept cash.Document all returns and exchanges. This information may be needed for a formal dispute.Disputes: The following may be formally disputed with the Bank:Unauthorized charges, including unauthorized phone or mail order charges.Difference in amount authorized by Cardholder and amount charged by vendor.Duplicate charges.The account has not yet been credited but a voucher has been received from the merchant.Failure to receive goods.Returned merchandise.Unrecognized charges.Defective merchandise.When an account is in a dispute status, the Bank pays the Merchant the full amount of the charge and Duval County Public Schools pays the Bank the full amount of the charge and the disputed amount is charged to the Cardholder’s budget and included in calculating the available money for authorizations (monthly limits). However, disputed items are removed from all late charges, over-limit fees, past due amounts and calculations. After the item has been entered as a dispute, the Bank must determine who is responsible by researching the transaction including requesting a copy of the sales draft when necessary.If the problem is resolved between the merchant and the Cardholder while the item is in dispute, the Cardholder should write the solution agreed upon on the bottom of the Dispute Form that was previously faxed to the Bank, and fax it to the Bank as soon as possible.If the Cardholder is not responsible for the transaction, the dispute is settled for the Cardholder and the charge-back process will be initiated against the merchant by the Bank.If there continues to be problems with a particular merchant, the Cardholder should notify the Purchasing Card Administrator of the problems.NOTE: Each time a transaction is made with the Purchasing Card, the cardholder will receive a SAP workflow e-mail. This e-mail needs to be completed each time it is received, even if an item is being returned or disputed. Once the item is returned or the dispute ruled in the cardholder’s favor, a subsequent e-mail will be received that reflects the credit. The subsequent e-mail must be completed as well. Reporting a Lost or Stolen Purchasing CardIf a card is lost or stolen, the Cardholder must immediately notify the Bank’s customer service at (1-877-543-4453) and the Purchasing Card Administrator at 858-4848. Access to the card will be immediately blocked, and the Cardholder shall not be responsible for any charges after the card is reported lost or stolen. The Cardholder must provide the Bank with the purchasing card's 16-digit account number. The Bank will also require the Cardholder to submit written confirmation by fax or by mail of the card cancellation request reported verbally. A replacement card will be issued by the Bank and delivered to the Purchasing Card Administrator.Purchasing Card TerminationRevocation of Card: Purchasing Card privileges may be revoked upon the Cardholder's failure to follow School District policies and procedures. The Purchasing Card Administrator will coordinate the revocation of Purchasing Cards. The Purchasing Card Administrator will immediately notify the bank to cancel any such cards. Violations and Consequences:Personal PurchasesThe District must be reimbursed.This may result in the card being canceledViolation of this policy may be investigated and could result in termination and/or criminal prosecution. In the event of willful or neglectful default of this obligation, the District shall take any recovery action deemed appropriate, which is permitted by law.Cash or Cash Type TransactionsThe District must be reimbursed.This may result in the card being canceled.Violation of this policy may be investigated and could result in termination and/or criminal prosecution. In the event of willful or neglectful default of this obligation, the District shall take any recovery action deemed appropriate, which is permitted by law.Split Purchases (Charges greater than $5,000 placed on an individual’s card within 15 days to the same vendor.)Written warning is to be given to Cardholder.Cardholder may be required to obtain additional training on use of the program.Continued misuse may result in cancellation of the card.Purchases that exceed the Purchasing Card limitsWritten warning is to be given to Cardholder.Cardholder may be required to obtain additional training on use of the program.Continued misuse may result in cancellation of the card.Failure to Provide DocumentationAny violation of this policy may be investigated and could result in termination and/or criminal prosecution. Human error and patterns of chronic abuse will be taken into consideration.Cardholder is to receive a written warning upon the first offense.Cardholder may be required to receive additional training. Chronic abuse may result in cancellation of the card and will be investigated as a personal purchase.Purchases of items specifically prohibited by policyWritten warning is to be given to Cardholder.This may result in the card being cancelled.Violation of this policy may be investigated and could result in termination and/or criminal prosecution. In the event of willful or neglectful default of this obligation, the District shall take any recovery action deemed appropriate, which is permitted by law.Failure to comply with this policy may result in employee removal from the Purchasing Card Program and other disciplinary action as appropriate. *We reserve the right to waive any procedure within these Purchasing Card Policies and Procedures when it is in the best interest of the district when prior approval is granted.Duval County Public SchoolsPurchasing Card Application FormRequest to issue a DCPS Purchasing Card for:Employee NameDCPS Employee #Job Title /Position: Name of person to receive workflows: School/Department: Org Unit: (Formerly RC)Telephone: Fax: Account Information:Cost Center: G/L: Default Functional Area: (Note: May be changed when verifying charges.)Address for Billing:School/Department Mailing AddressFL CityState ZipApproving Administrator Signature: Printed Name: Date: Title: Return to: Purchasing Services, #3003 or fax to 858-4868Exhibit 1BANK OF AMERICA COMMERCIAL CREDIT CARDDISPUTE FORM(Please print or type)CARDHOLDER INFORMATIONPurchasing Card No._________________________Name______________________Address_______________________________________________________________City _______________________________________State_____________Zip_______DISPUTE REASON__ Credit not posted (attach credit slip) __ Charge not authorized__ Duplicate Posting __ Merchandise not received__ Erroneous amount (attach sales slip) __ Return merch.