Item M3
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: January 15,2003
Division: Management Services
Bulk Item: Y es ~ No
Department: Administrative ServiceslPurchasing
AGENDA ITEM WORDING:
Approval of revisions to Purchasing Policies.
ITEM BACKGROUND:
Last revision to Purchasing Policies was May 17, 2000.
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
Recap of signifigant changes are attached.
STAFF RECOMMENDATIONS:
Approve.
TOTAL COST:
N/A
BUDGETED: Yes ---X.... No
COST TO COUNTY:
SOURCE OF FUNDS:
REVENUE PRODUCING: Yes
No-X AMOUNTPERMONTH_ Year
APPROVED BY: County Atty _ OMBlPurchasing _ Risk Management
DIVISION DIRECTOR APPROVAL: ~ d'~
, eila A. Barker, Management Services Division Director
DOCUMENTATION:
Included X
To Follow_
Not Required_
DISPOSITION:
AGENDA ITEM # AS
.
Revised 1/03
Recap of Significant Changes to Purchasing Policies
Board Of County Commissioners Meeting - January 15, 2003
All changes of a housekeeping nature (spelling, grammar, consistency,
capitalization, rearrangement of items for clarification, updating source numbers
of Ordinances, Florida Statutes and Regulations) are not highlighted.
Changes have been made to Purchasing Policies to reflect correct departmental name
and titles.
Clarification of current policy using DemandStar for competitive bid solicitations.
Also changes made to use appropriate wording based on changes made to Florida
Statutes.
Florida Statutes given preference to Florida businesses for the purchase of personal
property .
Monroe County
Board of County Commissioners
Purchasing Policy
Mayor, Dixe Spehar, District 1
Mayor Pro-Tern, George Neugent, District 2
Charles "Sonny" McCoy, District 3
David Rice, District 4
Murry E. Nelson, District 5
James L. Roberts
County Administrator
Sheila A. Barker
Division Director, Management Services
Lisa Ernst Cherry
Purchasing Supervisor
Carlos Victores
Buyer
Sharon Lake-Nanay
Jr. Buyer
Monroe County Purchasing Policy
Table of Contents
CHAPTER 1 - INTRODUCTION.... .................................................................................. 3
CHAPTER 2 - AUTHORITY & DUTIES...........................................................................3
A. Board of Co un ty Co mmissio ners ................................................................................................................. 3
B. Co u n ty Ad minis tra to r ... ........................ ....................................................................................................... 3
C. 0 fflce 0 f Administra tive Se rvi c es ............................ ..................... ................. ..................... ........................ 3
D. Req u es tin g Dep a rtm en t .............................................................. .................................... ......... ..................... 5
E. D elega tio n 0 f Au th 0 ri ty .... ............. ......... ..................... ......... .............................................. ............... ........... 5
F. Purchasin g Au th 0 rity ... ..................... .............. ........... ................. ........... .......... ............................................ 5
G. No n-discrimfn a tio n ... ................................................................... ......... ...... .... ..... ................ ................. ..;..... 6
CHAPTER 3 - COMPETITIVE BID PROCESS ...............................................................6
A. No ti ce In vi tin g Bids.......... ............................................................................................................................. 6
B. Proced u re fo r Bids.................................................................... ................... ................................. ................ 7
C. Tie Bids ...... ................. ....................................... ...................... ................. ................................. .................... 9
D. Re j ecti 0 n 0 f Bids ...... ................................. .......................... ................... ................. ......................... ............. 9
E. W aiv er 0 f Irregularities........ ......................... ............... ......................... ....... ....... ............................ ............. 9
F . Award of Bid Co ntract ................................................................................................................................. 9
CHAPTER 4 - PURCHASE OF PROFESSIONAL SERVICES .......................................9
A. D eflni tio n ... .... .............. ....... .......... ........... ............................... ......... ....... ........... ....... ..... .............................. 1 0
B. M eth ods 0 f acq uisitio n ....... ............................ .... .... .............. ......... ...... ........ ........... ......... ....... ..................... 10..
