Procurement Policy - Chapter 3: §3-201 to §3-211

Methods of source selection, competitive sealed bidding, and competitive sealed proposals

§3-201 Methods of Source Selection

(1) Unless otherwise authorized by law or policy, all County contracts shall be awarded by one of the following methods:

(a) §3-202 (Competitive Sealed Bidding)
(b) §3-203 (Competitive Sealed Proposals)
(c) §3-204 (Small Purchases)
(d) §3-205 (Sole Source Procurements)
(e) §3-206 (Emergency Procurements)
(f) §3-207 (Special Procurements)
(g) §3-208 (Noncompetitive Procurements)
(h) §3-209 (Other Forms of Procurement)
(i) §3-210 (Purchasing Card Program)
(j) §3-211 (Fuel Card Program)
(k) §5-205 (Architectural, Engineering, and Other Professional Services)

(2) Preferred Source Selection Methods
Except as otherwise provided in this policy or applicable law, all procurements of supplies and services, individually or collectively for a project or ongoing need, in which the total expenditure is reasonably estimated to be greater than $50,000.00 in a fiscal year or calendar year, shall be made in accordance with §3-202 (Competitive Sealed Bidding) or §3-203 (Competitive Sealed Proposals); provided, however, that the Board of County Commissioners shall have the authority to waive the competitive sealed bid or competitive sealed proposal requirements if it deems it advisable to do so. Procurements related to infrastructure facilities and services (construction) shall be made in accordance with Section 5 (Procurement of Infrastructure Facilities and Services).

(3) Choice of Source Selection Method
The Director of Procurement, after consulting with the Using Agency, shall have the discretion and final authority to select the source selection method that is deemed to be in the County’s best interest for each procurement.

§3-202 Competitive Sealed Bidding

(1) Conditions for Use
The preferred procurement method for procurements not involving construction and/or professional services shall be Competitive Sealed Bidding; therefore, all contracts not involving construction and/or professional services shall be awarded by Competitive Sealed Bidding except as otherwise provided in this Policy.

(2) Invitation for Bids
An Invitation for Bids shall be issued and shall include a purchase description, and all contractual terms and conditions applicable to the procurement.

(3) Public Notice
Adequate public notice of the Invitation for Bids shall be given a reasonable time prior to the date set forth therein for the opening of bids. Such public notice shall be in accordance with Florida Law (if applicable) and in the form and manner prescribed by the Director of Procurement through regulation. The Director of Procurement may require different types of public notice depending on the size and nature of the procurement. Such notice may include, but is not limited to, publication in a newspaper of general circulation, in a newspaper of local circulation or targeted circulation pertinent to a specific procurement, in industry media, electronic vendor lists, government publications designed for giving public notice, and/or through the internet, County web site, or other publicly accessible electronic media.

(4) Bid Opening
Bids shall be opened publicly in the presence of one or more witnesses at the time and place designated in the Invitation for Bids. The amount of each bid, and such other relevant information as may be specified by regulation, together with the name of each bidder shall be recorded; the record and each bid shall be open to public inspection in accordance with Florida Law. Bids submitted and opened through electronic means shall not require the presence of witnesses.

(5) Bid Acceptance and Bid Evaluation
Bids shall be accepted without alteration or correction, except as authorized in this Policy or accompanying Procedures. The evaluation may include consideration of ability, quality, capacity, skill, delivery time, past performance, sufficiency of financial resources, compliance with applicable laws and ordinances, suitability for a particular purpose, and other criteria set forth in the Invitation for Bids. Those criteria that will affect the bid price and be considered in evaluation for award shall be objectively measurable, such as discounts, transportation costs, and total or life cycle costs. The Invitation for Bids shall set forth the evaluation criteria to be used. No criteria may be used in the evaluation that are not set forth in the Invitation for Bids.

(6) Correction or Withdrawal of Bids; Cancellation of Awards
Correction or withdrawal of inadvertently erroneous bids before or after award, or cancellation of awards or contracts based on such bid mistakes, shall be permitted in accordance with the procedures promulgated by the Director of Procurement. After bid opening, no changes in bid prices or other provisions of bids prejudicial to the interest of the County or fair competition shall be permitted. Except as otherwise provided by regulation, all decisions to permit the correction or withdrawal of bids, or to cancel awards or contracts based on bid mistakes, shall be supported by a written determination made by the Director of Procurement.

