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

process. 3. 9. 6. 9. ' 1 ake minutes at all. bid related meetings and openings. 3. 9. 6. 10. Send award letters to bidders. 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. Coordinate issuance of Change Orders 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. The items be the of the user 3. 9. 7. following shall responsibility 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. 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 timeline for bid opening. 3. 9. 7. 1. 5. Evaluation committee information. 3. 9. 7. 1. 6. Information regarding the presentation to City Council. 138-  3. 9. 7. 1. 7. List of recommended vendors to send notice of bid to. 3. 9. 7. 1. 8. Responses regarding technical inquiries from bidders. Technical assistance during bid protests, as set 3. 9. 7. 1. 9. forth in this policy. 3. 9. 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. 9. 7. 2. 1. Violation of the Cone of Silence may be grounds for rejection of all bids and reissuance of the competitive solicitation. 3. 9. 7. 2. 2. Violation of the Cone of Silence may be grounds for disciplinary action, up to and including termination. 3. 9. 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. 9. 7. 4. Complete the staff report for recommendation of award to City Council. 3. 9. 7. 5. Oversee project management. 3. 9. 7. 6. Coordinate approval of periodic invoices for payment. 3. 9. 8. Public Notice —Notice of the competitive solicitation 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. 8. 1. The public notice must contain the following: 3. 9. 8. 1. 1. Bid/ Proposal number 3. 9. 8. 1. 2. Title of the project 3. 9. 8. 1. 3. Bid issue date 3. 9. 8. 1. 4. Bid opening date 3. 9. 8. 1. 5. Time and location of bid opening 3. 9. 8. 1. 6. Location and address of where sealed bids should be submitted 3. 9. 8. 1. 7. How sealed bids should be submitted 3. 9. 8. 1. 8. Price ( if applicable) and method of obtaining Drawings and Technical Specifications and Bid Documents 3. 9. 8. 1. 9. Contact person and contact information 3. 9. 8. 2. If a construction project is projected to cost more than 200, 000, it shall be advertised at least once in the legal section of a newspaper of general circulation in the City at least 21 days prior to the established bid opening date and at least five ( 5) days prior to the scheduled pre -bid conference ( if applicable). 139-139-  3. 9. 8. 3. If a construction project is projected to cost more than 500,0009 it shall be advertised at least once in the legal section of a newspaper of general circulation in the City at least 30 days prior to the established bid opening date and at least five ( 5) days prior to the scheduled pre -bid conference ( if applicable). 3. 9. 8. 4. If the location, date, or time of the bid opening changes, written notice of the change must be given, as soon as practicable after the change is made, to all persons who are registered to receive any addenda to the plans and specifications. 3. 9. 8. 5. When pre- bid /pre -proposal meetings are held, the public notice must state whether the meeting is " Mandatory," or Non- Mandatory" and must state the time ( including CST), date, and place ( street address and room number) of the meeting. The wording, " Site visits will follow if necessary" must be included. 3. 9. 9. Bids shall be solicited from all responsible, prospective suppliers who are on the City' s bid list that is maintained by the Purchasing Division. Bid solicitation may be made using electronic or written 3. 9. 9. 1. methods, at the sole descretion of the City. 3. 9. 10. Bids must be submitted as stated in the competitive solicitation in regards to time, place, and method. 3. 9. 10. 1. Submissions shall not be accepted or opened if received after the date and time stated in the competitive solicitation. 3. 9. 10.2. The Purchasing Division may, with the concurrence of the City Manager, accept a late submission which has been postmarked or placed in transit for delivery by a recognized third party parcel post service prior to the advertised time. 3. 9. 11. ' The City Manager shall recommend to the City Council one of the following actions: 3. 9. 11. 1. Award of a particular bid /proposal. 3. 9. 11. 2. Award of parts of a particular bid/proposal. 3. 9. 11. 3. Reject all bids /proposals. 3. 9. 11. 3. 1. The City Manager shall not recommend award of a bid/proposal to a bidder who is known to be in default on the payment of taxes, licenses, or any other monies due to the City. 3. 9. 12.- The City reserves the right to waive informalities in any bid. 3. 9. 13. The City reserves the right to make award( s) by individual item, group of items, or any combination thereof. 3. 9. 14. The City reserves the right to reject any and all bids or waive any minor irregularity or technicality on bids received that, in the City' s judgement, would be in its best interest. 3. 10. Public Records and Competitive Solicitation 140-  3. 10. 1. ITB' s are subject to the public records law and will be made available as such immediately upon opening of the bids received by the City. 3. 10. 2. RFP' s and RFQ' s are subject to the public records law and will be made available as such ten ( 10) days after opening the proposal received or upon award of the solicitation, whichever occurs first. 3. 11. Exceptions to Competitive Solicitation Requirements 3. 11. 1. Emergency Purchases, as previously defined in this Policy. 3. 11. 1. 1. If such purchase exceeds $ 20,000, a full report of the circumstances of the emergency purchase shall be placed on the next regulaer City Council meeting agenda for ratification. 3. 11. 2. Contracts for professional involving a particular skill, services ability, experience or expertise, which are in their nature unique. 3. 11. 3. Non -Competitive purchases ( Sole Source) supplies or services, available only from one source, such as unique, patented, or franchised supplies, as defined by this Policy. 3. 11. 4. No qualified bids received after public advertisement of a