CHAPTER 5 - DESIGN/BUILD CONTRACTS ..............................................................11
A. Prim ary Proced u re ......................... ............ ........................................ ................... ...... ............................... 11
CHAPTER 6 - CONTRACTS/AGREEMENTS ...............................................................15
A. Con tract Review.... ...................................................................................................................................... 15
B. Req uirem en ts .... .............. ............................... .................... ........................... ...................:........................... 15
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Monroe County Purchasing Policy
C. CP I Com p u ta tio n ............................................................................................................... .... ..................... 16
D. Ex ce p tio ns .......................... ................. ......................................................... ........................................... ..... 16
E. Preference to Florida businesses (FS 287.084) .........................................................................................17
CHAPTER 7 - EXCLUSIONS ........................................................................................17
A. So Ie Sou rce.... ......... ........................... ............. ......................................................................... ..................... 17
B. State Contracts, GSA Contracts or SNAPS..............................................................................................18
C. Previously Approved Projects................................. .... ........................................................... .................... 18
D. Piggy b a c kin g ............................................................................................................................................... 18
CHAPTER 8 - BLANKET PURCHASE AGREEMENTS ...............................................19
B PAs . ............ ........ ,....... ...... ....... .................. .......................................................................................................... 19
B. B P A terms and co n di tio ns .......... .......................................... ...................................................................... 19
CHAPTER 9 - RETURN OF PURCHASES ...................................................................20
CHAPTER 10 - MINORITY BUSINESS ENTERPRISE (MBE), SMALL BUSINESS
& DISADVANTAGED BUSINESSES ............................................................................20
CHAPTER 11 - PURCHASE OF INSURANCE .............................................................21
CHAPTER 12 - RECYCLED CONTENT PRODUCTS ..................................................21
CHAPTER 13 - SURPLUS ITEMS ................................................................................21
CHAPTER 14 - CENTRAL STORES............... .......... .......... .......... ......... .................. ..... 21
A. Purpose ...... ..... ........................ ............ ....... .......... ........................... ................................. ............................ 22
B. Req uisitions fro m Central S tores .............................................................................................................. 22
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CHAPTER 1 - INTRODUCTION
The purpose of the County's Purchasing policy is to secure economy in the construction of
County public works and in the expenditure of County funds for services, materials, supplies,
and equipment. The policy is intended to promote actual, honest and effective competition and
protect the taxpayers from collusive contracts, favoritism, fraud, extravagance, and
improvidence. The policies and procedures outlined herein are governed by Florida Statutes and
Monroe County Ordinances most recently in effect.
The Mission of Monroe County's Purchasing section of Administrative Services is to provide
quality purchasing and contracting support to all county departments in a timely, cost effective
and professional manner. As purchasing professionals:
We follow a strict Code of Ethics, avoiding the appearance of and preventing the opportunity for
favoritism.
We seek to maximize the purchasing power of public funds, while promoting fair and open
competition.
We strive to create a work environment that demonstrates teamwork, respect, integrity and
honest communication
CHAPTER 2 - AUTHORITY & DUTIES
A. Board of County Commissioners
The Procurement Policy Office consists of the Monroe County Board of County Commissioners
which is hereinafter referred to as the BOCC.
1. The BOCC shall decide all matters of policy including those referred to it
by the Chief Procurement Officer.
2. No contract in excess of $1 ,000 for goods or services may be awarded
without the approval of the Policy Office.
B. County Administrator
1. The County Administrator is the Chief Procurement Officer and shall have
the authority and responsibility to adopt administrative instructions for the
procurement of supplies, services, and construction in accordance with
policy adopted by the BOCC.
2. County Administrator has contract approval authority of $1 ,000.00 M.C.
ordinance Section 2-1.
c. Office of Administrative Services
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1. There is a Purchasing Section, within the Administrative Services
Department. The Director of Administrative Services shall head the
Purchasing Section and in such capacity be additionally referred to as the
Purchasing Director.
2. The Purchasing Director, with the approval of the County Administrator,
may originate or modify a Monroe County Administrative Instruction that
delineates specific procedures for governing the procurement process as
defined by County Ordinance and this Policy.
3. The Purchasing Section must conform to its unique status: government
procurement is an "act in agency," a special relationship which calls for
the Purchasing Section to act for others, to commit their budgets, and to
influence their programs.
4. Reviews all requests for purchase and contracts for goods and services
prior to creation of purchase orders or submission to the BOCC for review
and execution. Purchasing Section checks convicted/suspended vendor
list prior to issuance of bid tabulation and distributes said list to all
departments.
5. Assures that supplies used by various departments will be uniform
whenever consistent with operational goals and in the interest of
efficiency or economy. The requesting department must justify the need
for a special type of item.
6. The Purchasing Section maintains a list of potential bidders for the various
types of materials, equipment and supplies to be used in the development
of a mailing list for distribution of specifications and invitations to bid for
projects that fall under the competitive bid threshold Any supplier may be
included in the list upon request.
7. Makes alternative suggestions to the requesting department if requested
specifications would restrict competition or otherwise preclude the most
economical purchase of the required items. In case of disagreement as to
the content of the specifications, the County Administrator shall make the "
final determination.
8. Makes the determination when a low bidder proposes an alternative as "an
equal" to that specified, whether the proposed substitution is, in fact, an
equal.
9. Seeks purchases through State, Federal Agencies, Associations or other
governmental agencies if such purchases are in the best interest of the
County.
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D. Requesting Department
1. Must submit a written or electronic "Request to Purchase" to the
Purchasing Section for all purchases of goods and services.
2. Provides adequate description of needed items so the Purchasing Section
can assist in preparing specifications to procure the desired items and or
servIces.
3. Provides written justification for a special type of item and or "Sole
Source" vendor for which only the BOCC, County Administrator or
Director of Purchasing may approve at the appropriate level of purchasing
authority. The Purchasing Section must in all cases evaluate the request
for any such commodity, service or source.
4. Secures P.O.'s on all purchases made during an emergency, and must be
signed by the required authority. Provides the E.O.C. with a list of P.O.
numbers to be utilized in the event that the normal County operations are
closed.
E. Delegation of Authority
Subject to the limitations of these policies and any additional procedures of the County
Administrator, the Purchasing Director may delegate authority when and where such action is
deemed necessary.
F. Purchasing Authority
Purchasing Authority is defined as signature verification of original invoicing for receipt of the
ordered goods or services for payment by Purchase Order, Audit Slip, or other fiscal documents.