-no credit received__ Other __ Purchase request canceled on ________MERCHANT INFORMATIONDate of transaction ________________Statement amount of transaction$_________Merchant Name __________________Correct amount of transaction$_________DESCRIBE DISPUTE: MAIL DISPUTES TO:1. Bank of America, P.O. Box 15184, Wilmington DE 19850-5184, TELEPHONE 1-877-543-44532. Purchasing Card Administrator, Purchasing Services FAX: 858-4868Cardholder SignatureDateTitlePhone No.Exhibit 2Duval County Public SchoolsCardholder Acceptance FormI AGREE TO THE FOLLOWING REGARDING THE USE OF THE DUVAL COUNTY PUBLIC SCHOOLS PURCHASING CARD ASSIGNED TO ME FOR OFFICIAL SCHOOL DISTRICT BUSINESS ONLY.I understand that I am being entrusted with a valuable tool and will be making financial commitments on behalf of Duval County Public Schools and will strive to obtain the best value for the School District.I understand that under no circumstances will I use the Purchasing Card to make personal purchases either for others or myself. Willful intent to use the Purchasing Card for personal gain or unauthorized use may result in disciplinary actions up to and including termination of employment and prosecution to the extent permitted by law.I will follow Florida Law, purchasing policies of Duval County Public Schools, and the established guidelines for using the Purchasing Card. Failure to do so may result in either revocation of my card privileges and/or other disciplinary action.I have been provided a copy of the Purchasing Card Policies & Procedures at the training session on _______________, and understand the Purchasing Card Program. I have been given an opportunity to ask questions to clarify my understanding of the Program.I agree to review and reconcile transactions timely and will maintain all applicable information and receipts.I understand that a lost or stolen card must be reported immediately by telephone to BANK OF AMERICA at 1-877-543-4453 (24 hours a day, 7 days a week). A report of the lost or stolen card must also be made to the Purchasing Card Administrator by the beginning of the next business day.I understand that I must surrender my card upon termination of employment or transfer at which time no further use of the card is authorized.I agree that, should I violate the terms of this Agreement, I will be subject to disciplinary action up to and including termination of employment and that I will reimburse the District for all incurred charges and any costs related to the collection of such charges._______________________________________________________________Cardholder Name (Print)School/Department_______________________________________________________________________Cardholder SignatureDateExhibit 3P-Card Instructions – Step 1Use P-cardReceive email requesting verification:15240015303500Double click the link in the email - An SAP log in box will appear.Type in your SAP User Name and PasswordGo to Step 2Note: If you are already logged into SAP, after double clicking , you will not get a log in box. SAP will automatically create another session with the P-Card document.Go to Step 2.P-Card Instructions – Step 22000257048500For Single Account AssignmentChange the G/L Account NumberVerify the Cost Center (Cost Ctr), change if needed.Click on the Detail Account Assignment icon - Puzzle piece Go to Step 3GENERAL LEDGER ACCOUNTSTravel (In-State)Travel (Out-of-State)Hotel – 630332Hotel – 630333Airplane Ticket – 630332Airplane Ticket – 630333Conference Registration – 630334Conference Registration – 630334Rental CarFurniture & EquipmentIn County – 630331660642Out of County – 660332Examples Include:Out of State – 630333PrintersScannersChairsCamerasPostageSupplies630371650510Audio Visual MaterialsComputer Hardware660622 (Less Than $750)660644 (Less Than $750)Dues & FeesSoftware670730660692 (Less Than $750)P-Card Instructions – Step 2 cont.200025762000For Multiple Account AssignmentsEnter Gross Amount for first AssignmentChange G/L Account for Item 1 Verify Cost Center (Cost Ctr), change if needed for Item 1On next line, enter Gross Amount of second assignmentEnter G/L and Cost Center for Item 2Continue for each multiple account assignment.Click on the Detail Account Assignment icon - Puzzle piece Go to Step 3P-Card Instructions – Step 31428754445000Type in reason for purchase in Text FieldVerify the Functional Area is correct – change if necessary.Type in detail of purchase in Material Description (this will be an itemized list of the charge)Enter QuantityEnter Unit of Measure (UoM)Enter PriceIf there are multiple items in this purchase, list them individually under Material Description.If more than nine lines are needed, scroll to the bottom of the page and click ?to add a line.? Click once for each additional line needed. Keep in mind that the screen will only show 9 items.? An item you have already entered may not show on the screen. Use the scroll bar on the right to see all entries.3524251079500If this is for a Single Account Assignment – click the green Back button go to Step 4If this is for Multiple Account Assignments – click the Next Item button and repeat Step 3 for each Account Assignment. Then go to Step 4P-Card Instructions – Step 41238256350000Click the box next to Charges Verified.Click the Save button .SAP will return a screen with a message at the bottom that lists your document number.Your P-Card verification has been successful and this process is complete.For detailed instructions use the DCPS Help Screens. To access the help screens, once in the SAP document, use the top menu bar and select Help then DCPS Help. MAINTENANCEPURCHASINGCARDPROCEDURESDuval County Public SchoolsPurchasing Card ProgramPolicies and ProceduresMaintenanceCONTENTSMarch 3, 2011PURPOSE….2BACKGROUND.....2PROCEDURES….21. Definitions.…32. How It Works.…43. Responsibilities.…54. Processes.…6Requesting a Purchasing Card.…6Modifying Purchasing Card Limits.…7Card Description.…7Using the Purchasing Card.…7Placing the Order.…7Reconciling Monthly Statements...10Paying for Supplies or Services...11Return and/or Exchanges, Credits, Disputes, & Erroneous Charges..11Reporting a Lost or Stolen Purchasing Card..12Purchasing Card Termination...13Violations and Consequences...13EXHIBITSCardholder Acceptance FormDispute FormPURPOSETo provide guidance on the proper use of the Duval County Public Schools Purchasing Card and establish policies which meet the following criteria:Provide an efficient and cost effective method of purchasing and paying for goods and services not exceeding $750 per single purchase.Ensure Purchasing Card purchases are in accordance with the School District’s policies and procedures, and with Florida Statutes.Reduce time and money spent processing low dollar transactions.Ensure that the School District bears no legal liability from inappropriate use of Purchasing Cards.Provide for disciplinary action if the Purchasing Cards are misused.BACKGROUNDDuval County Public Schools is making available to certain District employees delegated authority to make minor purchases directly through a “Purchasing Card” system. This will allow Maintenance personnel flexibility to purchase small routine materials and supplies.Certain controls have been developed for the Purchasing Card that do not exist in a traditional credit card. These controls ensure that the card is used only for specific purchases and within specific dollar limits. Also, certification by each cardholder is required for all purchases as well as authorization from the Foreman. PROCEDURESThe Foreman approving the assignment of a Purchasing Card will set two limits for each Cardholder: single purchase limit and billing cycle limit. The maximum limits shall be $750 for a single purchase and (as appropriate) during the billing cycle.A multiple item purchase may be made but the invoice cannot exceed $5,000 or the Cardholder's limit if less than $5,000. Purchases over $5,000 must be made by Purchase Order under the School District’s Purchasing Policies and Procedures. DefinitionsBank - The financial institution, which has entered into an agreement with the School District to provide the