Item C06 C.6
G BOARD OF COUNTY COMMISSIONERS
County of Monroe Mayor Sylvia Murphy,District 5
The Florida Keys l'U � � Mayor Pro Tern Danny Kolhage,District 1
�pw° Michelle Coldiron,District 2
Heather Carruthers,District 3
David Rice,District 4
County Commission Meeting
July 17, 2019
Agenda Item Number: C.6
Agenda Item Summary #5755
BULK ITEM: Yes DEPARTMENT: Budget and Finance
TIME APPROXIMATE: STAFF CONTACT: Julie Cuneo (305) 292-4460
No
AGENDA ITEM WORDING: Approval of the Monroe County Purchasing Policy, which includes
revisions to update and clarify procedures and forms for purchases, competitive solicitations, Federal
procurements and purchasing cards.
ITEM BACKGROUND: In an effort to implement and move towards a paperless procurement
process, the Monroe County Purchasing Policy (Policy)is being revised to require documentation in
an electronic format from the Departments and to require competitive solicitation responses in
electronic format. The revisions to the Policy also include language to provide clarification of
procedures relating to Task Orders, the Protest Procedure and Federal Procurement Documentation.
The Policy also provides guidance for"Signature Authority for Agreements" and adds instruction on
documenting the appointment of designees by the County Administrator.
The draft Policy is attached in a marked-up format. A version and a summary of the updates will be
provided in revised agenda.
PREVIOUS RELEVANT BOCC ACTION:
Monroe County Purchasing Policy Update 9/4/18--The Board was updated on the County's ability to
publish additional notices and legal ads in other local newspapers at its August 15, 2018 meeting.
(see Agenda Item Q3). The Board directed staff to publish additional notices and legal ads in the
News Barometer, as the area newspaper for the Lower Keys, and Keys Weekly, as the area
newspaper for the Middle and Upper Keys. The Purchasing Policy (Policy) is being revised to
incorporate the Board's direction.
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
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C.6
PURCHASING POLICY 07 17 19 FINAL CLEAN COPY
PURCHASING POLICY 07 17 19 FINAL MARKED UP COPY
Changes to Purchasing Policy 7 17 19
FINANCIAL IMPACT:
Effective Date:
Expiration Date:
Total Dollar Value of Contract:
Total Cost to County:
Current Year Portion:
Budgeted:
Source of Funds:
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: If yes, amount:
Grant:
County Match:
Insurance Required:
Additional Details:
N/A
REVIEWED BY:
Tina Boan Completed 06/28/2019 3:56 PM
Christine Limbert Completed 07/01/2019 10:54 AM
Maria Slavik Completed 07/01/2019 2:19 PM
Kathy Peters Completed 07/01/2019 3:19 PM
Board of County Commissioners Pending 07/17/2019 9:00 AM
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Table of Contents
CHAPTER 1 - INTRODUCTION .....................................................................................4
CHAPTER 2 - AUTHORITY & DUTIES ..........................................................................4
A. Board of County Commissioners.................................................................................................................4
B. County Administrator...................................................................................................................................4
C. Office of Management and Budget.............................................................................................................5
D. Requesting Department................................................................................................................................6
E. Delegation of Authority.................................................................................................................................7
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F. Purchasing Authority....................................................................................................................................7
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G. Signature Authority for Agreements...................................................................................8
H. Local Preference...................................................................................................... ..10
I. Non-Discrimination.....................................................................................................................................10
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CHAPTER 3 - COMPETITIVE SOLICITATION PROCESS....................................10
A. Notice Inviting Competitive Solicitation.............................................................................10 C)
B. Procedure for Competitive Solicitation.....................................................................................................13
C. Tie Responses...............................................................................................................................................15
D. Rejection of Responses................................................................................................................................15
E. Waiver of Irregularities..............................................................................................................................16 0
F. Award of Contract......................................................................................................................................16
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G. Protest Procedure...............................................................................................................16 co
CHAPTER 4 - PURCHASE OF PROFESSIONAL SERVICES .................................... 16
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A. Definition......................................................................................................................................................16
B. Methods of Acquisition...............................................................................................................................17
C. Continuing Contracts....................................................................................................17
CHAPTER 5 - DESIGN/BUILD CONTRACTS.............................................................. 19
A. Procedure.....................................................................................................................................................19
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CHAPTER 6 - CONTRACTS/AGREEMENTS.............................................................. 20
A. Contract Review..........................................................................................................................................20
B. Requirements...............................................................................................................................................21
C. CPI Computation........................................................................................................................................21
D. Exceptions....................................................................................................................................................21
E. Preference to Florida businesses(FS 287.084)..........................................................................................22
F. Preference to businesses with drug-free workplace programs(F.S.287.087)...............................22