(7) Award
The contract shall be awarded with reasonable promptness by written notice to the lowest responsive and responsible bidder whose bid meets the requirements and criteria set forth in the Invitation for Bids.

(8) Multi-Step Sealed Bidding
When it is considered impractical to initially prepare a purchase description to support an award based solely on price, an Invitation for Bids may be issued requesting the submission of unpriced qualifications-based or technical offers to be followed by a request for pricing, which is limited to those bidders whose offers have been qualified under the criteria set forth in the first solicitation.

§3-203 Competitive Sealed Proposals

(1) Conditions for Use

(a) A contract may be entered into by competitive sealed proposals when the Director of Procurement determines that the use of competitive sealed bidding is not practicable, practical, not advantageous, and/or where price will not be the primary factor for determining award.
(b) Procedures may provide that it is either not practicable or not advantageous to the County to procure specified types of supplies, services, or construction by competitive sealed bidding.
(c) Contracts for the design-build, design-build-operate-maintain, or design-build-finance-operate-maintain project delivery methods specified in Section 5 (Procurement of Infrastructure Facilities and Services) shall be procured in accordance with Hillsborough County Ordinances and Laws, Part A, Chapter 2, Article VI, Division 2, entitled Design-Build Contracts.

(2) Request for Proposals
Proposals shall be solicited through a Request for Proposals.

(3) Public Notice
Adequate public notice of the Request for Proposals shall be given in the same manner prescribed in §3-202(3) (Competitive Sealed Bidding, Public Notice).

(4) Receipt of Proposals
Proposals shall be opened so as to avoid disclosure of contents to competing offerors. A list of proposers shall be prepared in accordance with the procedures and shall be open for public inspection as provided for by Florida Law. Proposals submitted through electronic means shall be received and handled in such a manner that the requirements of this section can be readily met.

(5) Evaluation Criteria
The Request for Proposals shall state the relative importance of price and other criteria. The evaluation may include, but is not limited to, consideration of ability, technical approach, quality, capacity, skill, delivery time, past performance, sufficiency of financial resources, compliance with applicable laws and ordinances, suitability for a particular purpose, and other criteria set forth in the Request for Proposals. No criteria may be used in the evaluation that are not set forth in the Request for Proposals.

(6) Discussions with Responsible Offerors and Revisions to Proposals
As provided in the Request for Proposals, and in accordance with applicable procedures, discussions may be conducted with the responsible offerors who submit proposals determined to be reasonably susceptible of being selected for award for the sole purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. All offerors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers. Discussions, for the purpose of negotiating an award, shall only be held with the highest-ranked offeror who is determined to have submitted the most advantageous proposal to the County, taking into consideration price and the evaluation factors set forth in the Request for Proposals. In the event, an agreement cannot be reached with the highest-ranked offeror, the Director of Procurement shall formally terminate such discussions and, if deemed by the Director of Procurement to be in the County’s best interest, begin discussions with the next highest-ranked offeror, and so on, until an agreement is reached.

(7) Award
Award shall be made to the responsible offeror whose proposal conforms to the solicitation and is determined, in writing, to be the most advantageous to the County taking into consideration price and the evaluation factors set forth in the Request for Proposals. No other factors or criteria shall be used in the evaluation. The contract file shall contain the basis on which the award is made. Written notice of the award of a contract to the successful offeror shall be promptly given to all offerors.

(8) Debriefings
The Director of Procurement is authorized to provide, or authorize others to provide, debriefings that furnish the basis for the source selection decision and contract award.