1. Purchasing Authority shall be limited to the County Administrator,
Purchasing Director, Division Directors, Department Directors and/or
their properly authorized designees in order to insure proper fiscal control.
PURCHASING LEVELS WHAT TO DO? PURCHASING AUTHORITY
FOR TOTAL DOLLAR WHO APPROVESl
AMOUNT
$.01 - $1,000.00 Request to Purchase written or electronic to Purchasing. Department Director or their
designees.
$1,000.Q1 - $5,000,00 Request to Purchase written or electronic to Purchasing. Department Director
2. Purchasing Authority dollar level may be elevated to a higher level if the
County Administrator or Purchasing Director determines such to be in the
County's best interests.
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55,000.0 I - $10,000.00 Request to Purchase form along with two (2) or more written Division Director
price quotes.
S I 0,000.0 I - $25,000.00 Request to Purchase form along with two (2) or more written County Administrator only.
price quotes. Requesting Department will solicit bids in
conjunction with the Purchasinl! Deoartment.
525,000.0 I AND OVER Competitive Bid process BOCC prior approval required
Governed by County Ordinance
G. Non-discrimination
It is the policy of Monroe County to provide equal opportunity to all qualified persons in gaining
entry to do business with the County. To help achieve an optimum level of competitiveness,
Monroe County does not discriminate on the basis of race, color, sex, national origin, religion,
age or disability in its purchase of goods and services.
CHAPTER 3 - COMPETITIVE BID PROCESS
Any purchase or contract estimated to cost $25,000.01 or greater shall be awarded by
competitive sealed bid. Award of Bid shall be made by the BOCC to the lowest conforming bid
by a responsible bidder. Award of contracts for professional services are covered elsewhere in
this policy. Please refer to Administrative Instruction #4802 for specific requirements.
A. Notice Inviting Bids
1. Specifications: The Requesting Department must prepare bid
specifications along with memorandum and deliver them to the
Purchasing Section and County Attorney's office in advance of the
Advertisement publication date. Bid specifications should be written
broadly enough to ensure response from a range of bidders. Bid
specifications should not be written to steer business toward or "rig" the
bid for anyone particular vendor.
2. Advertisement: Notice inviting bids shall be published by the County
Attorney's Office in one (1) or more local newspapers qualifying under
Florida Statutes Chapter 50.031. Notice also shall be publicly posted by
the Purchasing Section in a consistent public location at least twenty-one
(21) days preceding the last day established for the receipt of bids. The
Purchasing Section will be responsible for insuring all bid documents are
sent to Onvia By DemandStar for distribution.
3. Scope of Notice: The public notice required herein shall include a general
description of the articles to be purchased or sold, shall state where bid
instructions and specifications may be secured, and the time and place for
opening bids.
4. All bids received must remain valid for a period of ninety (90) days.
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5. Bid Security Deposit: Each bid must be accompanied by a bid security in
an amount equal to 5% of the bid price either in the form of a certified
check made payable to the County or in a bond from surety company
authorized to do business in Florida. The bid securities will remain in the
custody of the Purchasing Director until forfeited or released. If, after the
Board accepts the bid the bidder refused to execute the contract or
commence the work or provide the goods called for, then the bid security
will be forfeited. The bid securities of unsuccessful bidders and bid
securities in the County's possession for more than 90 days from the date
of bid opening must also be returned.
6. Bid Addenda: An addendum to a specification shall be defined as an
addition or change in the already prepared specifications for which an
invitation has been mailed for formal quotations or an announcement has
been posted for a formal sealed bid.
a) Any addendum to a request for formal sealed bids shall be
approved by the Requesting Department Director, Division
Director or designee and the Purchasing Director or designee. The
addendum shall clearly point out any addition or change to the
specifications.
b) Purchasing Section shall be responsible for notifying all
prospective bidders who have received specifications of the
addendum(s) in writing five (5) calendar days prior to opening date
of bids (also see Administrative Instruction #4802). Specifications
and addenda in the possession of Purchasing Section are
controlling.
c) Each bidder shall examine all Bid documents and shall judge all
matters relating to the adequacy and accuracy of such documents. Any inquires,
suggestions, or requests concerning interpretation, clarification, or additional
information pertaining to the Bid shall be made to the Requesting Department..
The issuance of a written addendum is the only official method whereby
interpretation, clarification or additional information can be given. If any addenda
are issued to a Bid, Monroe County will attempt to notify all prospective bidders
who have secured the same.
B. Procedure for Bids
1. All public notices calling for bids, proposals, or replys under the signature
of the Director of Purchasing will include a notification of the date, time
and place that the bids, proposals, or reply's will be accepted and opened.
Any and all bids, proposals, or reply received after the time and date of
acceptance will not be considered and will be (if so requested) returned (at
the Bidders expense) unopened to the sender.
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2. All sealed bids, proposals or reply shall be opened at the Purchasing office
unless another location for doing so was designated in the applicable
Public Notice. The Purchasing Director shall receive and retain all
original bid documents and addenda on file in his office. All bids,
proposals or reply shall remain valid for a period of 90 days.
3. The date and time of bid acceptance and bid opening shall be the same.
All Respondents submitting bids, proposals or reply for construction,
improvement, remodeling or repair of public buildings, will furnish
evidence that the bidder holds an appropriate current certificate or
registration per Ch. 489.131 F.S. unless exempt under Ch. 489.103 F.S.
