Fort Walton Beach Ordinance — 1838 - Amend Code - Repeal local merchant preference — reading text

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 - a minimum of three ( 3) written quotes must be obtained. 3. 7. 3. 1. This process must be completed by the Purchasing Division. 3. 7.3. 2. Purchasing Division shall take into consideration The insurance requirements and other risk management details when obtaining quotes, as applicable to each individual purchase. 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 solicitation, using a Request for Qualifications ( RFQ) in accordance with F. S. 287. 055 and the Consultants Competitive Negotiation Act. 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 preferred method of requesting a are the 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 the City' s accounting system. 3. 8.3. Procurement Cards may be used for limited purchases, such as those made online or small dollar purchases less than $ 1, 000. 3. 8. 3. 1. Procurement 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 procurement card purchases, unless otherwise exempted by City Council via executed purchasing waivers, must be approved by the Finance Director or City Manager prior to the charge being incurred. 3. 8.3. 3. Detailed procurement 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 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. 8.4. The Finance Director will be responsible for the issuance of the Procurement Cards, as well as the tracking and monthly reconciliation of the statements. 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 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 one (1) of these three ( 3) firms for the required Professional Service. 3. 9.4. 5. 1. Task orders must be issued to 1) of the one ( selected firms for each individual project. 3. 9.4. 5. 2. Task orders for services $ 20,000 or greater must be approved by City Council prior to issuance. 3. 9. 5. All formal competitive procurements are to be handled by the Purchasing Division. The expected responsibilities of City personnel 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. Assimilate and coordinate review of the bid document and issue the document to vendors, including all addendums as necessary . 3. 9. 6. 3. Assist Departments with the development of objective Evaluation Criteria for determining award recommendation. 3. 9. 6.4. Prepare and place legal advertisement when applicable. 3. 9. 6. 5. Attend pre- bid conferences and evaluation committee meetings to assist the evaluation committee and answer purchasing related questions. 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 sole City contact person during the bidding process ( except as otherwise noted in the individual solicitation). 3. 9. 6. 9. Take minutes at all bid related meetings and openings. 3. 9. 6. 10. Post award information, after protest window has passed. 3. 9. 6. 11. Coordinate with the City Attorney to develop contracts, as applicable. 3. 9. 6. 12. Ensure bidder provides performance bond and material and payment bond. 3. 9. 6.13. Issue signed contract and notice to proceed to vendor, including the purchase order. 3. 9. 6.14. Process Change Orders issued by departments after approval, in accordance with this policy. 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:  3. 9. 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. 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 line item or account number where the is project budgeted for the fiscal year. 3. 9. 7. 1.5. The time line for bid opening. 3. 9. 7. 1. 6. Evaluation committee information. 3. 9. 7. 1.7. Information regarding the presentation to City Council. 3. 9. 7. 1.8. List of recommended vendors who should receive notice of bid. 3. 9. 7. 1.9. Responses regarding technical inquiries from bidders. 3. 9.