Purchasing Card Program (currently Bank of America).Billing Cycle - The monthly billing period that begins on a set date of each month and ends on the same day the following month, with a 14 day grace period before payment is due.Cardholder - Person named on the card that is authorized to make purchases.Cardholder Agreement – Visa’s terms and conditions that define Cardholder use of the Purchasing Card.Foreman – Supervisor whose signature will appear as authorization to pay and to set single purchase limit and billing cycle limit.Merchant Category Code (MCC) - A method to control where spending is allowed. All Visa merchants are assigned an industry-specific MCC code, which the School District can restrict from Purchasing Card access. Once an MCC code is blocked, all merchants within that category will be declined.Monthly Limit - The maximum dollar value of charges a Cardholder is authorized to make during the billing cycle.Purchasing Card - A charge card issued to an employee for the purpose of making authorized purchases on the School District’s behalf. The Purchasing Card will have the School District's name, tax exemption number, Cardholder's name, and the expiration date of the card.Purchasing Card Administrator - The Purchasing Director or designee. This person is responsible for the administration of the Purchasing Card Program. The Purchasing Card Administrator can be reached in Purchasing Services at 858-4848.Single Purchase Limit - The maximum value of charges a Cardholder is authorized to make during a single transaction.How It WorksA Foreman authorizes the issuance of a Purchasing Card to an employee.The Purchasing Card Administrator coordinates issuance of the Purchasing Card to an employee.A Cardholder presents goods or services for purchase to a vendor who accepts Visa.The vendor processes the card information to obtain authorization for the purchase.The Bank receives the transaction information electronically from Visa.The Bank verifies the account number and spending control limits on the card.The Cardholder receives the merchandise and a copy of the receipt.The cardholder gives detailed original receipts daily to the Foreman who will in turn maintain the original receipt for monthly remittance.The Foreman receives SAP workflow e-mail directing where and how to log transaction into SAP Enterprise Software.The vendor receives payment for the merchandise within 3 days.The Foreman receives a monthly memo statement for each cardholder.The Foreman reconciles all purchases and credit activity to the memo statement and attaches all original receipts.The cardholder will sign the monthly memo statement verifying that they indeed made the charges on the statement.The Foreman signs the memo statement then forwards the memo statement and attached merchant documentation to Business Services. Accounts Payable receives a monthly consolidated statement for the School District.Accounts Payable pays the consolidated statement to the Bank.ResponsibilitiesCardholder is responsible for the following:Making purchases in compliance with School District policies and procedures;Holding and securing the Purchasing Card and card number;Informing vendor of tax exempt status prior to processing sale transaction;Ensuring original merchant documentation is complete and available for every transaction;Reviewing the monthly statement that includes transactions during the cycle period for accuracy within (7) seven days of receipt;Signing the monthly statement. Immediately reporting a lost or stolen card. Turning in card to the Purchasing Card Administrator upon transfer, resignation, or termination.Foremen are responsible for ensuring the integrity of the Purchasing Card Program by:Ensuring authorized Cardholders in department are aware of guidelines and follow the guidelines;Reviewing the monthly statement that includes transactions during the cycle period;Approving the statement for Cardholder purchases;Identifying and handling disputed charges and reporting discrepancies to vendor;Reporting violations of the Purchasing Card Program to the Purchasing Card Program Administrator;Informing the Purchasing Card Program Administrator of Cardholder transfer, resignation, or termination and your own transfer, resignation, or termination.Purchasing Card Administrator is responsible for the following:Reviewing and communicating to the Bank all Purchasing Card requests and changes to card limits;Training Cardholders;Coordinating the issuance and cancellation of cards;Maintaining program policies and procedures, Cardholder guides and/or manuals and all Cardholder Application Forms;Maintaining a list of all current Cardholders;Pursuing supplier discount opportunities;Evaluating Purchasing Card feedback from suppliers;Coordinating and maintaining internal controls;Coordinating program policy issues;Participating in ongoing program reviews;Participating in resolving billing disputes;Monitoring program for compliance with all School District policies and procedures and recommending disciplinary action for cardholders with violation of policy to Foremen;Monitoring the program’s aggregate monthly spending relative to the aggregate established credit limit with the Bank for potential required increases;Internal Auditing is responsible for conducting periodic audits and reporting findings.Bank is responsible for the following:Activating and deactivating Purchasing Cards at the request of the Purchasing Card Administrator;Paying suppliers;Controlling pre-defined Cardholder limits;Providing monthly statements and reporting information;Providing duplicate copies of sales receipts in case of disputed charges;Providing customer service.ProcessesRequesting a Purchasing CardPurchasing Cards will be issued to School District employees who frequently purchase goods or services.All requests for Purchasing Cards must be submitted by the Foreman to the Purchasing Card Administrator on a Purchasing Card Application Form. No credit checks are made against individual Cardholders.The Purchasing Card Administrator will review the application and if approved, coordinate the issuance of your Purchasing Card with Bank of America.The Bank issues the Purchasing Card and mails it to the Purchasing Card Administrator. The Purchasing Card Administrator will write "See photo ID" in the signature space on the back of each card. The Cardholder attends a mandatory Purchasing Card Program training session, signs the Cardholder Acceptance form, and receives a Purchasing Card and Visa Cardholder Agreement, and “Purchasing Card Policies and Procedures”.The Cardholder Agreement Form will be retained in Purchasing Services.Modifying Purchasing Card LimitsIf a purchase is greater than $750, the Foreman must be contacted for approval. If approved, the Foreman will contact the cardholder. Card DescriptionCardholder’s Name – The Cardholder’s name will be embossed on the card and “See Photo ID” will be written on the magnetic strip on the back, requiring ID to be shown to the cashier. Account Number & Cost Center Number – A 16 digit account number will tie all transactions to the Cardholder, as well as the cost center number, embedded in the magnetic strip on the back of the card.Sales Tax Exemption Number – The District’s tax exemption number will be printed on the card and serves as proof to the merchant that sales tax should