4. All openings shall be open to the public and the Director of Purchasing
shall certify and keep a record of said openings. All bids, proposals or
reply shall be stamped with date and time of receipt by the Purchasing
staff and remain under lock.
5.
6. A comprehensive review of the bids, proposals or reply will be conducted
by the Requesting Department in conjunction with the Purchasing Section.
The Purchasing Section will prepare a tabulation of the bid opening and
certify whether or not any of the respondents that have submitted a bid,
proposal or reply appears on the State of Florida Convicted or Suspended
Vendor list. The Purchasing Section shall maintain an original set for the
Purchasing Section file and the Requesting Department will receive the
remaining documents.
7. A BOCC meeting agenda item shall be prepared by the Requesting
Department and attached to the recommended bid. A hard copy and
electronic file of the agenda item summary sheet should be forwarded to
the Purchasing Section to be retained in the bid file.
8. Upon approval by the County Administrator, the bid, proposal or reply
will be submitted for BOCC consideration on a future regular meeting
agenda (within sixty (60) calendar days of selection) as an "awarding of
bids, proposals or reply" item.
9. The County Administrator and/or appropriate Division or Department
Director will be responsible for presenting recommendations to the
BOCC.
10. Once the BOCC has made a decision, the Requesting Division Director or
Department Head or their designated contract manager will be responsible
for ensuring the accomplishment of that which was approved and issuing a
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P.O. for the full contract purchase amount.
11. Non-Collusion Statement: Each bid shall contain the appropriately
worded non-collusion certification.
12. Drug Free Workplace: Each bid shall contain an execute "Drug Free
Workplace" form.
C. Tie Bids
In the event the same bid amounts are received from two or more bidders who are considered by
the BOCC to be equally qualified and responsive, the award shall be to the bidder who has a
principal place of business located in Monroe County, FL. Otherwise the tie will be resolved by
lot.
D. Rejection of Bids
1. The BOCC shall have the authority to reject any and all bids, proposals or
reply.
2. If the lowest, responsible bid exceeds budgeted amount and the BOCC
does not appropriate additional funds, the requesting authority may solicit
approval from the BOCC and, if granted, may appropriately amend the
project specifications and re-advertise the request for bids, proposals or
reply.
3. If no bid is received, the BOCC may be requested to authorize the County
Administrator to undertake direct negotiations to purchase the
item/service. The BOCC would then consider the results of said
negotiations and determine whether acquisition of these goods or services
at the negotiated price would be in the County's best interest, and if so,
authorize the requisition.
4. Late bids, proposals or reply. Any and all bids, proposals or reply
received after the time and date of acceptance will not be accepted.
E. Waiver of Irregularities
The BOCC shall have the authority to waive any and all irregularities in any and all formal bids,
proposals or reply.
F. A ward of Bid Contract
The Mayor, when authorized by majority vote of the BOCC, shall execute formal contracts
having a binding effect upon the County.
CHAPTER 4 - PURCHASE OF PROFESSIONAL SERVICES
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A. Definition
A professional service shall be defined as assistance obtained in support of county operations
from an independent contractor in one or more of the following professional fields:
1. Appraisal Services - real and personal property appraisers (as per Chapter
125.355, FS).
2. Architecture, professional engineering, landscape architecture, or
registered land surveying services (as per Chapter 287.055, FS).
3. Audit and Accounting Services - auditors and accountants (excepting the
selection of the annual auditor which shall be conducted as per Chapter
11.45, FS).
4. Consultants - planning, management, technological or scientific advisors.
5. Financial Services - bond counsel, rating and underwriting, financial
advisor, and investment services.
6. Legal Services - attorneys and legal professionals.
7. Medical Services - medicine, psychiatry, dental, hospital, and other health
professionals.
B. Methods of acquisition
Because differences in price may only be a minor concern compared to qualitative
considerations, professional services may be exempted by the BOCC from the competitive
bidding process. Instead, professional services will be typically acquired through one of the
following methods:
1. Competitive Selection and Negotiation - per Chapter 287.055, (4) & (5)
FS
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a) A Request for Qualifications (RFQ) is publicly announced.
b) Responding firms are ranked and may be required to make public
presentations to the BOCC.
c) The County will negotiate a contract with the firm selected by the
BOCC.
d) The negotiated contract will be reviewed and placed before the
BOCC for approval.
2. Requests for outside legal services will be referred to the County
Administrator and the County Attorney for review and comment as to
whether said services are necessary and/or appropriate. Requests for
outside legal services may be exempted from formal competition by the
BOCC at the request of the County Administrator or County Attorney.
CHAPTER 5 - DESIGN/BUILD CONTRACTS
A. Primary Procedure
1. Procurements for the design and construction of public construction
projects may be obtained through a single contract with a firm selected in
a manner permitted under Chapter 287.055, FS and the procedures set
forth in this section.
2. For the purpose of this section, the following definitions shall apply:
a) A "design/build firm" means a partnership, corporation, or other
legal entity which is:
(1) Certified under Chapter 489.119, FS, to engage in
contracting through a certified or registered building
contractor as the qualifying agent: and;
(2) Certified under Chapter 471.023, FS, to practice or to offer
to practice engineering; certified under Chapter 481.219
FS, to practice or to offer to practice architecture; or
certified under Chapter 481.319 FS, to practice or to offer
to practice landscape architecture.
b) A "design/build contract" means a single contract with a design
build firm for the design and construction of a public construction
proj ect.