CHAPTER 7 - EXCLUSIONS ....................................................................................... 22
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A. Sole Source...................................................................................................................................................22
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B. Emergency Purchases....................................................................................................23
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C. Cooperative Purchasing..............................................................................................................................24
D. Previously Approved Projects....................................................................................................................25
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E. Piggybacking................................................................................................................................................25 0
CHAPTER 8 - BLANKET PURCHASE ORDERS ........................................................ 26
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CHAPTER 9 - MINORITY BUSINESS ENTERPRISE (MBE), SMALL BUSINESS &
DISADVANTAGED BUSINESSES 26
CHAPTER 10 PURCHASE OF INSURANCE 26
CHAPTER 11 - RECYCLED CONTENT PRODUCTS.................................................. 27
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CHAPTER 12 - SURPLUS ITEMS................................................................................ 27
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CHAPTER 13 - PURCHASING CARD POLICY.........................................31, 48-67
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CHAPTER 14 -FEDERAL FUNDING REQUIREMENTS......................................31
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ATTACHMENTS:
Attachment A. Memorandum of Request for Competitive Solicitation..................................42
Attachment B. Notice of Request for Competitive Solicitations..............................................43
Attachment B.1. Approval to Issue Addendum 44 <
Attachment B.2. Inventory Deletion Request.............................................................................45
Attachment B.3. Computer Related Equipment Inventory Deletion Request........................46
Attachment B.4. Fixed Asset Transfer Form.............................................................................47
Attachment C. Purchasing Card Policy& Procedures........................................................48-67
AttachmentD. Forms ...................................................................................................................68
Attachment D-1. Monroe County Purchasing Authorization Form........................................69
Attachment D-2. Monroe County Request to Purchase Form .................................................70
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Attachment D-3. Monroe County BOCC Audit Slip................................................................71
Attachment D-4. Vendor File Request Form ............................................................................72
Attachment D-5. Contract Summary Form for Contracts Less Than $50,000.00..................73
Attachment D-6. Contract Renewal Form for Contracts Less Than $50,000.00...................74
Attachment E-1. Monroe County Procurement Form (purchase over 10,000.00.............76-77
Attachment E-2. Monroe County Procurement Form (purchase over $50,000.00.................78
Attachment E-3. Entity Checklist................................................................................................79
Attachment E-4. Hurricane Request for Purchase....................................................................80
Attachment E-5. Hurricane Audit Slip.......................................................................................81
Minority Owned Business Declaration..................................................................82
Exhibit A Sample 1—Notice of Intended Decision for Construction Bids .......................83
Exhibit A Sample 2—Notice of Intended Decision for RFPs & RFQs............................84
Index..........................................................................................................................................85-86
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MISSION STATEMENT
Purchasing Section Monroe County Administrative Services
Our mission 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 the public funds, while promoting fair and
open competition.
• We strive to create a work environment that demonstrates teamwork, respect, integrity and
honest communication.
CHAPTER 1. INTRODUCTION
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The purpose of the County's Purchasing Policy (Policy) is to secure economy in the construction C,
of County public works and in the expenditure of County funds for services, materials, supplies, E
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 of which are codified in the Monroe County Code(MCC), most recently in effect. >-
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CHAPTER 2. AUTHORITY& DUTIES
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A. Board of County Commissioners
The Procurement Policy Office consists of the Monroe County Board of County Commissioners z
which is hereinafter referred to as the BOCC. U-
1. The BOCC shall decide all matters of policy including those referred to it by the Chief
Procurement Officer.
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2. No contract for goods or services may be awarded without the approval of the BOCC,
unless authorized by MCC or this Policy. CL
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B. County Administrator co
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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, CL
services, and construction in accordance with policy adopted by the BOCC. The purpose of
such administrative instruction shall be to clarify or refine the provisions of the County code
on purchasing and/or the Purchasing Policies and Procedures. In the event of any
inconsistencies, the County Code provisions shall prevail over Policies and Procedures, the
Policies and Procedures shall prevail over Administrative Instructions.
2. The County Administrator has contract approval authority as set forth in Monroe County
Code Section 2-58.
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C. Office of Management and Budget
1. There is a Purchasing Section within the Department of Management and Budget. The
Director of Management and Budget 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 duties of the Purchasing Section are as follows:
(a) Assures that supplies used by various departments will be uniform whenever
consistent with operational goals and in the interest of efficiency or economy. The :3
Requesting Department must justify in writing the need for a special type of item. 2
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(b) Makes alternative suggestions to the Requesting Department if requested 0
specifications would restrict competition or otherwise preclude the most economical U)
purchase of the required items. In case of disagreement as to the content of the
specifications, the County Administrator shall make the final determination.
