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Document
Establishing an Effective Supplier Diversity Program
Year Created: 2022
DOCUMENT
POL - Policy and Procedures Manual Example 2008
- YEAR CREATED: 2008
- ENTITY TYPE: County
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Management
- Policies and Procedures
The document is a section of the Office of Purchasing Policies and Procedures Manual. It includes information on various procedures related to purchasing and procurement.
The first section discusses the preparation of bid tabulation sheets and the conversion of these sheets into PDF files for insertion on the web page. It also outlines the preparation of a list of all respondents for a project, including their contact information. Additionally, it mentions the preparation of a transmittal memorandum for sending responses to the project engineer.
The second section focuses on the PDQ (Procurement Directly and Quickly) card review process. It explains that county employees are issued PDQ cards for direct purchases of goods and services under $5,000. The responsibilities and actions of various parties involved in the PDQ card review process are outlined, including the user agency, PDQ cardholders, agency program coordinator, and PDQ coordinator. The section also mentions the retention of purchase logs and supporting documentation for a minimum of three years.
The third section discusses the assignment of performance and payment bond requirements for formal solicitations. It explains the purpose of performance bonds and when they are required. It also mentions specific instances where performance bonds are required, such as for construction projects or high dollar commodities. The section outlines the responsibilities of the purchasing administrator and the buyer in setting performance bond requirements and evaluating bids for compliance. It further states that if the service is construction, a standard construction agreement should be used along with other necessary documentation.
The fourth section provides guidelines for piggybacking contracts, which involves using another jurisdiction's contract for procuring goods and services under the same pricing, terms, and conditions. The responsibilities of the buyer or user agency and the support technician are outlined, including obtaining copies of the jurisdiction's contract and contractor's response, and drafting a letter to the contractor for a signed agreement and other necessary documentation.
Overall, the document provides detailed procedures and guidelines for various aspects of purchasing and procurement within the organization, including bid tabulation, PDQ card review, performance and payment bond requirements, and piggybacking contracts. It also emphasizes the importance of retaining purchase logs and supporting documentation for a minimum of three years.