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c) A "design criteria package" means concise performance-oriented
drawings or specifications of the public construction project. The
purpose of the design criteria package is to furnish sufficient
information so as to permit design-build firms to prepare a bid or a
response to a Department request for proposal, or to permit a
Department to enter into negotiated design-build contract. The
design criteria package shall specify such performance-based
criteria for the public construction project, including, but not
limited to, the legal description of the site, survey information
concerning the site interior space requirements, material quality
standards, schematic layouts and conceptual design criteria of the
project, cost or budget estimates, design and construction
schedules, site development requirements, provisions for utilities,
storm water retention and disposal, and parking requirements, as
may be applicable to the project.
d) A "design criteria professional" means a firm that holds a current
certificate of registration under Chapter 481 FS to practice
architecture or landscape architecture or a firm who holds a current
certificate as a registered engineer under Section 471 FS to
practice engineering and provide professional architect services,
landscape architect services, or engineering services in connection
with the preparation of the design criteria package.
3. The design criteria package shall be prepared and sealed by a design
criteria professional employed or retained by the agency. If the agency
elects to enter into a professional services contract for the preparation of
the design criteria package, then the design criteria professional shall be
selected and contracted with in accordance with the requirements of
Chapter 287.055 FS. The design criteria services of a firm under
continuing contract may also be utilized if the project construction costs
are estimated to be less than $500,000 and provisions for design criteria
services are included within or added to such contracts. All solicitations
for professional services to prepare a design criteria package(s) shall
inform the recipient firms of the following information:
a) A description of the project;
b) The work to be performed;
c) Written notification that the design criteria professional who has
been selected to prepare the design criteria package shall not be
eligible to render services under a design-build contract executed
pursuant to the design criteria package.
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4. Upon completion of the Design Criteria Package, procurements of
Design/Build services shall be processed in a manner consistent with the
section entitled "Competitive Proposals".
5. The BOCC may appoint, direct and empower a technically qualified
screening committee to review, analyze, evaluate and rank/rate the
applicable Design/Build proposals and report their findings and
recommendations back to the BOCC for consideration and contract award.
6. The BOCC may declare a public emergency, where appropriate and
authorize the using agency to negotiate an agreement for BOCC approval
with the best-qualified design-build firm available at that time.
7. In lieu of the design/build contractor selection procedure described above,
the following selection process may he used at the option of the
Purchasing Director for the selection of a firm for the design and
construction or renovation of buildings when the scope of work is flexible
and identifies an end result that the County wants to achieve rather than
just dictating specific methods and materials.
a) Bid proposals must consist of a technical proposal and a price
proposal. The two proposals must be segmented into separate
sealed packages and clearly marked. An original and five copies
of both proposals must be received by the deadline stipulated in
the Purchasing Department's public announcement.
(1) The technical proposal must include all the information
requested in response to the scope of services described in
the design criteria package. Examples of such
information are: design drawing documents, outline
specifications, and special requirements, construction
details, schematic mechanical, plumbing and electrical, and
schedules.
(2) The price proposal must include one lump sum cost for all
costs of the project as defined by the scope of services of
the design criteria package. Examples of such services are:
design, permits, construction engineering, and inspection
and construction of the proposed project.
b) The selection committee consists of the County Engineer, the
County Construction Manager, and a representative of the
department requesting the project selected by the County
Administrator. Depending on the projection, the County
Administrator may replace the County Engineer or the
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Construction Manager with a more appropriately qualified
individual. At the time and place stated in the public
announcement, the committee will publicly unseal the technical
proposals, and distribute the proposals to the individual committee
members for study and evaluation. The sealed price proposals
must be keep in the custody of the Purchasing Director until
unsealed under the procedure described below. At the time the
technical proposals are unsealed, the Purchasing Director or his
designee must also state the time and place where the technical
scores will be publicly announced and the adjusted score
calculated. The technical scores must be established according to
the following criteria:
Technical Criteria:
Maximum Score 45
Structural System
Exterior Finish
Roof System
Mechanical/Plumbing
Electrical
Interior Finish
Interior Hardware and Fixtures
Interior Doors/Walls
Ceiling/Lighting Systems
Management Criteria:
Maximum Score 35
Contractors Experience
Location of Firm
Experience of Firm with Design/Build
Experience of Architect/Engineer
Project Schedule:
Maximum Score 20
Contractor's Ability to Meet Schedule
Consultant's Ability to Meet Schedule
Length of Project Schedule
TOTAL MAXIMUM SCORE
100
c) The selection committee members must calculate a score for each
of the criteria. The maximum scores are an average of the
committee member's score. The total maximum score is the sum
of the averages.
d) At the time and place previously announced, the Purchasing
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Director or his designee will publicly announce the technical
scores. The Purchasing Director will then unseal the price
proposals and arrive at an adjusted score for each firm by dividing
each firm's price by the technical review score. An example of
how the selection formula works is shown below:
FIRM TECHNICAL BID ADJUSTED SCORE
SCORE
A 90 $300,000 3333
B 80 $230,000 2875
C 70 $400,000 5714
(In this example, Firm B would be recommended for selection.)
e) The selection committee must recommend to the BOCC that the
firm with the lowest adjusted score be awarded the contract unless
the committee's recommendation is to reject all the proposals. The
BOCC reserves the right to reject all proposals.