not be charged. It is the responsibility of the Cardholder to make the vendor aware of this prior to processing the sale.The Purchasing Card has been uniquely designed to avoid confusion with personal credit cards.D.Using the Purchasing Card – General InformationThe Cardholder may pick up supplies or services, or place an order for these by telephone, facsimile or electronically. Internet purchases must be made over a secured transmission. No back ordering is allowed when using the Purchasing Card. E.Placing the Order: An order may be placed in person, by phone, fax, mail, or rm the merchant of the following information:This purchase is tax exempt. Tax-exempt #85-8013988912C-0 is printed on the card.Remind the merchant that this is a Duval County Public Schools purchase and should be accorded any applicable discountsGive the name as it appears on the card.Give accurate delivery information.Do not allow Cash On Delivery (COD) deliveries. Payment must be made at the time of ordering or pick-up by using the Purchasing Card.Request documentation showing description and cost of each item.When placing a phone order, get order number and request a copy of the invoice or order.Telephone Orders: The Cardholder must confirm that the vendor will charge the Purchasing Card when shipment is made so that receipt of the supplies may be certified on the monthly statement. This is also a requirement of the vendor’s contract with Visa.Prohibited Purchases: The Purchasing Card is to be used for School District authorized purchases only. The Purchasing Card shall not be used for any personal use. Do Not Purchase The Following Goods With The Purchasing Card:Personal PurchasesCash or Cash Type TransactionsSplit Purchases – using multiple transactions to stay within spending limits.Inappropriate Purchases:Airline TicketsAlcoholic BeveragesBuilding RepairsCapital Equipment Cellular PhonesComputersConsultants/Contractual ServicesContracts requiring authorized signatureEntertainmentFurniture or Equipment greater than $749.99GamblingGas and Oil ProductsGifts or Gift CertificatesHotelsItems Stocked in the District WarehouseLegal ServicesMeals (Will be reimbursed through established travel procedures) Medical ServicesRegistrationsService or Maintenance AgreementsToolsVehicle Expenses – example: fuel products, auto parts and repairsAny other restrictions that may be placed by the ForemanExcluded Merchant TypesDo Not Purchase From The Following Merchant Types. An attempted purchase from these types of merchants will cause the transaction to be declined.Banks, Automated Teller Machines (ATM’s), Financial Institutions.Eating Places – restaurants, bars, cocktail lounges, nightclubs, fast food establishments.Betting, lottery, wages, beer, wine, tobacco, packaged liquor stores.Dating and escort services, counseling, massage parlors, health and beauty spas, computer dating.Any other purchases that are not appropriate expenditures for public funds. If there is a doubt, do not make the purchase.*If your Foreman questions a purchase made by you, you must substantiate necessity or official use. Misuse of the Purchasing Card shall be subject to the immediate revocation of Purchasing Card privileges. Resolution of situations involving improper use of the Purchasing Card will be handled by the appropriate authority in accordance with School District Policies and Procedures, and reported to the Purchasing Director.Sales & Use Tax The School District is exempt from paying any State of Florida (and generally all other states’) sales and/or use tax, even if the purchase is made with the Purchasing Card. The School District sales tax exemption number is printed on the face of the Purchasing Card. Prior to processing the sale, it is the cardholder’s responsibility to make the vendor aware that the sale transaction will be tax exempt. If the vendor charges sales tax, the Cardholder must contact the vendor and obtain a credit equal to the amount of the sales tax. Do not permit the vendor to issue cash to settle a sales tax error. If you have a problem with any vendor about sales or any other tax, please contact the Purchasing Card plianceUse of the Purchasing Card does not relieve you from complying with Federal, State, Local laws, ordinances, regulations, or School Board policies and procedures.Conflict of InterestDo not make purchases from vendors that create a conflict of interest, (i.e., purchases from companies owned or operated by School District employee(s) and/or their relatives, etc.)Documenting Each TransactionEvery transaction must have valid and complete source documentation from the merchant.Valid Source documentation should be:A receipt and card transaction slip from the merchant; and one of the following:A packing slip, listing individual items and cost for each, at the time of delivery.Order forms for dues, subscriptions, registrations, or similar items.An invoice showing credit card paymentAll documentation must include the following:Vendor identification (Merchant Name)Date the purchase was made.Description, quantity, and unit cost of each item purchased.Total cost of the order.Cardholder name and/or card number.Declined Transactions:Possible Reasons For Decline and What To Do:Phone orders – The merchant may have recorded the card number and/or expiration date incorrectly. Have the merchant repeat this information before completing the order.The merchant’s 4-digit Merchant Category Code (MCC) is one of the District’s excluded codes.The transaction exceeds the monthly dollar limits. Check the dollar amount of the cardholder’s transactions that have been made to determine if the limits have been exceeded.When all else fails call P-Card Administrator in Purchasing Services at 858-4848.F.Reconciling Monthly StatementsThe Bank will provide the Cardholders with monthly memo statements for verification of charges and reconcilement. The Cardholder must verify receipt of goods or services for all purchase transactions on the monthly memo statement and match each one to corresponding supporting documentation (such as invoices, charge slips, receipts and packing slips). The Cardholder must also verify all credit transactions were processed. Upon fully reconciling the monthly statement, the Cardholder submits a signed copy of the memo statement with the original merchant documentation to the Foreman who will review, sign, and forward to Business Services within seven (7) days.G.Paying for Supplies The vendor is paid by the bank within 3 days of the order being placed.Accounts Payable will pay the consolidated statements within 14 days from the end of the billing cycle. The School District retains the right to dispute a purchase up to 60 days after the statement date in which the transaction occurred.H.Returns And/Or Exchanges, Credits, Disputes, and Erroneous ChargesThe Cardholder must attempt to resolve problems directly with the vendor. The vendor must issue a credit for billing errors, sales tax, defective supplies or unacceptable services, returned supplies or canceled orders. This credit should appear on the Cardholder's statement within 60 days. Do not permit the vendor to issue cash or store credit to settle a disputed amount. Under no circumstances may the employee accept cash or a store credit.If the Cardholder is unable to resolve the issue with the vendor, or Cardholder's credit does