§3-204 Small Purchases

(1) Generally
Except as otherwise provided in this policy (Sole Source Procurements, Emergency Procurements, Special Procurements, Noncompetitive Procurements, etc.) or applicable law, all procurements of supplies, services, and construction, individually or collectively for a project or ongoing need, in which the total expenditure is reasonably estimated to be $50,000.00 or less in a fiscal year or calendar year, shall be considered a small purchase and may be made in accordance with Small Purchase procedures without observing the procedures prescribed for Competitive Sealed Bids (§3-202), Competitive Sealed Proposals (§3-203), or other formal procedures. Procurement requirements shall not be artificially divided so as to constitute a small purchase under this Section.

(2) Small Purchases over $10,000.00 and not exceeding $50,000.00
Any small purchase that is reasonably estimated to exceed $10,000.00, but not exceed $50,000.00, individually or collectively for a project or ongoing need in a fiscal year or calendar year, shall, whenever possible and reasonable, require solicitation of informal quotations. The Procurement Staff shall solicit written quotations for purchases of $10,000.00 or more using a vendors list that is current and openly available to all interested vendors. All quotations for purchases over $10,000.00 shall be confirmed in writing. Award shall be made to the lowest, responsive, and responsible vendor. Procurement requirements shall not be artificially divided so as to avoid the competitive requirements prescribed in this Section.

(3) Small Purchases of $10,000.00 or less
Small purchases of $10,000.00 or less shall not require competition; however, in the interest of maximizing value and proper stewardship of public funds, competitive informal quotations should be secured whenever possible and reasonable. Award should be made to the lowest, responsive, and responsible vendor that is able to provide the requested goods and/or services in a timely manner. Procurement requirements shall not be artificially divided so as to avoid the competitive requirements prescribed in this Section.

(4) Authority to Require Quotations
Whenever deemed to be in the County’s best interest, the Director of Procurement, at his/her discretion, retains and shall have the authority to require the solicitation of written quotations regardless of the purchase amount.

(5) Authority to Impose Micro-Purchase Threshold
Where a procurement involves the expenditure or anticipated expenditure of federal assistance or contract funds, the Director of Procurement shall have the authority to impose a micro-purchase threshold (§11-302) to comply with federal law and authorized regulations, which are mandatorily applicable. Additionally, the Director of Procurement shall have the authority to impose a micro-purchase threshold on certain County departments, divisions, agencies, offices, etc., if ongoing or routine expenditures of federal assistance or contract funds are reasonably anticipated.

§3-205 Sole Source Procurements

Unless otherwise prohibited by law, a contract may be awarded for a supply, service, or construction item without competition when the Director of Procurement determines in writing that there is only one reasonable source for the required supply, service, or construction item. The Director of Procurement shall conduct or authorize negotiations as to price, quantity, delivery, and other pertinent terms. All negotiations shall be conducted in a manner that favors the public’s best interest and maintains the County’s integrity. A notice of intent to award a sole source procurement shall be publicly posted as set forth in Hillsborough County Code of Ordinances and Laws, Part A, Chapter 2, Article VI, Division 3, entitled Hillsborough County Procurement Protest Policy and Procedures.

(1) Conditions for Use of Sole Source Procurements
Sole source procurement is not permissible unless a requirement is available from only a single supplier. A requirement for a particular proprietary item or service does not justify a sole source procurement if there is more than one potential bidder or offeror for that item. So as to maintain the integrity of the process and spirit of this Policy, a sole source procurement may not be caused by unexcused delays, failure to plan, or other inaction by Using Agencies. The determination as to whether a procurement will be made as a sole source shall be made by the Director of Procurement. Such determination and the basis therefor shall be in writing. The Director of Procurement may specify the application of such determination and the duration of its effectiveness. In cases of reasonable doubt, competition should be solicited. Any request by a Using Agency that a procurement be restricted to one potential contractor shall be accompanied by an explanation as to why no other bidder or offeror will be suitable or acceptable to meet the need.

