Purchasing Manual Appendices Table of Contents

1 Purchasing Manual Effective Date: 07/01/05 Updated: 11/18/2008 Purchasing Manual Appendices Table of Contents Appendix A-1: Central Purchasing Division Contact Information Appendix A-2: Commission Organizational Units Appendix B: Delegation of Authority Appendix C: National Institute of Government Purchasing Code Of Ethics Appendix D: Practice 3-31 - Fraud, Waste & Abuse Appendix E: Insurance Requirements & Checklists Appendix F: Practice 4-10 - Purchasing Appendix G: Purchasing Dollar Thresholds Appendix H-1: List of High & Low Risk Activities Appendix H-2: List of High & Low Risk Contractual Service Activities Appendix I: How to Do Business With the Commission Vendor Guide Appendix J: Informal Bidders List Appendix K: Approved Vehicles for Public Notice Appendix L: Montgomery County Public/Private Partnerships Appendix M: Contract Information System Appendix N: Purchase Card Program Policy and Procedure Manual Appendix O: Debarred Vendor Resources Appendix P: Sample General Terms & Conditions Appendix Q: MFD Resources Appendix R: Contract Information Appendix S: Definitions Appendix T: Purchasing Forms Purchasing Manual Effective Date: 07/01/05 Updated: 11/18/2008 Appendix A-1: Central Purchasing Division Contact Information Central Purchasing Division Department of Finance Executive Office Building 6611 Kenilworth Avenue Riverdale, MD 20737 Main Line: (301) 454-1600 Fax: (301) 454-1606 Purchasing Manager Nancy Keogh Phone: (301) 454-1600 Email: Contract Technician Sandra Bryant Phone: (301) 454-1600 Email: Contract Technician Flora Lindsay Phone: (301) 454-1531 Email: Sr.

2 Contract Specialist / Purchase Card Administrator Mechelle Myers Phone: (301) 454-1604 Email: Sr. Contract Specialist Jana Harris Phone: (301) 454-1603 Email: Sr. Contract Specialist Tina Baham Phone: (301) 454-1602 Email: Contract Specialist/Purchase Card Coordinator Cynthia Sennett Phone: (301) 454-1614 Email: POPS Administrator Chip Bennett Phone: (301) 454-1629 Email: Field Purchasing Specialist Pamela Graves (Prince George s Park Planning and Development) Phone: (301) 699-2569 Email: Field Purchasing Specialist Linda Rodecap (Montgomery Park and Planning Department) Phone: (301) 495-2535 Email: Purchasing Manual Effective Date: 07/01/05 Updated: 11/18/2008 Field Purchasing Specialist Laurel Hollingsworth Phone: (301) 495-2537 Email: Field Purchasing Specialist Rhonda Brown Phone: (301) 495-2546 Email: Purchasing Manual Effective Date: 07/01/05 Updated: 11/18/2008 Appendix A-2: Commission Organizational Units Central Administrative Services.

3 Prince George s Office of the Planning Board Department Human Resources & Prince George s Planning Department Management Prince George s Planning Support Services Executive Office Building Internal Service Prince George s Park & Recreation Fund Department: Finance Department Allentown Legal Department Area Operations Administration Merit Board Arts & Cultural Heritage Division Support Services Bladensburg Marina Central Area Montgomery Commissioner s Office Child Care & Special Projects Montgomery Planning College Park Airport Montgomery Planning Support Services Cosca Tennis Bubble Regional Park Facilities Montgomery Parks: Ellen Linson Pool Armory Place Conference Center Enterprise Golf Course Black Hill Boat Shop Enterprise Administration Brookside Gardens Tour Program Facility Operations Administration Cabin John Miniature Train & Snack Bar Fairland Aquatics Center Cabin John Ice Rink Hamilton Pool Central Maintenance Henson Creek Golf Course Enterprise Administration Office Herbert W.

4 Wells Ice Rink Lake Needwood Boating Facility Historic Sites, each (6) Little Bennett Campsites J. Franklin Bourne Pool Lodge at Little Seneca Creek Conference Lane Manor Pool Center Maintenance & Development Division Management Services Division Natural & Historical Resources Division Natural Resources N. Barnaby Pool Northern Region Northern Area Park Planning, Engineering & Design Office of the Director Park Police Paint Branch Golf Course Property Management Park Police Regional Snack Bars, each Park Permits Rockwood Conference Center Planning, Design, & Research Division Southern Region Prince George s Equestrian Center Support Services Prince George s Trap & Sheet Center Wheaton Ice Rink Property Management Wheaton Miniature Train Recreation Centers, each (42) Wheaton Indoor Tennis Southern Area Woodlawn Conference Center Special Populations Division Sports, Athletics, & Outreach Division Support Services Theresa Banks Pool Tucker Road Ice Rink Watkins Summer Program Regional Park Facilities Purchasing Manual Effective Date: 07/01/05 Updated: 11/18/2008 Appendix B: Delegation of Authority This Appendix lists the delegations of authority that have been given to the Purchasing Manager.

