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

contract, providing such change orders do not Page 5 of 14  materially alter the scope of work defined by the contract. 3. 6. 5. 3. Responsible for review and approval of all requests for purchases that have an associated lease agreement or contract requirement, including contract extensions. 3. 6. 6. Finance Director is: 3. 6. 6. 1. Responsible for approving all regular and emergency purchases in amounts up to $449,999. 3. 6. 7. Department Directors (or designee) are: 3. 6. 7. 1. Responsible for approving all regular and emergency purchases in amounts up to $419,999. 3. 6. 7. 2. Directors wishing to assign a designee must send a written request to the Finance Director for approval. 3. 6. 8. IT Director( or designee): 3. 6. 8. 1. Must approve the purchase of all cell phones and telephones, including repairs, replacements, adding/deleting lines, and changing phone features and cell phone/telephone accessories. 3. 6. 8. 2. Must approve the purchase of all copying and duplicating equipment, including ordering new equipment and changing features on existing machines. 3. 6. 8. 3. Must approve the purchase of all computers, printers, computer equipment and peripherals, and software, including ordering new computers and printers, developing, purchasing, and installing new software and changing locations of computer equipment and peripherals. 3. 6. 9. Engineering and Utility Services Director is: 3. 6. 9. 1. Responsible for monitoring and-ordering fuel for the City, maintaining fuel dispensing equipment and ensuring that all environmental regulatory requirements are met. 3. 6. 10. Administrative Services Director: 3. 6. 10. 1. Must review and approve all requests for purchases and contracts which have an associated insurance requirement. 3. 6. 11. City Attorney: 3. 6. 11. 1. Must review and approve all requests for purchases that have an associated lease agreement or contract requirement. 3. 7. Exceptions to Purchasing Approvals and Authorization Requirements 3. 7. 1. Local utility services for City owned and operated facilities receiving Finance Director Approval. 3. 7. 2. Budgeted computer hardware and software related purchases receiving IT Director approval. 3. 7. 3. Street resurfacing, paving, and sidewalk purchases for which the scope of work was previously approved in the annual budget and for which City Manager and/ or Finance Director approval has been obtained. 3. 8. Procurement Requirements 3. 8. 1. $ 4, 999 or less requires one( 1) written quote. 3. 8. 2. $ 5, 000 - $ 499, 999 requires three( 3) written quotes. 3. 8. 2. 1. These quotes may be obtained by the requesting department Page 6 of 14  and forwarded to the Purchasing Division, or by the Purchasing Division. 3. 8. 2. 2. This process must be completed by the Purchasing Division. 3. 8. 2. 3. The Purchasing Division shall take into consideration insurance requirements and other risk management details when obtaining quotes, as applicable to each individual purchase. 3. 8. 3. $ 5100,000 or greater requires a formal, sealed, publicly advertised, competitive bidding process. 3. 8. 3. 1. This process must be completed by the Purchasing Division. 3. 8. 4. Purchases for Continuing Contracts for professional services must be approved by City Council and obtained by sealed solicitation, using a Request for Qualifications ( RFQ) in accordance with F. S. 287. 055 and the Consultants Competitive Negotiation Act. 3. 8. 4. 1. Construction costs for each individual project under the contract must not exceed $ 4, 000, 000. 3. 8. 4. 2. Fees for each individual study under the contract must not exceed $ 500,000. 3. 8. 4. 3. Task orders exceeding $ 499, 999 must be approved by City Council. 3. 8. 5. Purchases funded in full or partially, by Federal funds, shall comply with 2 CFR 200 ( Code of Federal Regulations) as required by the granting authority. 3. 9. Procurement Mechanisms 3. 9. 1. Purchase Requisitions are the preferred method of requesting a purchase and should be utilized whenever possible. 3. 9. 2. Direct Payment forms may be used for limited items, such as a refund of fees or travel expenses. 3. 9. 2. 1. Direct Payment forms may not be used for purchases from vendors already established in the City' s accounting system or recurring expenditures to vendors that can be set up in the City' s accounting system. 3. 9. 3. Procurement/ Credit Cards may be used for limited purchases, such as those made online or small dollar purchases less than $ 5, 000. 3. 9. 3. 1. Procurement/Credit Card purchases by Charter Officers and Elected Officials do not require prior approval of the Finance Director or the City Manager, with the exception of travel expenditures, which must be approved as noted in FIN-06, Travel Claim and Reimbursement. 3. 9. 3. 2. All other procurement/ credit card purchases, unless otherwise exempted by this policy City Council via executed purchasing waivers, must be approved by the Finance Director or City Manager prior to the charge being incurred. 3. 9. 3. 3. Detailed procurement card receipts for each transaction must be submitted in a timely manner to the Financial Services Department. 3. 9. 3. 4. Failure to obtain prior approval and present proper documentation, as indicated in this policy, may result in the Page 7 of 14  City seeking reimbursement for the purchase from the purchaser, as well as possible disciplinary action, up to and including termination. 3. 9.4. The Finance Director will be responsible for the issuance of the Procurement/ Credit Cards, as well as the tracking and monthly reconciliation of the statements. 3. 10. Competitive Procurement Process 3. 10. 1. All purchases $ 5100,000 or greater, unless specifically listed as an exception by this policy, shall be subject to competitive solicitation as outlined by this policy. 3. 10. 2. ITB' s will be awarded to the lowest responsive, responsible bidder. 3. 10. 2. 1. The lowest responsive, responsible bidder shall be determined based on the criteria listed in the competitive solicitation. 3. 10. 3. RFP' s and RFQ' s will be awarded after the evaluation committee has scored the proposals received based on predetermined criteria as outlined in the competitive solicitation. 3. 10. 4. All purchases for Continuing Contracts for professional services must be approved by City Council. 3. 10. 4. 1. Sealed bids must be solicited for all contracts for professional services 3. 10.4. 2. Notice of the competitive solicitation for all professional services must be posted for one ( 1) day in the legal section of a newspaper of general circulation in the City at least ten 10) days prior to the bid opening date. 3. 10. 4. 3. No fewer than three( 3) firms shall be selected from the bids received to perform the required services. 3. 10. 4.4. These firms should be ranked in order of preference. 3. 10. 4. 5. The City will enter into contracts with one( 1) of these three 3) firms for the required Professional Service. 3. 10.4. 5. 1. Task orders must be issued to one ( 1) of the selected firms for each individual project. 3. 10.4. 5. 2. Task orders for services $ 5100, 000 or greater must be approved by City Council prior to issuance. 3. 10: 5. All formal competitive procurements are to be handled by the Purchasing Division. The expected responsibilities of City personnel are outlined below. 3. 10. 6. The following items shall be the responsibility of the Purchasing Division: 3. 10.6. 1. Determine which competitive tool to use ( ITB, RFP, RFQ). 3. 10. 6.2. Assimilate and coordinate review of the bid document and issue the document to vendors, including all addendums as necessary. 3. 10. 6. 3. Assist Departments with the development of objective