not appear on the monthly statement up to 60 days, Cardholder should contact the Bank's Commercial Card Customer Service Group at (1-877-543-4453) to resolve the matter. This group will require the Cardholder to fax a Dispute Form (Exhibit 3). A copy of the Dispute Form must also be sent to the Purchasing Card Administrator.Instructions for Returns and/or ExchangesMake arrangements with the merchant before shipping an item for return. The merchant should provide a return authorization number.The merchant must credit a return. Any exchange must result in a new transaction. Exchange of like items, for example: different colors or replacement of damaged goods may not require a credit transaction.It is a merchant violation to refund cash for a credit card return. It is a Cardholder violation to accept cash.Document all returns and exchanges. This information may be needed for a formal dispute.Disputes: If you dispute any charges on your statement, immediately bring to the attention of the Foreman. The following may be formally disputed with the Bank:Unauthorized charges, including unauthorized phone or mail order charges.Difference in amount authorized by Cardholder and amount charged by vendor.Duplicate charges.The account has not yet been credited but a voucher has been received from the merchant.Failure to receive goods.Returned merchandise.Unrecognized charges.Defective merchandise.When an account is in a dispute status, the Bank pays the Merchant the full amount of the charge and Duval County Public Schools pays the Bank the full amount of the charge and the disputed amount is charged to the Cardholder’s budget and included in calculating the available money for authorizations (monthly limits). However, disputed items are removed from all late charges, over-limit fees, past due amounts and calculations. After the item has been entered as a dispute, the Bank must determine who is responsible by researching the transaction including requesting a copy of the sales draft when necessary.If the problem is resolved between the merchant and the Cardholder while the item is in dispute, the Cardholder should write the solution agreed upon on the bottom of the Dispute Form that was previously faxed to the Bank, and fax it to the Bank as soon as possible.If the Cardholder is not responsible for the transaction, the dispute is settled for the Cardholder and the charge-back process will be initiated against the merchant by the Bank.If there continues to be problems with a particular merchant, the Cardholder should notify the Purchasing Card Administrator of the problems.I.Reporting a Lost or Stolen Purchasing CardIf a card is lost or stolen, the Cardholder must immediately notify the Foreman. If the card is lost or stolen during non-work hours, the Bank’s customer service must be immediately notified at 1-877-543-4453. Access to the card will be immediately blocked, and the Cardholder shall not be responsible for any charges after the card is reported lost or stolen. The Bank will require the Cardholder to submit written confirmation by fax or by mail of the card cancellation request reported verbally. A replacement card will be issued by the Bank and delivered to the Purchasing Card Administrator.J.Purchasing Card TerminationRevocation of Card: Purchasing Card privileges may be revoked upon the Cardholder's failure to follow School District policies and procedures. The Foreman and the Purchasing Card Administrator will coordinate the revocation of Purchasing Cards. The Purchasing Card Administrator will immediately notify the bank to cancel any such cards.The Foreman will obtain the revoked Purchasing Card from the employee.The Foreman must destroy the returned Purchasing Card by cutting it in two and must deliver it to the Purchasing Card Administrator. Terminated Employees: The Foreman will immediately notify the Purchasing Card Administrator of terminated employees. The Purchasing Card Administrator is required to notify the Bank to cancel the card of a terminated employee within 24 hours of such termination.During the exit interview, the Foreman will obtain the Purchasing Card from the terminated employee. The Foreman must notify the Purchasing Card Administrator when Purchasing Cards belonging to terminated employees are not returned.The Foreman must destroy returned purchasing cards by cutting the cards in two and must deliver them to the Purchasing Card Administrator. K.Violations and Consequences:Personal PurchasesThe District must be reimbursed immediately.Violation of this policy may be investigated and could result in termination and/or criminal prosecution. In the event of willful or neglectful default of this obligation, the District shall take any recovery action deemed appropriate, which is permitted by law.Cash or Cash Type TransactionsThe District must be reimbursed immediately.Violation of this policy may be investigated and could result in termination and/or criminal prosecution. In the event of willful or neglectful default of this obligation, the District shall take any recovery action deemed appropriate, which is permitted by law.Split Purchases (Items costing above $750, split between transactions.)Written warning is to be given to Cardholder.Cardholder is required to obtain additional training on use of the program.Failure to Provide Original DocumentationAny violation of this policy may be investigated and could result in termination and/or criminal prosecution. Human error and patterns of chronic abuse will be taken into consideration.Cardholder is to receive a written warning upon the first offense.Cardholder may be required to receive additional training. Chronic abuse may result in cancellation of the card and will be investigated as a personal purchase.Purchases of items specifically prohibited by policyWritten warning is to be given to Cardholder.Violation of this policy may be investigated and could result in termination and/or criminal prosecution. In the event of willful or neglectful default of this obligation, the District shall take any recovery action deemed appropriate, which is permitted by law.Failure to comply with this policy may result in employee removal from the Purchasing Card Program and other disciplinary action as appropriate.BANK OF AMERICA COMMERCIAL CREDIT CARDDISPUTE FORM(Please print or type)CARDHOLDER INFORMATIONPurchasing Card No._________________________Name______________________Address_______________________________________________________________City _______________________________________State_____________Zip_______DISPUTE REASON__ Credit not posted (attach credit slip) __ Charge not authorized__ Duplicate Posting __ Merchandise not received__ Erroneous amount (attach sales slip) __ Return merch.