CHAPTER 6 - CONTRACTS/AGREEMENTS
A. Contract Review
1. All Contracts, leases and/or agreements shall be reviewed by Risk
Management, Purchasing, the appropriate Division Director, and the
County Attorney's Office prior to being placed on the agenda for BOCC
approval. A contract summary will be attached to each
contract/agreement.
2. The Division Director of an approved contract/agreement shall designate a
Contract Manager who shall be responsible for enforcing performance of
said contract/agreement terms and conditions.
B. Requirements
1. Per Fla. Statutes, Chapter 287.0582 all contracts which bind Monroe
County for the purchase of services or tangible personal property for a
period in excess of one (1) fiscal year must have the following statement
included in the contract. "Monroe County's performance and obligation
to pay under this contract, is contingent upon an annual appropriation by
the BOCC."
2. Public Entity Crime Statement. All invitations to bid, request for proposals
and any contract document shall contain a statement which reads as
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follows (Section 287.133 FS): "A person or affiliate who has been placed
on the convicted vendor list following a conviction for public entity crime
may not submit a bid, proposal, or reply on a contract to provide any
goods or services to a public entity, may not submit a bid, proposal, or
reply on a contract with a public entity for the construction or repair of a
public building or public work, may not submit bids on leases of real
property to public entity, may not be awarded or perform work as a
contractor, supplier, subcontractor, or consultant under a contract with any
public entity, and may not transact business with any public entity in
excess of the threshold amount provided in Section 287.017, for
CATEGORY TWO for a period of36 months from the date of being
placed on the convicted vendor list."
3. Ethics Clause. Each contract/agreement entered into by the County shall
contain in accordance with Section 5 (b) Monroe County Ordinance No.
010-1990 the following ethics clause; "(Person or business entity)
warrants that he/it had not employed, retained or otherwise had act on
hislits behalf any former County officer or employee subject to the
prohibition of Section 2 of Ordinance No. 010-1990 or any County officer
or employee in violation of Section 3 of Ordinance No. 020-1990. For
breach or violation of this provision the County may, in its discretion,
terminate this contract without liability and may also, in its discretion,
deduct from the contract or purchase price, or otherwise recover the full
amount of any fee, commission, percentage, gift, or consideration paid to
the former County officer or employee."
C. CPI Computation
The contract/agreement (lease) amount agreed to herein might be adjusted annually in
accordance with the percentage change in the Consumer Price Index for all urban consumers
(CPI-V) for the most recent 12 months available.
D. Exceptions
1. There are certain expenditures for which the processing of a purchase
order is unnecessary. The following should be made without purchase
orders, but audit slips must be attached to invoices before being sent to
Clerk's Finance Department for payment:
a) Employee expenses such as conference expenses, hotel expenses,
mileage and other reimbursable expenses in performance of day-
to-day duties.
b) Interdepartmental charges - billings for specific office repairs,
fuels from bulk storage, County vehicle maintenance or repairs,
etc.
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2. The Purchase of the following specific goods and or services requires a
purchase order and in addition shall be regulated by the appropriate
Administrative Instruction.
a) All radio communications service and equipment - including but
not limited to two-way personnel and vehicle radios, beepers and
etc. Monroe County Administrative Instruction #5800.
b) All telephone systems, lines, services, equipment and audit costs
for same. Monroe County Administrative Instruction #4401.
c) All computers and or data communications hardware, software,
product and services. Monroe County Administrative Instruction
#4401.
d) Business cards are subject to Monroe County Administrative
Instruction #4800.
e) All travel shall be approved and/or regulated by the Monroe
County Administrative Instruction # 1 003.
f) All purchase of vehicles, rolling equipment or emergency
generators (excluding fire trucks and ambulances) shall conform to
Monroe County Administrative Instruction #6403.
E. Preference to Florida businesses (FS 287.084)
When required to make purchases of personal property through competitive solicitation and the
lowest responsible and responsive bid, proposal, or reply is a vendor whose principal place of
business is in the State of Florida, then the County may award a preference to the lowest
responsible and responsive vendor having a principal place of business within the State of
Florida. However, this section does not apply to transportation projects for which federal aid
funds are available.
CHAPTER 7 - EXCLUSIONS
A. Sole Source
Purchase of commodities and services from a single source may be exempted from formal
competition; if under $25,000.00 by written justification from the requesting department of the
following conditions:
1. The public emergency for the requirements will not permit a delay
resulting from competitive solicitation.
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2. All Single Source purchases are subject to approval by either the BOCC,
County Administrator or Director of Purchasing at the authorized level of
authority. The Purchasing Section must in all cases evaluate the request
for such commodity, service or source. Any waiver of competition in a
specific instance shall not serve to waive competition of future purchases
of a similar or exact nature.