(c) Seeks purchases through State, Federal Agencies, Associations or other >-
governmental agencies if the Requesting Department makes a request for same and 0
such purchases may be in the best interest of the County. z
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(d) Reviews all request for purchases of goods and services. Upon review and receipt
of a request to purchase from the Requesting Department, the purchasing section
will issue the purchase order including the request for purchase if the purchase is for
$1,000.01 or more or is approved by the BOCC. In the event of an irregularity or
departure from Policy,the purchase order will be referred to the Purchasing Director
or County Administrator.
(e) The Purchasing Section will post procurement opportunities on DemandStar. In the
event a department maintains a list of potential bidders/proposers (with email 0
address) that list should be provided to the purchasing section for upload to CL
DemandStar. z
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(f) Checks convicted/suspended vendor list prior to issuance of a bid tabulation.
(g) Tabulates the responses to RFBs and submit the tabulation to the Requesting CL
Department for determination of the low bidder. When one or more bidders propose
an alternative as "an equal" to that specified in the competitive solicitation,whether
the proposed substitution is, in fact, an equal is to be determined by the Requesting
Department. All other competitive solicitations responses received will be listed and
submitted to the Requesting Department.
(h) Reviews all requests for contracts for goods and services prior to submission to
the BOCC for review and execution.
(i) Issues purchase orders in response to request to purchase unless the item is below
$1,000.01 dollar value or the purchase has been made through a competitive
solicitation which has been approved by the BOCC.
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D. Requesting Department
1. Must submit an electronic"Request to Purchase"to the Purchasing Section for all purchases
of goods and services that exceed $1,000.00.
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. Ensures that internal controls are present within the department that include, at a minimum,
that there are a minimum of two people involved in the initiation of the Request to Purchase 2
through the verification of receipt of goods or services with a person other than the one who CL
orders the item verifying receipt by signing the invoice, bill of lading or other similar 0
document. For goods that are purchased in any individual purchase order for which the total U)
dollar amount equals or exceeds $2,500,internal controls should be increased either through
additional employees involved in the process and/or through documentation of the receipt
and application of the goods.
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5. Secures P.O.'s on all purchases made during an emergency and must ensure that P.O.s are 0
signed by the required authority. Provides the E.O.C. with a list of P.O. numbers to be Z
utilized in the event that the normal County operations are closed. W
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6. The Requesting Department or the vendor must complete a "Vendor File Request Form
(attached hereto as Attachment D.5.)" and "W-9" or "W-8" for foreign corporations if Z
such documentation is not already maintained in the finance system. The Requesting
Department is responsible for verifying that new vendor(s) are set up correctly in the
finance system and must verify that the vendor information is correct in the finance
system. Whenever there is a change of the vendor name, a new "Vendor File request >-
form" must be submitted along with the new "W-9" to Finance and a new vendor number 2
must be obtained. In both cases, a copy of the W-9 and a print screen of the vendor file
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from the finance system along with the newly obtained W-9 must also be submitted by 0
the Requesting Department to the Purchasing Department. NOTE: Internal Revenue z
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Service regulations require that the vendor name (payee) on the check must exactly
match the name shown on the invoice; contract (if there is a contract); audit slip; W-9;
and Vendor File request form. �
7. All Task Orders must be reviewed and approved by the County Attorney's office prior to
execution and shall be otherwise treated as a contract. When a contractor or consultant is
contracted to perform work pursuant to a Task Order,the Task Order shall be considered an
independent contract in relation to, but separate from, an existing principal contract when <
determining the total cumulative value of $50,000.00. Any Task Order that is less than
$50,000.00 may be approved and executed according to the Signatory Authority provided
in 2.G and Monroe County Code Section 2-58. Any Task Order for individual construction
or consultant services that is $50,000.00 or more must go to the Board of County
Commissioners as a Board agenda item for the Board's approval.
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E. Delegation of Authority
Subject to the limitations of these policies and any additional procedures imposed, the County
Administrator or 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. In order to ensure proper fiscal control,purchasing authority shall be limited to the County
Administrator, Assistant County Administrators, Purchasing Director, and Department
Directors, unless a designee is approved and authorized by the County Administrator,
Assistant County Administrators or Purchasing Director. The County Administrator,
Assistant County Administrators and Purchasing Director shall have authority to sign >1
requests to purchase up to $49,999.99. Department Directors shall sign off on all purchase 2
orders and shall have authority to sign purchase orders up to $19,999.99 without the CL
Administrator or Assistant Administrators signatures. 0
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PURCHASING LEVELS WHAT TO DO? PURCHASING AUTHORITY
FOR TOTAL DOLLAR (WHO APPROVES/PAYS)
AMOUNT
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$.01-$1,000.00 Purchase Order not required Department Director or their
designees 0
$1,000.01 -$5,000.00 Requires electronic Request to Purchase form Department Director or designees
to Purchasing.Price reasonableness
documentation is required to be maintained by
the Requesting Department.
