Fort Walton Beach Ordinance — 2191--Amending COO Chapter 4 Finance & Taxation, Purchasing Related to Spending Thresholds — reading text

tFADING DATE int MOM 2nd b0.5 ORDINANCE 2191 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF FORT WALTON BEACH, FLORIDA; PROVIDING FOR AUTHORITY; PROVIDING FOR FINDINGS OF FACT; PROVIDING FOR THE AMENDMENT OF CODE OF ORDINANCES, CHAPTER 4 FINANCE AND TAXATION SECTION 4. 01. 02 PURCHASING; APPROVING THE REVISED ADMINISTRATIVE POLICY NUMBER FIN-09, PURCHASING; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, pursuant to section 4. 01. 023, of the Code of Ordinances, all purchases must be made in accordance with approved and accepted procedures set forth in city code as adopted by City Council; and WHEREAS, City Council finds it is in its best interest to amend the current Code of Ordinances for administrative practices for certain purchases and purchase amounts for better operation of city government; and WHEREAS, City Council wishes to amend section 4.01. 025, of the Code of Ordinances, the administrative practices used for purchases at or above the established threshold amounts to 100, 000.00. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FORT WALTON BEACH, FLORIDA, AS FOLLOWS: SECTION 1. AUTHORITY AND INTENT The authority for enactment of this ordinance is pursuant to the powers vested in the City by Home Rule Authority of Section 166. 021( 1) of the Florida Statutes, the provisions of Chapter 162 of the Florida Statutes, and the City Charter. SECTION 2. AMENDMENT OF CHAPTER 4 - FINANCE & TAXATION The City Council amends Section 4. 01, Fort Walton Beach Code of Ordinances as follows: 4. 01 - FINANCE 4.01. 02 Purchasing. The following policies are hereby established for purchasing all supplies, materials and any other matter or commodity necessary for the operation of the affairs of the City: 4.01. 021 Centralized Purchasing Division: Purchases for the requirements and operation of all City agencies are to be made through a centralized purchasing Division. Regulations for purchases by this division shall be as prescribed from time to time by the Council or the City Manager. 4. 01. 022 Quality: All purchases shall be of a quality to suit the intended purposes at the least expense. 4. 01. 023 Procedures: All purchases shall be made in accordance with approved and accepted procedures.  4. 01. 024 Practices for purchases of forty ninety- nine thousand nine hundred ninety-nine dollars ($' 19, 999. 00) ($ 99, 999. 00) or less: The administrative practices to be used for purchases of forty ninety-nine thousand nine hundred ninety-nine dollars ($ 49, 999.00) ($ 99,999. 00) or less shall be prescribed by the City Manager. Public advertisement and competition are required for City purchases of 50,000.00100.000. 00 or more; provided, however, that purchases may be made at a cost below 50,000100,000.00 without public advertisement and bids and continuing contracts may be awarded consistent with Florida law. The establishment of threshold amounts does not preclude the City Manager from prescribing public advertisement and bids for purchases below the establishment threshold amounts, including the awarding or rejection of bids in these categories. The awarding or rejection of bids above the established threshold amounts of 50,000. 00100. 000. 00 requires Council action. The administrative practices used for these purchases requires Council action. The administrative practices used for these purchases will be subject to the annual audit and made a part of the report to the Council each year. SECTION 3. AMENDMENT OF CITY OF FORT WALTON BEACH ADMINISTRATIVE POLICY NUMBER- FIN- 09 PURCHASING The City Council hereby approves the revised administrative practices for these purchases as set forth in Administrative Policy Number FIN- 09 Purchasing provided in Exhibit A. SECTION 4. SEVERABILITY. In the event any provision of this Ordinance or the application thereof to any person or circumstance is held invalid, it is the intent of City Council that such invalidity shall not affect any other provisions of the Ordinance which may be given effect without the invalid provision or application, and, to this end, the provisions of this Ordinance are declared severable. SECTION 5. EFFECTIVE DATE This Ordinance shall take effect immediately upon approval by the City ouncil and signature of the Mayor. Adopted: Stp4cr+tL, co3 - 0 as F.---------"--- AIIIllei 111Iilli 111111111111, - Nic All-: retto, May i Attest: Approved as o lega orm and sufficiency for the City o f Fo• , en Beach, only. t -CL.---- 40 Kim . Barnes, City Clerk rey71rity Attorney FORS wALTQ Additions are underlined; -- . . . 