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

a Request for Qualifications ( RFQ) in accordance with F.S. 287. 055 and the Consultants Competitive Negotiation Act. 3. 8. 5. 1. Construction costs for each individual project under the contract must not exceed $ 2, 000, 000. 3. 8. 5. 2. Fees for each individual study under the contract must not exceed $200, 000. 3. 8. 5. 3. Task orders exceeding $ 20,000 must be approved by City Council. 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 $ 1, 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 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 $ 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. 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 $ 20, 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 we 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 Evaluation Criteria for determining award recommendation. 3. 10. 6. 4. Prepare and place legal advertisement when applicable. 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. 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.FloridaBidsystem.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