Fort Walton Beach Resolution — 2009-42-Adm Polcy-Purchases 20-25,000 — reading text

or any member of his/her immediate family has a financial interest and will benefit from a City purchasing transaction. 3. 2. 1.3. Any other person, business or organization with whom he/ she or any member of hislher immediate family is negotiating or has an arrangement for employment and will ultimately benefit from a City purchasing transaction. 3. 2. 2. All individuals taking part in the development or selection of criteria for evaluation, the evaluation process and the contract award process in any purchase shall be independent of and have no conflict of interest in the entities evaluated and selected. 3. 2.3. No goods or services shall be purchased from any Elected Official except during an emergency as defined by this policy. 3. 3. Gratuities 3.3. 1. It shall be a breach of ethical standards for City Personnel to accept; solicit, or. agree to accept a gratuity of any kind for personal gain in connection with any contract for commodities or services. 3.3. 2. Current or potential contractors are prohibited from offering City Personnel a gratuity of any kind for the City Personnel' s personal gain to influence the development of a contract or potential contract for commodities or services. 3. 4. Local Merchant Preference 3. 4. 1. In accordance with Section 4.01.02 of the City of Fort Walton Beach Code of Ordinances, in operating within the policy. of purchasing quality to suit the intended purpose at the least expense, every effort will be made to purchase from merchants located within the City. 3. 4.2. Local Merchant will be a scheduled evaluation criteria in all competitive solicitations. 3. 4.3. If all bids/proposals received in response to a competitive solicitation are for the same total amount or unit price, quality and service being equal, the bid/proposal shall be awarded to a local vendor. 3. 5. Minority Business Enterprise 3. 5. 1. Every effort will be made to purchase from merchants who are Certified by the Office of Supplier Diversity and that meet the criteria outlined by F. S. 288. 3. 5. 2. Certification as a Minority Business Enterprise will be a scheduled evaluation criteria in all competitive solicitations. / 1 34-  3. 6. Purchasing Approvals and Authorization 3. 6. 1. All purchases must be approved, as stated below, prior to the purchase being made or the service being rendered to the City. 3. 6. 2. Failure to receive required approval prior to the purchase being made or the service being rendered may result in discip linary action, up to and including termination. 3. 6.3. City Council 3.-6.3.~.- Responsible--.for: - approving- all regular and emergency purchases in amounts equal to or greater than $ 20, 000. 3. 6. 3. 2. Responsible for approving all Vehicle and Equipment repairs in amounts equal to or greater than $ 25, 000. 3. 6.3. 3. Responsible for approving all single Change Orders in amounts equal to or greater than $ 20, 000 ( or equal to or greater than 10% in the aggregate of project total). 3. 6.4. City Manager 3. 6. 4. 1. Responsible for approving all regular and emergency purchases in am~unts up to $ 20,000. 3. 6. 4. 2. Responsible for approving all Vehicle and Equipment repairs in amounts up to $25, 000. 3. 6. 4.3. Responsible for approving single Change Orders up to 20, 000, multiple Change Orders up to an aggregate of 10% of the project total, and all Change Orders decreasing the cost of a contract, providing such change orders do not c- materially alter the scope of work defined by the contract. 3. 6. 4.4. Must review and approve all requests for purchases that have an associated lease agreement or contract requirement, including contract extensions. 3. 6. 5. Finance Director 3. 6. 5. 1. Responsible for approving all regular and emergency purchases in amounts up to $ 6, 000. 3. 6. 5. 2. Responsible for approving all Vehicleand Equipment airs rep' in amounts up to $ 7, 500. 3. 6. 6. Department Directors (or designee) 3. 6. 6. 1. Responsible for approving all regular, emergency, and vehicle/ equipment repair purchases in amounts up to 1, 500. 3. 6. 6. 2. Directors wishing to assign a designee must send a ~ tten request to the Finance Director for approval. 3. 6. 7. IT Director (or designee) 3. 6. 7. 1. Must approve the purchase of all cell phones and telephones, including repairs, replacements, adding/deleting lines, and changing phone features. 3. 6. 7.2. Must approve the purchase of all copying and duplicating equipment, including ordering new equipment and changing features on existing machines. 3. 6. 7.3. Must approve the purchase of all computers, printers, 135-  computer. equipment andperipherals, and software, including ordering new computers and printers, developing, purchasing, and installing new software and changing locations of computer equipment and peripherals. 3. 6. 8. Engineering Services Director 3. 6. 8. 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. 9. Administrative Services Director 3. 6. 9. 1. Must review and approve all requests for purchases and contracts which have an associated insurance requirement. 3. 6. 10. City Attorney 3. 6. 10. 1. Must review and approve all requests for purchases that have an associated lease agreement or contract requirement. 3. 7. Procurement Requirements 3. 7. 1. $ 999 or less require no competitive quotes. 3. 7. 2. $ 1000 - $ 5, 000 require three ( 3) verbal or written quotes. 3. 7. 2. 1. These quotes may be obtained by the requesting department and forwarded to the Purchasing Division or by the Purchasing Division. 3. 7. 3. $ 5, 001 - $ 19, 999 require an informal Request for Quotes ( RFQ). 3. 7.3. 1. A minimum of three ( 3) quotes must be obtained. 3. 7. 3. 2. This process may be completed by the requesting department and forwarded, in writing, to the Purchasing Division or completed by the Purchasing Division. 3. 7. 4. $ 20,000 or greater require a formal, sealed, publicly advertised, competitive bidding process. 3. 7. 4. 1. This process must be completed by the Purchasing Division. 3. 7. 5. Purchases for Continuing Contracts for professional services must be approved by City Council and obtained by sealed RFQ. 3. 7. 5. 1. Construction costs for each individual project under the contract must not exceed $ 2, 000, 000. 3. 7. 5. 2. Fees for each individual study under the contract must not exceed $ 200, 000. . 3. 7. 5.3. Task orders exceeding $ 20, 000 must be approved by City Council. 3. 8. Procurement Mechanisms 3. 8. 1. Purchase Requisitions are the preferred method of requesting a purchase and should be utilized whenever possible. 3. 8. 2. Direct Payment forms may be used for limited items, such as a refund of fees or travel expenses. 3. 8. 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 136-  the City' s accounting system. 3. 8.3. Credit Card purchases may be used for limited items, such as those made online. . 3. 8.3. 1. Credit Card purchases by Charter Officers and Elected Officials do not require prior approval of the Finance Director or the City Manager. 3. 8. 3. 2. All other credit card purchases, unless otherwise exempted by City Council via executed-waivers, must be approved by the Finance Director or City Manager prior to the charge being incurred. 3. 8.3.3. Detailed credit card receipts for each transaction must be submitted in a timely manner to the Financial Services Department. 3. 8.3.4. Failure to obtain prior approval, as indicated in this policy, and present proper documentation