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Document
Establishing an Effective Supplier Diversity Program
Year Created: 2022
DOCUMENT
POL - OA4 Scrap and Surplus Procedures 2004
- YEAR CREATED: 2004
- ENTITY TYPE: County
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Management
- Policies and Procedures
The document is a section of the Broward County Administrative Code that outlines the procedures and regulations related to surplus and scrap reporting, cost data certification, audit rights, compliance with state and federal requirements, supply management, pre-litigation resolution of controversies, and protests based on alleged deviation from established committee procedures.
The document states that cost data provided in any cost proposals must be certified by the contractor to be accurate, complete, and current. Invoices for incurred costs must be documented by paid receipts, copies of checks, or other evidence that the costs were actually incurred. The County has the right to audit the books and records of any contractor under any contract, except when they are totally based on a firm, fixed price. Such books and records must be maintained by the contractor for a period of three years from the date of final payment under the prime contract.
In contracts financed by federal or state grant funds, all requirements set forth in the grant documents or in the law, rules, and regulations governing the grant must be satisfied. The cost principles of the grantor shall be used to the extent that they differ from those of the County.
The Purchasing Division has the authority to authorize the relocation of excess supplies within the County Administration and set a reasonable price for reimbursement. Surplus personal property that has been declared surplus by the Board of County Commissioners or its designee, the Director of Purchasing, must be disposed of in accordance with Florida Statutes and the requirements of the Broward County Administrative Code. The disposal of surplus personal property to the public and private business entities, for value, must be done through auction or sealed bids. Surplus personal property without commercial or market value may be disposed of in a manner approved by the Director of Purchasing.
The document also outlines the procedures for the sale or disposal of surplus County vehicles. Vehicles valued at less than $5,000 may be donated to government entities located within Broward County, while vehicles valued at more than $5,000 must be sold at auction or through a competitive bid. Nonprofit organizations seeking vehicle donations must follow the procedures outlined in the Broward County Administrative Code.
Lastly, the document includes a section on the pre-litigation resolution of controversies. It states that any actual or prospective bidder or offeror who has a substantial interest in and is aggrieved in connection with the solicitation or proposed award of a contract may protest to the Director of Purchasing. Protests arising from the decisions and votes of Selection/Negotiation or Selection/Evaluation Committees are limited to protests based on alleged deviation(s) from established Committee procedures.