-no credit received__ Other __ Purchase request canceled on ________MERCHANT INFORMATIONDate of transaction ________________Statement amount of transaction$_________Merchant Name __________________Correct amount of transaction$_________DESCRIBE DISPUTE: MAIL DISPUTES TO:1. Bank of America, P.O. Box 15184, Wilmington DE 19850-5184, TELEPHONE 1-877-543-44532. Purchasing Card Administrator, Purchasing Services FAX: 858-4868Cardholder SignatureDateTitlePhone No.Exhibit 1Duval County Public SchoolsCardholder Acceptance FormI AGREE TO THE FOLLOWING REGARDING THE USE OF THE DUVAL COUNTY PUBLIC SCHOOLS PURCHASING CARD ASSIGNED TO ME FOR OFFICIAL SCHOOL DISTRICT BUSINESS ONLY.I understand that I am being entrusted with a valuable tool and will be making financial commitments on behalf of Duval County Public Schools and will strive to obtain the best value for the School District.I understand that under no circumstances will I use the Purchasing Card to make personal purchases either for others or myself. Willful intent to use the Purchasing Card for personal gain or unauthorized use may result in disciplinary actions up to and including termination of employment and prosecution to the extent permitted by law.I will follow Florida Law, purchasing policies of Duval County Public Schools, and the established guidelines for using the Purchasing Card. Failure to do so may result in either revocation of my card privileges and/or other disciplinary action.I have been provided a copy of the Purchasing Card Policies & Procedures at the training session on _______________, and understand the Purchasing Card Program. I have been given an opportunity to ask questions to clarify my understanding of the Program.I agree to review and reconcile transactions timely and will maintain all applicable information and receipts.I understand that a lost or stolen card must be reported immediately by telephone to BANK OF AMERICA at 1-877-543-4453 (24 hours a day, 7 days a week). A report of the lost or stolen card must also be made to the Purchasing Card Administrator by the beginning of the next business day.I understand that I must surrender my card upon termination of employment or transfer at which time no further use of the card is authorized.I agree that, should I violate the terms of this Agreement, I will be subject to disciplinary action up to and including termination of employment and that I will reimburse the District for all incurred charges and any costs related to the collection of such charges._______________________________________________________________Cardholder Name (Print)School/Department_______________________________________________________________________Cardholder SignatureDateExhibit 2202501527305004000310515center 3300095000 42000326390017500176022045000015229932594610PURCHASING SERVICESVENDORHANDBOOK00PURCHASING SERVICESVENDORHANDBOOKDCPS Vendor HandbookGeneral GuidelinesThe Purchasing Services Department is responsible for administering and enforcing purchasing policies and procedures in the acquisition of materials and services for Duval County Public Schools (DCPS). The following guidelines are pertinent to conducting business with this district and must be adhered to:In most instances, requests for prices of commodities and/or services and the obligation of budgeted school district funds will be made by Purchasing Services. Under certain circumstances, Purchasing Services may delegate this authority in accordance with school district policy. Purchases made by DCPs employees without prior authorization will not obligate the school district for payment. Such purchases will be considered personal in nature and the vendor shall seek payment from the individual.Purchasing Services retains full authority to question the quantity, quality and nature of materials and/or services requested in order that the interests of the school district are being served.Other than advertising novelties, acceptance of personal gifts by any DCPS employee is prohibited. Additionally, employees shall not receive tangible or intangible benefit or profit from any transaction made on behalf of the school district.Purchases will only be made from suppliers who demonstrate adequate financial strength, high ethical standards and a record of adhering to specifications, maintaining shipping promises and providing a full measure of service.All bidders will be afforded the opportunity to bid and compete on equal terms and conditions. Every effort will be made to make purchases on the basis of quality, service, and price.Purchase orders will not be issued when there is evidence of collusion or a conflict of interest. In any instance where this is apparent, the Director of Purchasing Services will refer to the issue to the appropriate law enforcement agency.Contacting Purchasing ServicesThe Purchasing Services Department is located at 4880 Bulls Bay Highway, Jacksonville, FL 32219. The main office telephone number is (904) 858-4848. The Purchasing Services Department web page may be accessed at .Current and prospective vendors are encouraged to periodically present themselves to the Buyer responsible for their commodities or services. However, unannounced visits are discouraged. To assure the appropriate staff member is available; it is recommended that appointments be made by contacting Purchasing Services. Vendors are prohibited from visiting schools or operating departments prior to communicating with Purchasing Services personnel. When appropriate, Purchasing Services staff will refer sales representatives to schools and departments.How the District BuysFormal Sealed BidsMost competitive purchases with an estimated cost exceeding the bid threshold amount as established by the State Department of Education (DOE) are made by the use of formal sealed bids. Written technical specifications that describe commodity or service are developed together with general and special conditions and the complete Invitation to Bid package is available to all interested vendors.Vendors may obtain information on current (active) bids in the following ways:Check the legal advertisement section of “Financial News & Daily Record”, for our bid advertisements.Visit our office at 4880 Bulls Bay Highway, Jacksonville, Florida 32219. A listing of current bids is maintained on the bulletin board in the main lobby.Onvia DemandStar is our bid distribution agency. You may request copies of bids by calling 1-800-711-1712 or emailing . There is a nominal fee for bid documents.Log on to our website at purchasing . Click on BID INFORMATION and follow the directions.BID PACKAGES ARE NOT MAILED TO VENDORS FROM PURCHASING SERVICES. Interested vendors may obtain copies either by telephoning Onvia at the number shown above or by picking them up in person from the Purchasing Services office.Bids and proposals are publicly opened at a specified date, time and place. All responsive bids or proposals are reviewed by an evaluation committee, consisting of a member of the Purchasing staff and a representative group of staff members involved in the use of the commodity or service. The committee presents its recommendation to the Superintendent who when required, in turn makes recommendation of award to the School Board in formal session for their review and consideration. The School Board reserves the authority to make the ultimate determination of award.Recommendations for award are made on the basis of the lowest responsive and responsible bidders as determined by the evaluation committee. For the purpose of evaluation, the term RESPONSIVE may be defined as a bidder whose bid: conforms to the specifications; adheres to the required delivery timeframes; has a clearly stated price which does not require conversion or interpretation; is not contingent upon the award of other bids currently under consideration; is accompanied by a bid surety, if required; is received within the allotted time; and contains no escalation clause. The term RESPONSIBLE