Fort Walton Beach Resolution — 2012-17 Amends FIN 9 Purchasing Policies — reading text

employees set forth in F.S. 112. 313. 3.2. City Personnel and Officials Conflict of Interest 3. 2. 1. It shall be a breach of ethical standards for City personnel or officials to participate directly or indirectly in the purchasing process when the employee knows that: 3. 2. 1. 1. He /she or any member of his/ her immediate family will benefit from a City purchasing transaction. 3. 2. 1. 2. A business or organization in which he/ she 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 his/ her 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 City Personnel or Official except during an emergency as defined by this policy or as approved in advance by the Finance Director. 3.3. Gratuities 3. 3. 1. It shall be a breach of ethical standards for City Personnel or Officials 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 or Officials a gratuity of any kind for the City Personnel' s or Official' 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. The lowest responsive, responsible bidder who meets the definition of a local merchant, as established by this policy, who is within 2% or $ 1, 000, whichever is less, of the bid of the lowest responsive, responsible non -local merchant bidder, will be afforded the opportunity to match the bid submitted by the non -local merchant bidder, and thereby receive award of the competitive procurement. 3. 4. 2. If all bids /proposals received in response to a competitive procurement are for the same total amount or unit price, quality and service being equal, the procurement shall be awarded to the local merchant, as defined in this policy. 3. 4.3. Local merchant will be a scheduled evaluation criteria in all Request for Proposal ( RFP) competitive solicitations and will be assigned a weight of 5 %. If the proposal meets the definition of a local merchant, as established by this policy, the proposal will be awarded 5 points by each evaluation committee member. 3. 4. 4. Exception to this Local Merchant Preference policy shall apply to: 3. 4.4. 1. Purchases or contracts made under an emergency situation, as defined by this policy. 3. 4. 4.2. Purchases funded in whole or part by a governmental agency ( grant purchases). 3. 5. Certified Minority Business Enterprise 3. 5. 1. Certification as a Minority Business Enterprise ( MBE) will be a scheduled evaluation criteria in all Request for Proposal ( RFP) competitive solicitations and will be assigned a weight of 5 %. If the proposal meets the definition of a Minority Business Enterprise, as established by this policy, the proposal will be awarded 5 points by each evaluation committee member. 3. 6. Purchasing Approvals and Authorization 3. 6. 1. All purchases must be approved, as stated below, and authorized via a purchase requisition, direct payment request, or credit card, as provided for in this policy, 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 disciplinary action, up to and including termination. 3. 6.3. Exceptions to this policy may be granted in the event of an emergency situation, as defined by this policy. 3. 6. 4. City Council is: 3. 6. 4. 1. Responsible for approving all regular and emergency  purchases in amounts equal to or greater than $ 20,000. 3. 6. 4. 2. Responsible for approving all Vehicle and Equipment repairs in amounts equal to or greater than $ 25, 000. 3. 6.4. 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. 5. City Manager is: 3. 6. 5. 1. Responsible for approving all regular and emergency purchases in amounts up to $20,000. 3. 6. 5. 2. Responsible for approving all Vehicle and Equipment repairs in amounts up to $25,000. 3. 6. 5. 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 materially alter the scope of work defined by the contract. 3. 6. 5. 4. 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 $6, 000. 3. 6. 6. 2. Responsible for approving all Vehicle and Equipment repairs in amounts up to $ 7, 500. 3. 6. 7. Department Directors ( or designee) are: 3. 6. 7. 1. Responsible for approving all regular, emergency, and vehicle /equipment repair purchases in amounts up to 1, 500. 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 andordering 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. 1 LI. 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. 999 or less requires no competitive quotes. 3. 8. 2. 1000 - $ 5, 000 requires three ( 3) verbal or written quotes. 3. 8. 2. 1. These quotes may be obtained by the requesting department and forwarded to the Purchasing Division, or by the Purchasing Division. 3. 8. 3. 5, 001 - $ 19, 999 requires an informal Request for Quotes - a minimum of three ( 3) written quotes must be obtained. 3. 8. 3. 1. This process must be completed by the Purchasing Division. 3. 8. 32. 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. 4. 20, 000 or greater requires a formal, sealed, publicly advertised, competitive bidding process. 3. 8. 4. 1. This process must be completed by the Purchasing Division. 3. 8. 5. Purchases for Continuing Contracts for professional services must be approved by City Council and obtained by sealed solicitation, using