5 IT IS INTENDED THAT APPENDIX B BE UPDATED FROM TIME TO TIME. Appendix B-1 Contract Signature Authority 1. The Executive Director has delegated signature authority to the Purchasing Manager for the following types of Contracts: a. Resale up to $50,000 b. Miscellaneous Services up to $50,000 c. Supplies and Goods up to $50,000 d. Performer Contracts up to $50,000 e. Maintenance Contracts up to $50,000 f. Instructor Contracts up to $50,000 g. Software maintenance (fixes, patches, upgrades, etc.) is typically handled by the software developer and its company; therefore, it is usually not possible for another company or organization to provide software maintenance. In addition, many hardware systems companies are the only suppliers of hardware maintenance. Therefore, sole source approval is granted for the following IT maintenance contracts after the Purchasing Division verifies that such company is the only supplier of maintenance for such hardware and/or software: Ad-AwareEvolutionPerformanceAdobeF ileNetPersonalityAlcamyFour RiversPrescientAMSGas boyQualStar StewardRecwareAutocadHansenRobelle SolutionsBIO-keyHewlett PackardSpeedwareCheckpointHighline (P2K)Spy HunterCiscoHummingbirdSurfControl Citrix (Advantage)IsmartSybari (Antigen)ClassKronosSymantec (Veritas)Cold F usionLanviewTier T echnologiesCyberneticsNet Check ProVertexDamewareO racleVeritasEvare h.

6 Sole source approval for the following software systems is granted because a standardization process has been conducted and/or approved by the Executive Director. i. Maximus (2004) iii. Class/Active Network ii. Microsoft iv. Keystone Purchasing Manual Effective Date: 07/01/05 Updated: 11/18/2008 v. ESRI vi. Pro-Shopkeeper (2003) vii. NICE (Applied Digital Solutions) viii. GE Security Products (Access Control Platform) i. The following items have been standardized by brand/model on the basis of prior usage by the Commission and approved by the Executive Director: a. Toro Equipment b. Zamboni Ice Resurfacer c. Hewlett Packard computers (hardware) d. Dell computers (hardware) 2.

7 The Executive Director has not delegated signature authority for the following types of Contracts: a. Professional Services b. Public/Private Partnerships c. Land or any interest therein d. Interagency Agreements e. Grants f. Construction Appendix B-2 Waiver Authority 1. Waivers of competition must be approved by the Executive Director. 2. Only the Secretary-Treasurer may waive insurance and bonding requirements. Appendix B-3 Attestation Authority 1. The Secretary-Treasurer has delegated attestation signature to the Purchasing Manager on all except the following: a. Land or any interest therein b. Grants c. Any items over $100,000 d. Interagency agreements e. Public / Private Partnerships f. Other items as determined from time to time Purchasing Manual Effective Date: 07/01/05 Updated: 11/18/2008 Appendix C: National Institute of Government Purchasing Code of Ethics Purchasing Manual Effective Date: 07/01/05 Updated: 11/18/2008 Purchasing Manual Effective Date: 07/01/05 Updated: 11/18/2008 Purchasing Manual Effective Date: 07/01/05 Updated: 11/18/2008 Purchasing Manual Effective Date: 07/01/05 Updated: 11/18/2008 Appendix D: Practice 3-31 - Fraud, Waste & Abuse Purchasing Manual Effective Date: 07/01/05 Updated: 11/18/2008 Appendix E.

8 Insurance Requirements & Checklists Insurance Requirements The Contractor shall instruct his insurance agent or carrier to furnish to The Maryland-National Capital Park & Planning Commission (Commission) a certificate of insurance attesting to the issuance of insurance policies affording coverages as required and listed below. Note: Certificates of insurance and any required bonds must be issued and then approved by the Commission prior to the issuance of a Notice of Award or a Notice to Proceed by the Commission. Types of Coverages The Contractor shall furnish and keep in full force the insurance as noted on Attachment A hereof, as mandatory during the term of this Contract. Named Insured The Commission shall be named as an additional insured on the General Liability insurance policy. Subrogation The Worker s Compensation and the Comprehensive Automobile insurance must each contain the following provision: WAIVER OF SUBROGATION APPLICABLE TO THE COMMISSION AND ITS EMPLOYEES WHILE SUCH EMPLOYEES ARE PERFORMING WORK FOR OR ON BEHALF OF THE COMMISSION.

9 Premium Payments and Commission Acceptance The premium to be expended for all of the above enumerated policies of insurance shall be paid by the Contractor. The policies of insurance, certificates of insurance and the insurance company or insurance companies issuing such certificates or policies of insurance must be acceptable to the Commission. Designations as to Applicability All policies or certificates of insurance must be issued indicating that such policies or certificates are applicable to work being performed under a specific Contract or to all work performed by the Contractor for the Commission. Notification of Alteration or Material Change or Cancellation A minimum of thirty (30) days written notification must be given by an insurer of any alteration, material change or cancellation affecting any certificates or policies of insurance as required under this Contract.

10 Such required notification must be sent via Registered or Certified Mail to the address indicated below: The Maryland-National Capital Park & Planning Commission Attention: Risk Management 6611 Kenilworth Avenue Riverdale, Maryland 20737 Policy Period All of the aforementioned policies and certificates of insurance should be issued immediately after the Contractor receives notification of Intent to Award. It should be clearly understood that the Contractor is not to commence any work under such Contract until a written Notice to Proceed is issued by the Commission s Contract Administrator. Policies and certificates of insurance must clearly indicate that they will remain in force for a period of at least one (1) year from inception date or until the project or contract is completed by the Contractor and accepted by the Purchasing Manual Effective Date: 07/01/05 Updated: 11/18/2008 Commission.