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

of a written request for a hearing within five ( 5) business days from the date of the City Manager' s decision. Failure to file an appeal within five ( 5) days will constitute a waiver of proceedings under this policy. 3. 12. 6. The written request for appeal must state the grounds for the appeal and the action requested by City Council. 3. 12. 7. In the event of a timely protest and/or appeal, the City shall not proceed with award unless the City Manager justifies the award in order to protect public health, welfare, and safety. 3. 12. 8. A final decision under this section shall be conclusive and shall represent the position of the City. 3. 13. Contract Preparation 3. 13. 1. The Purchasing Division shall work, in conjunction with the City Attorney, to draft a contract for the award of a competitive solicitation or other purchase, when applicable. 3. 13. 2. The Purchasing Division shall be responsible for all negotiations with vendors, unless specifically directed otherwise by City Council decision. 3. 13. 3. At no time shall a City employee, other than authorized in this policy, negotiate with a vendor regarding contract terms. 3. 13.4. The user department shall coordinate with the Purchasing Division the expectations of the contract.  3.13. 5. Upon approval of the contract by all parties, the user department shall generate a purchase requisition. 3. 13. 6. The purchase order will be forwarded by the Purchasing Division to the vendor and the Purchasing Division will secure an acknowledged copy of the purchase order, indicating agreement to the Purchase Order Terms and Conditions. 3. 14. Contract Extensions 3.14. 1. Bid awards may be made for a term of up to three ( 3) years, with additional renewal options following the end of the intitial term, when applicable. 3. 14. 2. When additional renewal options exist in a contract the following responsibilities exist: 3. 14. 2. 1. The Purchasing Division shall notify the user department of the pending expiration of the contract at least 60 days prior to the expiration date and inquire whether the user department desires to exercise the renewal option. 3. 14. 2. 2. The user department will notify the Purchasing Division, in writing, regarding their desire to exercise the renewal option. 3. 14. 2. 2. 1. The written notification should include any changes in the specifications and any vendor evaluation criteria that would influence the decision. 3. 14. 2.3. The Purchasing Division shall negotiate the renewal option with the Vendor and notify the user department and the Finance Director prior to issuing a contract extension. 3. 14. 2.4. All contract extensions require signatures from the user department, the City Manager, and the City Clerk. 3. 15. Change Orders 3. 15. 1. The City Manager is authorized to approve and initiate work on change orders that fall within the guidelines previously established by this Policy. 3. 15. 2. All other change orders, unless specifically authorized by the City Council, must be formally approved by the City Council before work is authorized to begin. 3. 15. 3. No claim against the City for extra work in furtherance of such change order shall be allowed unless said prior approval has been obtained, notwithstanding any other position, contractual or otherwise. 3. 15.4. A change order may not substantially alter the character of the work contracted for. 3. 15. 5. change order may not vary so substantially from the original A specifications as to constitue a new undertaking. 3. 15. 6. All change orders must be reasonably and conscientiously viewed as being in fulfillment of the original scope of the contract. 3. 16. Receiving and Payment  3. 16. 1. It is the responsibility of the department to inspect all user goods/ services received to determine their conformance with the specifications set forth in the contract. 3. 16. 2. If the goods/ services are not acceptable, the user department must contact the Purchasing Division immediately to resolve the problem. 3. 16. 3. If the goods/ services are acceptable, the user department must generate a receiving report immediately. 3. 16.4. The user department must forward all signed packing slips and/or invoices to the Accounts Payable staff in the Financial Services Department immediately upon receipt. 3. 16. 5. A check will be issued to the vendor within 45 days from the date of the invoice or when the proper documentation has been received by the Accounts Payable staff. 4. ADDITIONAL REQUIREMENTS AND INFORMATION.. RESPONSIBILITIES 4. 1. It is the responsibility of the Purchasing Agent and the Finance Director to monitor and update this policy as necessary. 5. AUTHORITY 5. 1. Direction of the City Manager. 5. 2. Approval by the City Council.