TO: Mayor and City Commission
FROM: Samuel A. May, Interim City Manager
DATE: June 21, 2017
Title
REPEALING ARTICLE II SECTIONS 2-25 THROUGH 2-31, AND 2-39; CREATING NEW SECTIONS 2-23 THROUGH 2-33 AND 2-39; PROVIDING FOR PURCHASE OF MATERIALS, SUPPLIES, SERVICES, EQUIPMENT, CONSTRUCTION, AND PROJECTS; PROVIDING FOR REPEAL; PROVIDING FOR SEVERABILITY; PROVIDING FOR CODIFICATION; PROVIDING FOR AN EFFECTIVE DATE.
BACKGROUND: This proposed ordinance updates the City’s purchasing code in compliance with new procurement standards provided under the Code of Federal Regulations (CFR) for FEMA declarations, consistency with State Statutes, and incorporates current purchasing policy, procedures, and practice into the City Code.
Several significant changes to the City’s purchasing code, policies, and procedures that are incorporated into this proposed ordinance are as follows:
1. Establishes thresholds for the purchase of services.
up to $25,000 made by the Department Director or designee without further action.
greater than $25,000 authorized by the City Manager
greater than $50,000 authorized by the City Manager with notification to the City Commission.
2. Updates thresholds for use of quotes and sealed bids for purchase of all items excluding services.
Up to $3,500 approved by Department Director or designee
Over $3,500 up to $10,000 three informal quotes
Over $10,000 up to $25,000 three formal quotes
over $25,000 written sealed bids or request for proposals or other solicitations
3. Updates thresholds for awards of bids, requests for proposals, letters of interests and other solicitations.
Up to $50,000 authorized by the City Manager
Greater than $50,000 authorized by the City Commission
4. Provides for a threshold of surplus or obsolete personal property in excess of $25,000 per item to be approved by the City Commission. The value of the item shall be the original cost less accumulated depreciation.
5. Provides for conflicts and consistency with the Broward County Code of Ethics.
Employees and their immediate family members shall not participate or submit a bid on any City solicitation.
6. Provides for composition of a five-member Selection and Evaluation Committee (SEC) for Consultants’ Competitive Negotiations Act (CCNA) projects.
For CCNA projects, the SEC shall consist of one member each of the following:
City Manager or designee
Purchasing Division
Finance Department
Department of Environmental and Engineering Services
Department involved
The City Manager shall have the right to add additional members to the SEC as deemed appropriate, and determine if the members are to be voting or non-voting members. The number of voting members shall always be an odd number.
This item passed on First Reading at the June 21, 2017, Regular City Commission meeting.
RECOMMENDATION: For approval.
FISCAL IMPACT: None.
CONTACT PERSON: Mary Beazley, Finance Director
Spencer Shambray, Purchasing Manager