B. State Contracts, GSA Contracts or SNAPS
Purchases over $25,000 from vendors holding current "State", "Snaps", and "GSA" contracts are
exempted from the competitive bidding process. However, before any purchase is made through
an existing contract, the Purchasing Director must first contact other South Florida vendors in
order to determine if the goods or services sought are available at a lower price than the price(s)
of the existing contract. If the goods or services are available from another vendor at a lower
than the price of the existing contract, then the contract for the goods or services must be
awarded to that vendor. The purchase of the goods or services sought may be made through the
existing contract if none of the other vendors contacted by the Purchasing Director offered the
goods or services at a price lower than the price of the existing contract. Please refer to
Administrative Instruction #4803 for the SNAPS program.
C. Previously Approved Projects
Once the BOCC has approved a project, concept, and/or specific capital budget item, subsequent
additional, redundant approval by the BOCC is specifically not required for advertisements,
Requests for Qualifications (RFQ's) or Bids, proposals or reply. (BOCC action 5-26-93, Page
93/254 #1).
D. Piggybacking
The County has the option to "piggyback" on another governmental entity's or not for profit
association's competitively awarded bid to take advantage of the pricing received:
1. The requesting department in conjunction with the Purchasing Section
must first verify specifications and award information and receive
permission from both the entity and the vendor to piggyback.
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2. Piggyback purchases over $25,000 are not subject to the competitive
bidding process. However, before any purchase is made through an
existing contract, the Purchasing Director must first contact other South
Florida vendors in order to determine if the goods or services sought are
available at a lower price than the price(s) of the existing contract. If the
goods or services are available from another vendor at a lower than the
price of the existing contract, then the contract for the goods or services
must be awarded to that vendor. The purchase of the goods or services
sought may be made through the existing contract if none of the other
vendors contacted by the Purchasing Director offered the goods or
services at a price lower than the price of the existing contract.
3. Conversely, Monroe County will allow other governmental entities to
piggyback on Monroe County's quotes when requested.
4. Please note the term "piggyback" only applies when the items(s) or
services(s) being purchased are exactly the same as the original award.
CHAPTER 8 - BLANKET PURCHASE AGREEMENTS
A Blanket Purchase Agreement (BP A) is a simplified method of filling anticipated repetitive
requirements for supplies or services by established "Charge Accounts" with qualified vendors
during a specified period (not to exceed 12 months or one (1) fiscal year whichever is less).
BPAs are designed to reduce administrative costs in accomplishing purchases (up to $25,000) by
eliminating the need of issuing individual written purchase orders.
A. BPAs
1. Pre-priced BP As, also identified as Required Contracts, are issued when
there are repetitive needs for specific items or services and when the exact
quantities and delivery requirements are not known in advance and may
vary. A purchase requisition containing (1) description of the required
items or services, (2) specified period, and (3) estimated quantities for the
specified period, is required to establish a pre-priced BP A Requirement
Contract. BP A cannot be issued without a price.
B. BPA terms and conditions
1. Description of agreement - A statement that the vendor shall furnish
supplies or services when requested by the authorized individual (s)
during a specified period.
2. Extent of obligation - A statement that the County is obligated only to the
extent of authorized purchases actually made under the BP A.
3. Pricing (Un-priced BP A) - A statement that the prices to the County shall
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be as low or lower than those charged to the vendor's most favored
customer for comparable quantities.
4. Purchase limitation (Un-priced BP A) - Dollar limitation for each call
order under the BP A.
5. Authorization - A statement specifying who may place calls against the
BP A (OMB Director).
CHAPTER 9 - RETURN OF PURCHASES
The Policy Office's basic policy is to reject all nonconforming goods or services. All personnel
charged with contractor surveillance shall document findings/reviewslinspections in writing and
assure that one (1) copy of each is forwarded to the Purchasing Section for inclusion in the
purchase transaction file.
Nonconforming goods or services shall be corrected as follows (in order of preference):
1. Request vendor to restock/re-perform any unacceptable quantities/portions
of the contract.
2. Allow contract performance after obtaining some form of consideration.
3. Agree to an equitable adjustment and modify the contract accordingly.
4. Repurchase any unacceptable quantities/portions of the contract and
collect excess cost from the delinquent vendor.
5. Terminate the contract.
6. All corrections for nonconforming goods and services shall be subject to
approval at the appropriate level of purchasing.
CHAPTER 10 - MINORITY BUSINESS ENTERPRISE (MBE), SMALL BUSINESS &
DISADVANTAGED BUSINESSES
On all contracts or contract modifications of over $500,000 ($1,000,000 for construction) and
that have subcontracting possibilities, the Purchasing Director and/or the DivisionlDepartment
having project management/oversight responsibilities, should submit an acceptable
subcontracting plan. Under such a plan, maximum practicable opportunities must be afforded to
small and small minority firms. This plan must include:
1. Separate percentage goals for using small business concerns and small
disadvantaged business concerns.
2. Name of an individual employed who will administer the firm's
subcontracting program.
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3. Description of efforts to be made to insure that such firms have an
equitable opportunity to compete for subcontracts.
4. Assurance that the clause at FAR 52.219-8 will be included in all
subcontracts that offer subcontract opportunities.
5. Assurance to cooperate on surveys for compliance.
CHAPTER 11 - PURCHASE OF INSURANCE
Any purchase of insurance by the Monroe County BOCC shall be treated as the purchase of a
commodity and regulated the same. This includes the methods of solicitation for coverage: by
selection from RFP's; by RFQ's; by sealed bids.