(2) Examples of Sole Source Procurements
Sole Source Procurements may include, but are not limited to the following:

(a) Only one manufacturer makes the item meeting salient specifications; that manufacturer only sells direct/exclusively through one regional/national representative.
(b) A particular item or service is required to maintain interchangeability or compatibility as a part of an existing integrated system, and the item or service is only reasonably available from one source.
(c) A particular supply or service is required in order to standardize or maintain standardization for the purpose of reducing financial investment or simplifying administration.
(d) A particular material is required to match materials in use, so as to produce visual harmony.
(e) Maintenance, services, parts, and/or warranties for existing vehicles, equipment, systems, etc., provided by the original equipment manufacturer (OEM) or an authorized agent provided that multiple agents are not available to provide the same.
(f) Procurement when only a single supplier in a market is licensed or authorized to service or sell a specific product line of required products provided the product line is determined to be sole source or noncompetitive.
(g) Unique expertise, background in a recognized field of endeavor, the result of which may depend primarily on the particular individual's or firm’s invention, imagination, or talent. Service provider must have advanced or specialized knowledge, and/or significant expertise gained over an extensive period of time in a specialized field of work.
(h) Special or professional services that are unique, require special skills or training, and securing competition is neither practical or practicable including, but not limited to, arborists, auditors, actuaries, court reporters, interior decorators, appraisers, insurance consultants, insurance administrators, real estate brokers/associates, title insurance agents, financial advisors, and certified public accountants.
(i) Educational, training, and professional development services and materials provided to County employees.

(3) Negotiation in Sole Source Procurements
The Procurement Staff shall conduct negotiations, as appropriate, as to price, delivery, and terms.

(4) Record of Sole Source Procurements
A record of Sole Source Procurements shall be maintained in accordance with §3-704 (Record of Procurement Actions Taken Under §3-205 (Sole Source Procurements), §3-206 (Emergency Procurements), §3-207 (Special Procurements), and §3-208 (Other Noncompetitive Procurements)) of this Policy.

§3-206 Emergency Procurements

(1) General
Notwithstanding any other provision of this Policy, the County Administrator and the Director of Procurement may make or authorize others to make emergency procurements in any amount when there exists an immediate or impending threat to public health, welfare, safety, or when the timely protection or preservation of public property would not be possible through normal procurement procedures due to emergency conditions; provided that such emergency procurements are made with such competition as is practical or practicable under the circumstances. A written determination of the basis for the emergency and the selection of a particular contractor shall be included in the contract file.

(2) Reporting of Emergency Procurements
All emergency procurements within the scope of this section that exceed $250,000.00 shall be reported at the next regularly scheduled meeting of the Board of County Commissioners, if possible, but no later than the second regularly scheduled meeting of the Board of County Commissioners following the date of the emergency procurement. The written determination required in §3-206 (Emergency Procurements) shall be included in the minutes of the meeting and made available for public inspection.

§3-207 Special Procurements

Unless otherwise prohibited by law, the Director of Procurement may initiate a procurement, without competition, when it is determined that an unusual, unique, and/or exigent (non-emergency) circumstance exists that make the application of all requirements of competitive sealed bidding or competitive sealed proposals impractical, impracticable, not financially or operationally advantageous, or not in the County’s best interest. Any procurement under this Section shall be made with such competition as is practicable under the circumstances. With the exception of the exempt noncompetitive procurements identified in §3-208(1), a notice of intent to award a special procurement shall be publicly posted as set forth in Hillsborough County Code of Ordinances and Laws, Part A, Chapter 2, Article VI, Division 3, entitled Hillsborough County Procurement Protest Policy and Procedures. A written determination of the basis for such procurements and for the selection of a particular contractor shall be included in the contract file.

(1) Conditions for Use of Special Procurements
Special procurements are not permissible unless bona fide circumstances exist that make the application of all requirements of competitive sealed bidding or competitive sealed proposals impractical, impracticable, not financially or operationally advantageous, or not in the County’s best interest. So as to maintain the integrity of the process and spirit of this Policy, the required unusual, unique, and/or exigent (non-emergency) circumstances for special procurements may not be caused by unexcused delays, failure to plan, or other inaction by Using Agencies.

(2) Determination
The determination as to whether a procurement shall be made as a Special Procurement shall be made by the Director of Procurement. Such determination and the basis therefor shall be in writing. Such officer may specify the application of such determination and the duration of its effectiveness. In cases of reasonable doubt, competition should be solicited. Any request by a Using Agency that a procurement be restricted to one potential contractor shall be accompanied by an explanation as to why no other will be suitable or acceptable to meet the need.

