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

may result in the City seeking' reimbursement for the purchase from the employee, charter officer, or elected official who made the chare, as well as possible disciplinary action, up to and including termination. 3. 9. Competitive Procurement Process 3. 9. 1. All purchases $ 20,000 or greater, unless specifically listed as an exception by this policy, shall be subject to competitive solicitation as outlined by this policy. 3. 9. 2. ITB' s will be awarded to the lowest responsive, responsible bidder. 3. 9. 2. 1. The lowest responsive, responsible bidder' shall be determined based on the evaluation criteria listed in the competitive solicitation. 3. 9. 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. 9.4. All purchases for Continuing Contracts for professional services must be approved by City Council. 3. 9. 4. 1. Sealed bids must be solicited for all contracts for professional services. 3. 9. 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. 9. 4.3. No fewer than three ( 3) firms shall be selected from the bids received to perform the required services. 3. 9. 4.4. These firms should be ranked in order of preference. 3. 9. 4.5. The City will enter into contracts with these three ( 3) firms for the required Professional Service. 3. 9. 4. 5. 1. Task orders must be issued to one ( 1) of the selected firms for each individual proj ect. 3. 9. 5. All formal competitive procurements are to be handled by the 137-  Purchasing Division. The expected responsibilities of City persolll1el are outlined below. 3. 9. 6. The following items shall be the responsibility of the Purchasing Division: 3. 9. 6. 1. Determine which competitive tool to use ( ITB, RFP, RFQ). 3. 9. 6. 2. Assinrilate and coordinate review of the bid document and issue the docurnent to vendors, including all addendunls as necessary. 3. 9. 6. 3. Develop objective Evaluation Criteria for determining award recommendation. 3. 9. 6. 4. Prepare and place legal advertisement when applicable. 3. 9. 6. 5. Serve as the Chairperson for pre- bid conferences and evaluation committee meetings. 3. 9. 6. 6. Conduct Bid Openings and assemble Bid Tabulations. 3. 9. 6. 7. Coordinate and communicate with proposers for scheduling presentations, if applicable. 3. 9. 6. 8. Serve as the City contact person during the bidding process. 3. 9. 6. 9. Take minutes at all bid related meetings and openings. 3. 9. 6. 10. Send award letters to bidders. 3. 9. 6. 11. Coordinate with the City Attorney to develop contracts, as applicable. 3. 9. 6. 12. Ensure bidder provides performance bond and Inaterial and i payment bond. I 3. 9. 6. 13. Issue signed contract and notice to proceed to vendor, including.the purc.hase order. 3. 9. 6. 14. Coordinate issuance of Change Orders in accordance with this po Hey. 3. 9. 6. 15. Maintain bid and contract documentation files. 3. 9. 6. 16. Coordinate vendor performance documentation and feedback. 3. 9. 7. The following items shall be the responsibility of the user department: 3. 9. 7. 1. Provide the Purchasing Division with: Technical specifications and special conditions. 3. 9. 7. 1. 1. At no timemay City personnel receive specifications from a potential bidder. 3. 9. 7. 1.2. The date, time and place of pre-bid meeting and whether the pre-bid meeting is mandatory or non- mandatory. 3. 9. 7. 1.3. The project budget amount. 3. 9. 7. 1. 4. The timeline for bid opening. 3. 9.7. 1.5. Evaluation committee information. 3. 9. 7. 1.6. Information regarding the presentation to City Council. 138-