All policies for insurance coverage and contracts for insurance service agencies shall be
renewable yearly for a total of not to exceed three (3) renewal years with BOCC review.
CHAPTER 12 - RECYCLED CONTENT PRODUCTS
The Purchasing Section shall on a continuing basis encourage the use of products and materials
with recycled content. Preference shall be given to the procurement of recycled content products
and materials when it can be determined that such purchases are cost effective, meet
specifications required and are in the best interest of Monroe County.
For the purposes of this section "recycled content" means materials that have been used,
recycled and are contained in the products or materials to be procured as "post" recycled.
CHAPTER 13-SURPLUS ITEMS
All using county agencies shall submit to the Clerk of the Courts Property Clerk at such times
and in such form as shall be prescribed, reports showing stocks of all tangible personal property
which are no longer used or which have become obsolete, worn out or scrapped.
1. Transfer: The Director of Purchasing shall have the authority to transfer
surplus stock and equipment to other using county agencies.
2. The Director of Purchasing shall have authority to sell, trade or exchange
all supplies and equipment of a value less than the limits proscribed under
Chapter 274 FS ($500.00), which have become unsuitable for County use.
Sales of Surplus Property equal to or in excess of the referenced statutory
limits ($500.00) shall require prior approval of the BOCC.
3. Employees of Monroe County and their immediate families are expressly
forbidden to bid on sales of surplus Monroe County property.(BOCC
93/77, 2-10-93)
CHAPTER 14-CENTRALSTORES
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The Purchasing Section shall, where economically feasible, maintain a complete inventory of
stockpiled, consumable materials and supplies
A. Purpose
1. Permit more effective control and consolidation of purchases;
2. Permit advance procurement of certain items, frequently purchased in
small quantities for immediate consumption, thus making these items
readily available as issued; and
B. Requisitions from Central Stores
The individual departments shall submit orders for inventory items on a requisition form. The
request will be forwarded to the Purchasing Section.
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-A-
addendum........................................................................... 7
Administrative Instructions .............................................. 17
Advertisement......... ................... ......... ..... ......... .... ........ ..... 6
Agenda Item...... .......... ..... ................ ...... .... .............. ... ....... 8
Appraisal Services ........................................................... 10
Architecture. ...... ...... .... ... ........ ........... ..... ... ..... ............. .... 10
Audit and Accounting Services........................................ 10
-B-
Bid Addenda ...................................................................... 7
Bid Deposit ........................................................................ 7
Bid Security ....................................................................... 7
bid specifications ............................................................... 6
7
bids.....................................................................................6
Blanket Purchase Agreement ........................................... 19
Business cards .................................................................. 17
-c-
Competitive Selection...................................................... 10
computers......................................................................... 17
Consultants.. ...... ...... ............. ....... ................. ...... .............. 10
Contract Manager............................................................. 15
Contract Requirements..................................................... 15
Contract Review.............................................................. 15
contracts .......... ........ .................... ....... ................. ............... 4
County Administrator ........................................................ 3
CPI Computation ............................................................. 16
-D-
DELEGATION OF AUTHORITY.................................... 5
DemandStar .......................... ................. ..... ..... .................. 6
DESIGN/BUILD CONTRACTS ..................................... 1 I
direct negotiations.............................................................. 9
Drug Free Workplace......................................................... 9
-E-
E.O.C.................................................................................5
equal opportunity ...............................................................6
ethics clause ..................................................................... 16
Exceptions............... ......... .............................. .......... ........ 16
EXCLUSIONS ................................................................. 17
-F-
Financial Services ............................................................ 10
-G-
GSA Contracts ................................................................. 18
Purchasing Revised 12/02
-1-
insurance. .......................... ........... ...... ...................... ......... 21
Inventory Items ................................................................22
-L-
Late bids ............................................................................. 9
legal services .................................................................... II
Legal Services .................................................................. 10
low bidder........................................................................... 4
-M-
MBE ........................... .............. .................... ....................20
Medical Services ..............................................................10
Minority business enterprise............................................. 20
Monroe County Board of County Commissioners ............. 3
-N-
Non-Collusion .................................................................... 9
nonconforming goods ....................................................... 20
Notice Inviting Bids ...........................................................6
-0-
4
-p-
piggyback ......................................................................... 18
Preference to Florida businesses....................................... 17
Procurement Policy Office ................................................. 3
Professional Services.......................................................... 9
Public Entity Crime Statement......................................... 15
Public Notice ...................................................................... 8
Purchasing Authority .......................................................... 5
Purchasing Section .............................................................4
-R-
radio communications ...................................................... 17
recycled content................................................................ 21
Rejection of Bids ................................................................ 9
Request to Purchase............................................................ 5
-8-
sealed bids .......................................................................... 8
signature verification .......................................................... 5
SMALL BUSINESS & DISADVANTAGED
BUSINESSes................. ........ ............ ...... ........... ......... 20
software ............................................................................17
Sole Source................................................................... 5, 17
State Contracts.................................................................. 18
SURPLUS items ............................................................... 21
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-T-
-w-
telephone systems ............................................................ 17
Tie Bids.............................................................................. 9
travel................................................................................ 17
Waiver of Irregularities ......................................................9
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