(3) Negotiation in Special Procurements
The Procurement Staff shall conduct negotiations, as appropriate, as to price, delivery, and terms.

(4) Record of Special Procurements
A record of all Special Procurements shall be maintained in accordance with §3-704 ((Record of Procurement Actions Taken Under §3-205 (Sole Source Procurements), §3-206 (Emergency Procurements), §3-207 (Special Procurements), and §3-208 (Exempt Noncompetitive Procurements)) of this Policy.

§3-208 Exempt Noncompetitive Procurements

Unless otherwise prohibited by law, a contract may be awarded, without competition, only when the Director of Procurement determines in writing that it is impractical, impracticable, and/or otherwise not in the County’s best interest to solicit competition for certain goods and services due to unique circumstances. The determination shall include the basis for each procurement under this section as well as the basis for selecting a particular vendor, all of which shall be included in the contract file. The Director of Procurement may conduct or authorize negotiations as to price, quantity, delivery, and other pertinent terms. All negotiations shall be conducted in a manner that favors the public’s best interest and maintains the County’s integrity.

(1) Exemption from Notices of Intent to Award
Due to their unique nature, and the impracticality and/or impracticability of securing competition for certain goods and services, the following Noncompetitive Procurements are exempt from the notices of intent to award required in Hillsborough County Code of Ordinances and Laws, Part A, Chapter 2, Article VI, Division 3, entitled Hillsborough County Procurement Protest Policy and Procedures.

(a) Collaborative project when the supplier or service provider is named by the funding source, inter-agency agreement, or a pilot project when specific goods or services are required for compatibility and continuity of analysis or evaluation.
(b) Temporary, short-term (6 months or less) pilot project or trial for the purpose of determining requirements in anticipation of competitive sealed bidding or competitive sealed proposals.
(c) Objects of fine art and related artistic services.
(d) The material or service is the subject of a change order and/or contract modification including, but not limited to, emergency procurements and/or procurements involving construction or other services when a contractor is already at work, and it would not be practical or practicable to engage another contractor.
(e) Extension of an existing contract or renewal of an existing contract if the terms of the contract specify renewal options(s).
(f) Renewal of software licenses and associated proprietary maintenance and/or support services.
(g) Membership dues and fees for trade, professional, government, and related associations.
(h) Professional organizational membership dues and training classes sponsored by the professional organization, when payment is made directly to the professional organization sponsoring the training class.
(i) Conference registrations.
(j) Speakers, lecturers, musicians, actors, and performing artists.
(k) Implementation, programming, training, and related services available only from the owner of copyrighted software or its contracted supplier.
(l) Utility services (water supply systems, sewer systems, pipelines, electric power transmission systems, etc.) and other related natural monopolies (railroads, utility authorities, etc.), of which there is no reasonable competition, and the County may be a customer.
(m) Registrations, licenses, permits, certifications, tolls, fees, and related products from governmental and regulatory agencies.
(n) Goods and/or services provided by other government entities (cities, counties, states, colleges, universities, political subdivisions, etc.) and/or through interlocal, and intergovernmental agreements.
(o) Advertising including, but not limited to, meeting notices, advertisement for solicitations, employment offerings, marketing campaigns (recycling awareness, tourism, vendor outreach, etc.), and other required advertisements in newspapers, magazines, radio, television, and other media.
(p) Publications and subscriptions such as periodicals and newspapers.
(q) Postage and parcel delivery services including, but not limited to, U.S. Postal Service (USPS®), Federal Express (FedEx®), and United Parcel Service (UPS®).
(r) Medical and veterinary supplies, medical equipment, and/or pharmaceuticals when the Director of Procurement determines that a competitive procurement process is not practicable or in the County’s best interest due to pricing volatility or other relevant factors.
(s) Health and physician services involving examination, diagnosis, treatment, prevention, medical consultation or administration. Prescriptive assertive devices for medical, developmental, or vocational rehabilitation including, but not limited to prosthetics, esthetics, and wheelchairs, provided the devices are purchased on the basis of an established fee schedule or by a method that ensures the best price, taking into consideration the needs of the client (including animals).
(t) A specific brand of product or service that is recommended by a medical, surgical, dental, or veterinary professional, which is required for the care of one or more clients and the product or service is only reasonably available from one source or distribution is limited.
(u) Prevention services related to mental health, including substance abuse prevention programs, child abuse prevention programs, administration, and shelters for runaways, operated by not-for-profit corporations. However, in acquiring such services, the County shall consider the ability of the vendor, past performance, willingness to meet time requirements, and price.
(v) Services provided to persons with mental or physical disabilities by not-for-profit corporations that have obtained exemptions under s. 501(c)(3) of the United States Internal Revenue Code or when such services are governed by Office of Management and Budget Circular A-122. However, in acquiring such services, the County shall consider the ability of the vendor, past performance, willingness to meet time requirements, and price.
(w) Patented items or copyrighted materials, which are only available from the patent or copyright holder.
(x) Purchase of library books, reference books and materials, electronic books, audio books, music materials, audiovisual materials, compact discs (CD), digital video disc (DVD), electronic resources and media (e.g. databases, etc.), periodicals and related subscriptions, education and personnel tests, textbooks, printed instructional materials films, filmstrips, videotapes, disc or tape recordings or similar audiovisual materials and for reference books, periodicals and printed library cards where such materials are purchased directly from the producer, publisher or authorized distributor, the owner of the copyright or patent, an exclusive agent within the state, a governmental agency or a recognized educational institution, provided such procurements are in the best interest of the County.
(y) Legal services that include, but are not limited to, retaining services of law firms, outside counsel, process servers, investigators, expert witnesses, trial consultants or similar persons or firms deemed by the County Attorney, for any reason, as necessary to address the County's legal needs. Such firms or persons shall be selected by the County Attorney.
(z) Employee recruitment services that include, but are not limited to, temporary employment services, recruitment or headhunter services, and job posting services.
(aa) Conferences, workshops, or continuing education events offered to the general public, for which fees have been collected to pay all expenses associated with the program or event.
(bb) Agreements between the Board of County Commissioners and nonprofit organizations or governmental entities including the procurement, transfer, sale, or exchange of goods and/or services.
(cc) Purchases of secondhand vehicles, equipment, materials, and supplies from any federal, state, or local governmental unit or agency.
(dd) Procurements for which, after one (1) or more solicitations, competition is determined to be inadequate.