may be defined as a bidder who demonstrates or has demonstrated: financial stability; the necessary production capacity; a willingness and ability to provide technical support and service; and prior experience involving the subject commodity or service.NOTE: Notices of award recommendations are NOT sent to unsuccessful bidders prior to School Board approval. The information is posted as described herein. It is the vendor’s responsibility to obtain this informationInformal PurchasesMany purchases with estimated costs below the bid threshold amount are made by soliciting written quotations from a minimum of three (3) suppliers. Award is made by the appropriate Buyer, based upon quality, timeliness of delivery, suitability for the intended purpose, cost and any other pertinent factors.Routine purchases with very low estimated costs are often processed directly. However, solicitation of written or verbal quotes may be requested at the discretion of the Director of Purchasing Services or a designee.Exempt PurchasesCertain purchases are exempt from competitive solicitation requirements. Examples of exempt purchases include, but are not limited to: purchases from active bids of other political subdivisions or from existing contracts and agreements established by the State Department of Management Services; test and testing material; information technology resources; instructional services; and purchases of materials from a sole providerDispute of Formal Sealed BidsBid tabulations with award recommendations for formal sealed bids will be posted on the bulletin board at the main reception area outside the Purchasing Services offices. Posting of recommendations serves as the official notification for the purposes of this section. Any actual or prospective bidder, proposer or contractor who is aggrieved in connection with the solicitation or award of a contract may file a protest and shall deliver its written notice of protest to the Hearing Officer no later than two (2) working days after bid opening o4r after recommendation of award. The written protest with documentation shall be delivered to the Hearing Officer no later than 2 p.m. on the 4th calendar day immediately following the bid opening or receipt of notice of intent to award recommendation as is appropriate. If that day is a Duval County School Board non-workday, the protest shall be delivered no later than 9 a.m. the next DCPS workday. Protests shall be presented with specificity, and every issue shall be fully documented. After the allotted time has passed without protest, the School Board will not consider any subsequent protest as valid.Bidders ListsDuval County Public Schools has entered into an agreement with Onvia DemandStar to provide automatic notification to prospective suppliers whenever an Invitation To Bid (ITB) or Request For Proposals (RFP) is released. Business firms that subscribe to the Onvia service receive notices of the availability of ITB’s and RFP’s for categories in which they have registered. To have your company placed on the list of prospective bidders, contact Onvia at or calling 1-800-711-1712. Prospective subscribers are advised there is a fee to subscribe to the Onvia service. However, your subscription assures notification of available bidding opportunities with the District. This notification system will provide prospective suppliers a choice of delivery methods for immediate access to these documents.Purchasing Services does not mail copies of ITB/RFP documents to prospective suppliers or maintain bidder’s lists by using Vendor Application Forms.As a prospective supplier, your participation in the Onvia network offers a number of important benefits:You will receive automatic notification of Bids and RFPs released by Duval County Public Schools;You can receive this notification by either e-mail or by fax;You will have immediate access to bid/RFP documents and be able to download documents relevant to your business from the Internet;As other Duval County governmental entities enter into similar agreements with Onvia, you will also be able to receive automatic notification of their procurement opportunities;As additional features of the Onvia network become available, including an internet-based quotation system, your company will be positioned to take advantage of additional opportunities to do business with the District.As a prospective supplier, participation in the Onvia network is not a mandatory requirement for doing business with DCPS. You will still be able to get information about our Bids/RFPs by monitoring publications for our legal ads and by logging on to the District’s Web Site.However, unless you register with Onvia, you may not receive personal notification of any Bid/RFP opportunities.Should you have any further questions regarding this subject, please call Purchasing Services at (904) 858-4848.If your company requests and receives an ITB or RFP, it is imperative you either submit a positive response or return a statement of no bid showing the reason. Failure to respond will be considered an indication that your firm does not wish to conduct business with Duval County Public panies wishing to receive Requests For Quotations (RFQ) for purchases below the formal bid threshold are advised to contact the appropriate Purchasing Services personnel to assure their interest is known. RFQ’s are solicited from interested vendors on a rotating basis to afford an opportunity of business for all known suppliers.SpecificationsITB’s which contain specifications for the required items are available and may be obtained as described elsewhere in this booklet. It is the purpose of specifications to accurately describe the commodity or service to be purchased.In some instances a brand name or names may be used. This is not intended to restrict bidding, but rather to establish the quality of material or service required, unless the term “Only” or No Substitute” appears on the Bid Proposal Form. The phrase “Or Acceptable Substitution” may be used in conjunction with a brand name to allow the offering of alternative items. However, it is the responsibility of the bidder to prove the substitution is comparable to the specified item in quality and suitability for the intended purpose. The District reserves the right of final determination of acceptability.When you receive an Invitation To Bid (ITB), read the terms, conditions and specifications carefully. Any alteration or deviation from them may render your bid non-responsive.The Bid Proposal FormIf you are able to provide the item(s) to be purchased, complete the Bid Proposal Form contained in the ITB. Prices must be stated in units of measure specified in the bid. In the event of a discrepancy between the unit price and total price, the unit price shall govern. In the event of a discrepancy between a numerical price and a written price, the written price shall govern.Be certain your bid is properly signed by an authorized agent of the firm. Unsigned bids will be considered non-responsive.Submitting a BidAll formal bids must be submitted in a sealed envelope and must be properly identified as indicated in the Instructions To Bidders. Bids may be delivered personally or by mail. Formal bids submitted by telephone, telegram, e-mail of facsimile are NOT acceptable. It is the bidder’s sole responsibility to assure their bid