Policy Text
\n\n--- Page 1 ---\n\nSEMINOLE COUNTY SHERIFF'S OFFICE NUMBER:
G - 12
GENERAL ORDER
RESCINDS:
SUBJECT: Procurement Management
EFFECTIVE: November 14, 1994
REVISED: May 2, 2019
Table of Contents:
I. Purpose
II. Scope
III. Purchasing Ethics
IV. Governing Authority
V. Definitions
VI. Purchasing Thresholds
VII. Purchasing Process
VIII. Contracts
IX. Protest Procedure
X. Purchasing Card
XI. Grant Purchases
I. PURPOSE:
It is the Sheriff’s Office policy to make all purchases in accordance with generally accepted governmental
purchasing practices consistent with the laws of the State of Florida. The primary goal is to procure
necessary goods and services in a manner to maximize the purchasing power of public funds while
promoting fair and open competition. The purpose of this General Order is to set forth the policy governing
public procurement within the Sheriff’s Office.
II. SCOPE:
This General Order shall apply to each expenditure of public funds by any Sheriff’s Office employee,
regardless of the source of the funds. When the purchase involves the expenditure of grant or special
revenue funds, any applicable Federal or State regulations will apply. Where not inconsistent with law, the
Sheriff may waive any provision of these policies when it is determined there is a valid public purpose,
including but not limited to the protection of the public’s best interest or the need to protect the health,
safety or welfare of the citizens of Seminole County or Sheriff’s Office Employees.
III. PURCHASING ETHICS:
The Sheriff’s Office strives to maintain strong and enduring relationships with vendors of proven ability
and those who desire to meet its needs. To accomplish this, purchasing activities will be conducted so that
vendors will place a high value on Sheriff’s Office business and make every effort to meet these
requirements on the basis of quality, service and price. The avoidance of actual or apparent conflict of
GENERAL ORDER
Procurement Management
G-12 PAGE 1 of 20\n\n--- Page 2 ---\n\ninterest is a prime requisite to the efficient and sound operation of the Sheriff’s Office and the maintenance
of the public trust.
A. Conduct and business relations with vendors will be as follows:
1. During interviews with vendors, no employee may comment on a preference for any
product or service; provide information or comment regarding performance or price of
any vendor or service provider which might in any way give one vendor an advantage
over another vendor; or infer that the Sheriff’s Office is predisposed toward selection of a
particular vendor or embarrass the Sheriff’s Office.
2. All vendors will be given a full, fair, prompt and courteous hearing.
3. An open and competitive environment will be maintained.
4. Consistent purchasing policies and principles will be maintained.
5. The confidence of the vendor and their company as to proprietary information will be
respected, where applicable.
6. The Sheriff’s Office will not give a competitive advantage to any vendor.
7. Vendors shall be provided an equal opportunity to submit quotes on a competitive basis.
Care shall always be taken to avoid imposing on a vendor’s time when it is known that
bids will be requested and open to all.
8. No Sheriff’s Office employee shall accept gifts from a vendor that violates the provisions
of State law.
9. No Sheriff’s Office employee or volunteer shall participate in the selection, award or
administration of a contract if he or she has a real or apparent conflict of interest. Such a
conflict of interest would arise when the employee or volunteer, any member of his or her
immediate family, or an organization which employs or is about to employ any of the
parties indicated herein, has a financial or other interest in or a tangible personal benefit
from a firm considered for a contract.
B. The Sheriff’s Office will not tolerate circumstances that produce, or reasonably appear to produce,
conflicts between the personal interest of any employee, volunteer or representative of the
Sheriff’s Office and the interest of the Sheriff’s Office. Accordingly, the Sheriff’s Office may
terminate at no charge to the Sheriff’s Office any purchase order or contract if it is found that gifts
or gratuities were offered to a Sheriff’s Office employee, volunteer or representative. Any
Sheriff’s Office employee or volunteer that is found to have an undisclosed conflict of interest will
be subject to discipline as per General Order #35.
IV. GOVERNING AUTHORITY:
The Seminole County Sheriff is responsible for enforcing the laws of the State of Florida and Seminole
County. The duly elected Sheriff establishes and enforces the policies of the Seminole County Sheriff’s
Office including purchasing policies. The Sheriff’s purchasing authority is derived from Florida State
Statute Chapter 30 and applicable Florida Attorney General Opinions.
V. DEFINITIONS:
The following is a list of definitions of purchasing terms used within this general order. These terms are
defined herein so as to provide a common understanding by all.
GENERAL ORDER
Procurement Management
G-12 PAGE 2 of 20\n\n--- Page 3 ---\n\nBid:
A quotation of price for goods and/or services in response to an invitation to offer a price. These
quotations may be formal or informal.
Commodity:
Supplies, materials, goods, merchandise, equipment and other personal property.
Contract:
An agreement for the purchase, lease, or sale of goods, services or real property.
Contractor:
A person or firm who contracts to sell goods and/or services.
Contractual Services:
The furnishing of labor, time or effort by a vendor to produce a work product.
Division Head:
The Captain/Director in charge of an operational or support Division within the Sheriff’s Office.
Emergency Purchase:
A purchase made prior to the issuance of a purchase order because of circumstances that were unforeseen
and could not have been anticipated. An emergency affects the health, welfare or safety of the public,
inmates or employees.
Formal Bid:
A written sealed quotation of price for goods and/or services submitted in response to a written invitation or
legal advertisement for bid. Formal bids are done through the Procurement and Agreements Section of the
Fiscal Services Division.
Formal Quote:
A written quotation of price for goods and/or services submitted in response to a written invitation for
quote. Formal quotes are done through the Procurement and Agreements Section of the Fiscal Services
Division.
Free on Board (FOB):
Seller is required to place goods aboard the equipment of a transportation carrier without cost to the buyer.
The term FOB must be qualified by the location, such as shipping point, destination, etc. All Sheriff’s
Office purchases should be classified as FOB destination.
Informal Quote:
A written quotation of price for goods and/or services in response to a written or verbal “Request for
Quote”. Informal quotes are done through the user division. Copies of informal quotes are to be attached to
the purchase requisition.
Invoice:
An itemized list submitted by a vendor showing the goods and/or services rendered, date of delivery of
such goods and/or services and specifying the price for same.
Purchase Order:
A formal agreement between the Sheriff’s Office and the vendor to acquire goods and/or services.
Request for Proposals:
A written request for proposals and/or qualifications from interested vendors that may or may not require
pricing information.
GENERAL ORDER
Procurement Management
G-12 PAGE 3 of 20\n\n--- Page 4 ---\n\nRequest for Quote:
A verbal or written request sent to prospective vendors asking for price quotes for goods and/or services.
Requisition:
A written request to the Fiscal Services Division requesting a purchase order for goods and/or services to
be purchased. Requisitions will include copies of all quotes received and any other necessary explanatory
documentation.
Single Source Vendor:
Selection of a vendor based on the standardization of goods and/or services, s