(2) Negotiation in Exempt Noncompetitive Procurements
The Procurement Staff shall conduct negotiations, as appropriate, as to price, delivery, and terms.

(3) Record of Exempt Noncompetitive Procurements
A record of all Exempt Noncompetitive Procurements shall be maintained in accordance with §3-704 ((Record of Procurement Actions Taken Under §3-205 (Sole Source Procurements), §3-206 (Emergency Procurements), §3-207 (Special Procurements), and §3-208 (Exempt Noncompetitive Procurements)) of this Policy.

§3-209 Other Forms of Procurements

Unless otherwise prohibited by law and notwithstanding any other provision of this Policy, the Director of Procurement may utilize other forms of competitive procurement including, but not limited to, Requests for Solution (RFS) and Requests for Information (RFI), provided that sufficient public notice is given in the same manner prescribed in §3-202(3) (Competitive Sealed Bidding, Public Notice), and the process substantially conforms to the principles and form prescribed in §3-202 (Competitive Sealed Bidding) or §3-203 (Competitive Sealed Proposals).

§3-210 Purchasing Card Program

(1) Purpose
A Purchasing Card Program shall be established and administered by the Director of Procurement to improve efficiency in processing small purchases, not currently covered by a County contract or stipend, from any vendor that accepts a credit card, thereby reducing paperwork involved in issuance of purchase orders.