1, fwip. H; 47igik-- I* - FLORIDA f CITY OF FORT WALTON BEACH ADMINISTRATIVE POLICY NUMBER—FIN- 09 SUBJECT: Purchasing REVISION DATE: October September 19, 20235 ORIGINAL EFFECTIVE DATE: September 10, 2001 APPROVED: Jeff Peters Jason Davis, City Manager 1. PURPOSE/ INTENT 1. 1. Section 4.01. 02 of the City of Fort Walton Beach Code of Ordinances authorizes the establishment of a Central Purchasing Division to coordinate purchases for the requirements of all City agencies. Regulations for purchases by this division shall be as prescribed from time to time by the City Council or the City Manager. 1. 2. The City Council of the City of Fort Walton Beach recognizes centralized purchasing as a necessary function of effective government, and, therefore, declares that it shall be the responsibility of the Purchasing Division to centralize the purchase of all supplies, equipment, services and construction for the departments and divisions of the City, the basic objective of which is to obtain the best total value consistent with operational needs, while maintaining fair and open competition. 1. 3. Since rules and regulations are necessary for the proper operation of the purchasing function and since it is essential that all who are involved in the purchasing operation be well informed, this Administrative Policy will govern the purchasing process and provide direction to all employees directly or indirectly associated with the function of purchasing. 2. BACKGROUND and DEFINITIONS 2. 1. The purchasing function involves the procurement of materials, supplies, equipment, and services at the lowest possible cost, consistent with the quality needed to meet the required standards established by the City. This act is the sole responsibility of the Purchasing Division, whose goal is the promotion of the best interest of the City through intelligent action and fair dealings, resulting in obtaining maximum savings for the City. 2. 2. The objectives of the Purchasing Division of the City of Ft. Walton Beach are as follows: 2. 2. 1. Deal fairly and equitably with all vendors wishing to do business with the City. 2. 2. 2. Provide professional procurement services for all departments and divisions within the City. Page 1 of 14  2. 2. 3. Assure adherence to all laws, regulations, and procedures related to City procurement. 2. 2. 4. Maximize competition for all procurements of the City. 2. 2. 5. Obtain maximum savings through innovative buying practices and application of value analysis techniques. 2. 2. 6. Administer and negotiate Contracts for the City. 2. 2. 7. Purchase goods and services from capable vendors at the lowest price, consistent with the quality, performance, and delivery requirements of the City. 2. 3. Addendum — a document or other information attached or added to clarify, modify, or support the information in the original bid document. 2. 4. Change Order— a modification to an executed contract due to unanticipated conditions or developments relating to that contract. 2. 5. City Official —a publicly elected representative serving as Mayor or member of the City Council. 2. 6. City Personnel — employees of the City, including the City Manager and the City Clerk. 2. 7. Certified Minority Business Enterprise — merchants who are certified by the Florida Office of Supplier Diversity and that meet the criteria outlined by F. S. 288. 2. 8. Competitive Procurement — method of procurement used for all purchases equal to or greater than$ 5, 000 and less than $5100,000. 2. 9. Competitive Solicitation — any of three formal methods of procurement for purchases equal to or greater than$ 5100, 000. 2. 10. Cone of Silence — the period from the time of issuance of the competitive solicitation until the time the award is made, in which no Evaluation Committee Member or City Employee is permitted to be in contact with bidders regarding an outstanding solicitation, with the exception of the Purchasing Division. 2. 11. Cooperative Procurement— combining of the requirements of two (2) or more public agencies to obtain the advantages of volume purchases, improved specifications, reduced administrative costs, and increased intergovernmental cooperation. 2. 12. Designee — City employee who has received prior written approval by the Department Director and the Finance Director to act in the place of the Department Director in specific purchasing functions. 2. 13. Direct Payment form — alternate method of requesting a purchase from a vendor not already established in the City' s accounting system and to which the purchase is non-recurring. 2. 14. Emergency purchase — situation that prompts a purchase when one of the following is occurring: 2. 14. 1. Public health, welfare, or