is received at the designated office by the date and time required. Bids received after the designated date and time will be returned to the bidder unopened.Noncompliant BidsBids received which do not comply with the requirements as set forth in the ITB/RFP will not be considered for award. Areas of noncompliance are as follows.Failure to complete and/or return any required portion of the Bid Proposal FormManual signature not originalCompletion in pencilErasures or use of correction fluid/tape on price or quantity columnsAny other provision in the ITB/RFP which is not adhered to.Bid OpeningsAll bid openings are public and we invite the general public as well as interested vendors to attend. Bids are opened at the location, date and time as indicated in the ITB/RFP. If multiple bids are to be opened, they will be opened in sequence by bid number. Bids are read aloud upon the request of anyone in attendance. Tabulations are posted in the general area as soon as is practicable for public review. After Award, bid tabulations are available for review at the bid information website, as listed elsewhere in this handbook.Samples and Descriptive LiteratureAll prospective bidders should examine the Instructions To Bidders to determine if a product sample and/or descriptive literature is required to be submitted. For bids received on items to be considered as substitutes for the brand/make/model listed, DCPs reserves the right to require descriptive literature and/or samples, even if not specifically called for in the bid. When required, samples must be provided at no cost or obligation to the school district. Upon completion of award, vendors may retrieve, at their own cost, any sample not destroyed by testing. Samples not retrieved within thirty (30) days of bid award may be considered as donations to the school district.Product EvaluationFor any product which has performed unsatisfactorily, the vendor will be notified as to the nature of the problem. The product may be excluded from consideration in future purchases. Upon prior approval from Purchasing Services, a vendor may submit samples of products to test by actual usage in lieu of products currently in use. Any such samples are to be submitted at the vendor’s sole risk and expense. No liability or obligation will be incurred by DCPS as a result of accepting such samples.From time to time, Purchasing Services may advertise to known product suppliers of the intent to accept samples for testing to establish a Qualified Product List (QPL). The methods of testing will be publicized and all vendors will have the opportunity to submit their product(s) for evaluation. The resulting QPL, consisting of the products which have successfully completed testing, will then be used as the only acceptable products in any subsequent bid. Items not found on the QPL would not be considered for award.After the establishment of a QPL, any vendor who wishes to have their product added much complete the testing at their own expense and present the test results to Purchasing Services. If the product successfully completed the testing, it will be included in subsequent bids.Delivery DatesA definite number of days for delivery after receipt of order should be stated by the bidder. Delivery time is important and may be used as a factor in determining a bid award.Delivery dates are considered to be firm and any deviation must be approved by Purchasing Services. Unless otherwise agreed upon, all deliveries are to be F.O.B. Destination.Rejection of BidsDuval County Public Schools reserves the right to reject any or all bids, request new bids, consider alternate bids meeting the general specifications and waive any informalities. DCPS also reserves the right to award bids on an individual, multiple, lump sum or low total basis for those items deemed to best suit the needs of the school district. Additionally, award may be withheld on any bid due to budgetary limitations.Public RecordEach bid tabulation with award recommendation(s) is posted in the Consolidated Service Center main lobby. Copies of tabulations are sent, as requested, upon action by the School Board. Completed bid files may be reviewed by contacting Purchasing Services for an appointment to review the documents in the presence of a purchasing staff member. Copies of documents contained within the file are available for a nominal charge.Suspension and DebarmentThe School Board may debar vendors for various infractions of acceptable business practices for a period not exceeding three (3) years. Those vendors so debarred will be prohibited from conducting ANY business with DCPS for the duration of their debarment period. The director of Purchasing Services has the authority to suspend a vendor from consideration for award of contracts for a period of time not to exceed (3) months.The causes for suspension and/or debarment include, but are not limited to:Conviction of a criminal offense relative to a public or private contract or subcontract, or in the performance of such contract or subcontractConviction under state or federal statutes indicative of a lack of business integrity or honesty, such as embezzlement, theft, forgery, bribery, records falsification or records destructionConviction under antitrust statutes arising out of the submission of bids or proposalsDebarment by another governmental entityAny other cause that the Director of Purchasing Services deems to be as serious and compelling as to adversely affect the vendor’s responsibility as a DCPS contractor.Office of Economic Opportunity (OEO)The Office of Economic Opportunity (OEO) promotes the economic development and growth of Small/Micro Business Enterprises (SBEs) and Minority/Women Business Enterprises (M/WBEs). The OEO strives to ensure that local SBEs and M/WBEs have the maximum opportunity to do business with the Duval county Public Schools and to provide equal opportunity for all segments of the contracting community.All procurements will be made in accordance with the provisions of the DCPS Office of Economic Opportunity. Any additional information regarding the OEO Programs may be obtained by visiting oeo or by contacting the office at (904) 585-1480.TaxesDuval County Public Schools is exempt from most taxes imposed by the State of Florida or the Federal Government. The tax exemption number is printed on the face of each purchase order. A copy of the tax exemption certificate can be furnished upon request. Tax exempt status is afforded to the District in making direct purchases. Vendors who purchase materials for use by DCPS are NOT exempt from paying taxes.Vendor InvoicingTo receive prompt payment for products or services provided, the vendor must submit an itemized invoice showing the appropriate unit prices and extension and the purchase order number to:Duval County Public SchoolsATTN: Accounts Payable, 2nd Floor1701 Prudential DriveJacksonville, FL 32207Invoice PaymentPayment of invoices will be made after:Materials and/or services are received and certified by the appropriate school or departmentInspection of items for conformity to specificationsCompletion of any additional requirements as found in the ITB or on the purchase orderInvoice has been received by Accounts PayableCompliance with applicable terms of the Vendor Handbook. ................
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