(2) Procedures
The Director of Procurement shall promulgate procedures to administer the Purchasing Card Program to ensure:

(a) Local businesses are utilized to the extent possible.
(b) Certified Disadvantaged Minority and Disadvantaged Women Business Enterprises are utilized to the extent possible.
(c) Purchases comply with the County’s Procurement Policy and Procedures.
(d) The County bears no liability as a result of inappropriate or improper use of Purchasing Cards.
(e) Disciplinary actions are undertaken if Purchasing Cards are misused.
(f) Payment of authorized travel expenditures for designated employees.
(g) Payment of authorized emergency expenditures as set forth in §3-206 (Emergency Procurements) of this Policy.
(h) Rebate revenue is maximized to the extent possible within the confines of this Policy.

(3) In addition to small purchases, the Purchasing Card may be used for other procurements when deemed by the Director of Procurement to be advantageous and/or in the best interest of the County. The Purchasing Card Program shall allow cardholders to purchase approved supplies and services directly from vendors. Each Purchasing Card shall be issued to a named individual employee and “Hillsborough County BOCC,” or clear abbreviation of the same, shall be printed on each card. Departmental Purchasing Cards, Vendor-Specific Term Accounts, and Declining Balance Accounts may only be made available if circumstances warrant and the Director of Procurement approves in writing with justification.

(4) Each Cardholder is responsible for adhering to the procedures governing use of Purchasing Cards. Department Directors shall be responsible for ensuring that all employees in their respective departments adhere with the procedures governing use of Purchasing Cards. The Director of Procurement shall monitor the performance of the Purchasing Card Program and provide an annual report to the County Administrator with regard to usage and compliance. If deemed to be in the best interest of the County and/or to maintain the integrity of the Purchasing Card Program, the Director of Procurement shall have the authority and discretion to revoke Purchasing Cards.

(5) Cards issued to members of other Constitutional Offices are required to comply with policies and procedures governing the Purchasing Card Program.

(6) The Director of Procurement shall have the authority to increase or decrease the transaction and cycle limits and authorize the use of Purchasing Cards as a means of payment when (if) deemed by the Director of Procurement to be in the County’s operational and/or financial best interests. Except in response to an emergency, any increase to the transaction limit shall be subject to the Award Authority as provided in §13-101. Any increases to the transaction limits in response to an emergency shall be authorized as provided in §3-206.

§3-211 Fuel Card Program

(1) Purpose
A Fuel Card Program shall be established and administered by the Director of Procurement to facilitate the fueling of County-owned vehicles and equipment at non-County commercial and retail motor fuel stations during emergencies and/or when deemed by the Fleet Management Department to be advantageous and in the County’s best interest.

(2) Regulations
The Director of Procurement shall promulgate regulations to administer the Fuel Card Program to ensure:

(a) Local businesses are utilized to the extent possible.
(b) Certified Disadvantaged Minority and Disadvantaged Women Business Enterprises are utilized to the extent possible.
(c) Purchases comply with the County’s Procurement Policy and Regulations.
(d) The County bears no liability as a result of inappropriate or improper use of Fuel Cards.
(e) Disciplinary actions are undertaken if Fuel Cards are misused.
(f) Payment of authorized travel expenditures for designated employees.
(g) Payment of authorized emergency expenditures as set forth in §3-206 (Emergency Procurements) of this Policy.
(h) Rebate revenue is maximized to the extent possible within the confines of this Policy.

(3) Each Fuel Card shall be issued to a named individual employee and “Hillsborough County BOCC” or clear abbreviation of the same shall be printed on each card. Departmental Fuel Cards may only be made available if circumstances warrant and the Director of Procurement approves in writing with justification.

(4) Each Cardholder is responsible for adhering to the regulations governing use of Fuel Cards.Department directors shall be responsible for ensuring that all employees in their respective departments adhere to the regulations governing the use of such cards. The Director of Procurement shall monitor the performance of the Fuel Card Program and provide an annual report to the County Administrator with regard to usage and compliance. If deemed to be in the best interest of the County and/or to maintain the integrity of the Fuel Card Program, the Director of Procurement shall have the authority and discretion to revoke cards from both departments and individuals.

(5) Cards issued to members of other Constitutional Offices are required to comply with the policies and procedures governing the Fuel Card Program.

(6) The Director of Procurement shall have the authority to increase or decrease transaction, billing cycle, gallon, and other limits when (if) deemed by the Director of Procurement to be in the County’s operational and/or financial best interests.