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

Evaluation Criteria for determining award recommendation. 3. 10. 6.4. Prepare and place legal advertisement when applicable. Page 8 of 14  3. 10. 6. 5. Attend pre-bid conferences and evaluation committee meetings to assist the evaluation committee and answer purchasing related questions. 3. 10. 6. 6. Conduct Bid Openings and assemble Bid Tabulations. 3. 10. 6. 7. Coordinate and communicate with proposers for scheduling presentations, if applicable. 3. 10. 6. 8. Serve as the sole City contact person during the bidding process ( except as otherwise noted in the individual solicitation). 3. 10. 6. 9. Take minutes at all bid related meetings and openings. 3. 10. 6. 10. Post award information, after protest window has passed. 3. 10. 6. 11. Coordinate with the City Attorney to develop contracts, as applicable. 3. 10. 6. 12. Ensure bidder provides performance bond and material and payment bond. 3. 10. 6. 13. Issue signed contract and notice to proceed to vendor, including the purchase order. 3. 10. 6. 14. Process Change Orders issued by departments after approval, in accordance with this policy. 3. 10. 6. 15. Maintain bid and contract documentation files. 3. 10. 6. 16. Coordinate vendor performance documentation and feedback. 3. 10. 7. The following items shall be the responsibility of the user department: 3. 10. 7. 1. Provide the Purchasing Division with: 3. 10. 7. 1. 1. Technical specifications and special conditions. At no time may City personnel receive specifications from a potential bidder. If specifications are received from a vendor, that vendor may not bid on the potential project. 3. 10. 7. 1. 2. The date, time and place of pre- bid meeting and whether the pre-bid meeting is mandatory or non-mandatory. 3. 10. 7. 1. 3. The project budget amount. 3. 10. 7. 1. 4. The line item or account number where the project is budgeted for the fiscal year. 3. 10. 7. 1. 5. The timeline for bid opening. 3. 10. 7. 1. 6. Evaluation committee information. 3. 10. 7. 1. 7. Information regarding the presentation to City Council. 3. 10. 7. 1. 8. List of recommended vendors who should receive notice of bid. 3. 10. 7. 1. 9. Responses regarding technical inquiries from bidders. 3. 10. 7. 1. 10. Technical assistance during bid protests, as set forth in this policy. Page 9 of 14  3. 10. 7. 2. Recognize the " Cone of Silence", as defined by this policy, during the period from issuance of the bid until the award is announced and approved by City Council. 3. 10. 7.2. 1. Violation of the Cone of Silence by vendors may be grounds for disqualification of the offending vendor' s bid or proposal. 3. 10.7. 2.2. Violation of the Cone of Silence initiated by City Personnel may be grounds for disciplinary action, up to and including termination. 3. 10. 7. 3. Attend pre-bid meetings, conduct site inspections as needed, attend bid openings and proposal closings, and participate on proposal presentations and evaluation committees. 3. 10. 7. 4. Complete the staff report for recommendation of award to City Council. 3. 10. 7. 5. Oversee project management. 3. 10. 7. 6. Issue change orders as needed. 3. 10. 7. 7. Coordinate approval of periodic invoices for payment. 3. 10. 8. Public Notice— Notice of the competitive solicitation will be posted on the City of Fort Walton Beach website at www.fwb.org and on the Florida Bid System website at www.BidNetDirect.com as soon as practical but not less than ten( 10) days prior to the bid opening date. 3. 10. 8. 1. The public notice must contain the following: 3. 10. 8. 1. 1. Bid/ Proposal number 3. 10. 8. 1. 2. Title of the project 3. 10. 8. 1. 3. Bid issue date 3. 10. 8. 1. 4. Bid opening date 3. 10. 8. 1. 5. Time and location of bid opening 3. 10. 8. 1. 6. Location and address of where sealed bids should be submitted 3. 10. 8. 1. 7. How sealed bids should be submitted 3. 10. 8. 1. 8. Price ( if applicable) and method of obtaining Drawings and Technical Specifications and Bid Documents 3. 10. 8. 1. 9. Contact person and contact information 3. 10. 8. 2. If a construction project is projected to cost more than 200, 000, it shall be advertised at least once in the legal section of a newspaper of general circulation in the City at least 21 days prior to the established bid opening date and at least five (5) days prior to the scheduled pre-bid conference if applicable). 3. 10. 8. 3. If a construction project is projected to cost more than 500, 000, it shall be advertised at least once in the legal section of a newspaper of general circulation in the City at least 30 days prior to the established bid opening date and at least five ( 5) days prior to the scheduled pre-bid conference if applicable). 3. 10. 8.4. If the location, date, or time of the bid opening changes, written notice of the change must be posted on the Florida Page 10 of 14  Online Bid System ( www.BidNetDirect.coml as soon as practicable after the change is made. 3. 10. 8. 5. When pre-bid/pre-proposal meetings are held, the public notice must state whether the meeting is " Mandatory," or Non-Mandatory" and must state the time (including CST), date, and place ( street address and room number) of the meeting. The wording, " Site visits will follow if necessary" must be included. 3. 10. 9. Bids shall be solicited from all responsible, prospective suppliers who are registered with the Florida Online Bid System www.BidNetDirect.com}. 3. 10. 9. 1. Bid solicitation may be made using electronic or written methods, at the sole discretion of the City. 3. 10. 10. Bids must be submitted as stated in the competitive solicitation in regards to time, place, and method. 3. 10. 10. 1. Submissions shall not be accepted or opened if received after the date and time stated in the competitive solicitation. 3. 10. 10. 2. The Purchasing Division may, with the concurrence of the City Manager, accept a late submission which has been postmarked or placed in transit for delivery by a recognized third party parcel post service prior to the advertised time. 3. 10. 11. The City Manager shall recommend to the City Council one of the following actions: 3. 10. 11. 1. Award of a particular bid/proposal. 3. 10. 11. 2. Award of parts of a particular bid/proposal. 3. 10. 11. 3. Reject all bids/ proposals. 3. 10. 11. 3. 1. The City Manager shall not recommend award of a bid/proposal to a bidder who is known to be in default on the payment of taxes, licenses, or any other monies due to the City. 3. 10. 12. The City reserves the right to waive informalities in any bid. 3. 10. 13. The City reserves the right to make award( s) by individual item, group of items, or any combination thereof. 3. 10. 14. The City reserves the right to reject any and all bids or waive any minor irregularity or technicality on bids received that, in the City' s judgement, would be in its best interest. 3. 11. Public Records and Competitive Solicitation 3. 11. 1. ITB' s, RFP' s and RFQ' s are subject to the public records law and will be made available as such thirty ( 30) days after opening the bid/proposal received or upon award of the solicitation, whichever occurs first. 3. 12. Exceptions to Competitive Solicitation Requirements 3. 12. 1. Emergency Purchases, as previously defined in this Policy. 3. 12. 1. 1. If such purchase exceeds $ 499, 999, a full report of the circumstances of the emergency purchase shall be placed on Page 11 of 14  the next regular City Council meeting agenda for ratification. 3. 12. 2. Budgeted computer hardware and software related items — Section 3. 8. 3 will continue to apply to purchases that exceed $499,999. 3. 12. 3. Library books and pipe material— Section 3. 8. 3 will continue to apply to purchases that exceed $ 499, 999. 3. 12. 4. Contracts for professional services