Fort Walton Beach Council agenda — 10-13-2009 regular — reading text

aggregate of project total). 3. 6. 4. City Manager 3. 6. 4. 1. Responsible for approving all regular and emergency purchases in amounts up to $ 20, 000. 3. 6. 4. 2. Responsible for approving all Vehicle and Equipment repairs in amounts up to $ 25, 000. 3. 6. 4. 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. 4. 4. Must review and approve all requests for purchases that have an associated lease agreement or contract requirement, including contract extensions. 3. 6. 5. Finance Director 3. 6. 5. 1. Responsible for approving all regular and emergency purchases in amounts up to $ 6, 000. 3. 6. 5. 2. Responsible forapproving all Vehicle and Equipment repairs in amounts up to $ 7, 500. 3. 6. 6. Department Directors ( or designee) 3. 6. 6. 1. Responsible for approving all regular, emergency, and vehicle /equipment repair purchases in amounts up to 1, 500. 3. 6. 6. 2. Directors wishing to assign a designee must send a written request to the Finance Director for approval. 3. 6. 7. IT Director (or designee) 3. 6. 7. 1. Must approve the purchase of all cell phones and telephones, including repairs, replacements, adding/ deleting lines, and changing phone features. 3. 6. 7. 2. Must approve the purchase of all copying and duplicating equipment, including ordering new equipment and changing features on existing machines. 3. 6. 7. 3. Must approve the purchase of all computers, printers, 6K *11  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. 8. Engineering Services Director 3. 6. 8. 1. Responsible for monitoring and ordering fuel for the City, maintaining fuel dispensing equipment and ensuring that all environmental regulatory requirements are met. 3. 6. 9. Administrative Services Director 3. 6. 9. 1. Must review and approve all requests for purchases and contracts which have an associated insurance requirement. 3. 6. 10. City Attorney 3. 6. 10. 1. Must review and approve all requests for purchases that have an associated lease agreement or contract 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. 501 - $19, 999 require an informal Request for Quotes ( RFQ). 3. 7. 3. 1. A minimum of three ( 3) quotes must be obtained. 3. 7. 3. 2. This process may be by the requesting completed department and forwarded, in writing, to the Purchasing Division or completed by the Purchasing Division. 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 RFQ. 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 are the preferred method of requesting a 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 136-  the City' s accounting system. 3. 8. 3. Credit Card purchases may be used for limited items, such as those made online. 3. 8. 3. 1. Credit 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 credit card purchases, unless otherwise exempted by City Council via executed waivers, must be approved by the Finance Director or City Manager prior to the charge being incurred. 3. 8. 3. 3. Detailed credit 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, as indicated in this policy, and present proper documentation 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 project. 3. 9. 5. All formal competitive procurements are to be handled by the 137-  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. 62. Assimilate and coordinate review of the bid document and issue the document to vendors, including all addendums 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