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$5,000.01-$9,999.99 Request to Purchase form along with Department Director or designee
documentation of price reasonableness
justification is required to be submitted as
documented by Requesting Departments.
$10,000.00-$19,999.99 Request to Purchase form along with three(3) Department Director authorized for
or more price quotes as documented by purchases of$10,000.01 and above.
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Requesting Departments. (Designee allowed for purchases up
to$10,000.00 only.) 0
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$20,000.00-$49,999.99 Request to Purchase form along with three(3) County Administrator,Assistant
or more price quotes.Requesting Department County Administrator or co
will solicit quotes. Purchasing Director
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$50,000.00 AND OVER Competitive Bid process BOCC
BOCC prior approval required.Governed byCL
County ordinance,as supplemented by the
Purchasing Policies and Procedures Manual.
2. If the County Administrator or Purchasing Director determines such to be in the County's
best interests, the requirements for three or more quotes or competitive solicitation may be
required for purchasing goods or services at a lower level of procurement requirements than
shown in the chart. The Requesting Department should utilize price quotes, telephone or
internet research to document price reasonableness. When the goods or services are procured
through Cooperative Purchasing Agreements or other competitive solicitation methods, price
quotes are not required by the Requesting Department. When obtaining price quotes, the
Requesting Department must diligently seek to obtain quotes and such efforts should be
documented(by noting calls and emails etc.)and provided to the Purchasing Office in the event
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that an adequate number of response are not received along with the Requesting Department's
directors certification that his/her department has made all efforts to comply with the Policy. If
the Requesting Department, after exercising due diligent and good faith effort to obtain two or
more said quotes,does not receive an adequate number of responses from contractors or vendors
it may either seek to have the Board waive Policy in this regard or the Director of the Requesting
Department may certify in writing he/she has verified his/her department's diligence and effort
to obtain the required price quotes, and represents to the Purchasing Department that the
department is otherwise justified in proceeding with the purchase.
3. A contract may not be split into multiple contracts for services, goods or public
improvement for the purposes of evading the requirements of this section. Where a
procurement of services, goods or public improvement are cyclical in nature or have to be
procured in phases, the Requesting Department shall, to the maximum extent practicable, :3
contract for the full scope of the service, good or public improvement based on an estimate
of the full scope of service, good or public improvement anticipated to be required at the 0
time of bidding. For purposes of this section when consecutive multiple contracts for CL,
services, goods or public improvement are issued because the full scope of the service, good
or public improvement are unknown or cannot be determined or is a function of the funding
source (e.g. grant funding is only available for a portion and further grant funding is
unknown) or as a result of other agency requirements (e.g. sewer connection notices), such
contracts shall not be considered as split and each contract shall stand alone for purposes of >_
purchasing level classification. 0
4. The following purchase thresholds shall be applied to all purchases based on the <
cumulative value of the purchase regardless of whether the purchase is a one-time, one W
event, purchase or a recurring, multiple event purchase which may exceed a 12-month
period.
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5. The actual amount of the invoice, bill of lading or similar document shall not exceed the
purchase order amount by more than 20%.
G. Signature Authority for Agreements
Signature Authority is defined as authority to execute agreements/contracts or leases where the
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total cumulative value is less than $50,000.00. The Board hereby approves, authorizes, and z
delegates to the County Administrator (or his designee) threshold approval signature authority to co
execute contracts/ agreements or leases as set forth herein. Only the BOCC has the authority to M
approve and enter into multi-year agreements and to obligate funds based on budget appropriation
approval, except that the County Administrator has the authority to execute multi-year agreements CL
only when the total cumulative contract amount is less than $50,000.00. When the County
Administrator appoints a designee,it shall be done in the form of a written memo signed or initialed by
the County Administrator and sent to the Clerk of Court and shall identify the date or dates in which the
designee is authorized to act on the County Administrator's behalf. If the delegation of authority is for
more than 30 consecutive calendar days, the County Administrator shall issue an updated memo on a
quarterly basis. If the County Administrator authorizes a person to act as a designee, such person
shall comply with Section 112.3145, Florida Statutes and the financial disclosure requirements set
forth therein.
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The County Administrator (or his designee) is responsible for assuring the following: An
understanding of what is being approved;the information and supporting documentation is accurate
and complete; the transaction is allowable, reasonable and justified; the transaction is charged to
the correct project(s); there are adequate funds to cover the expense; and the funding source is
appropriate for the expenditure. The Requesting Department shall provide a completed Contract
Summary Form for contracts less than $50,000.00 (See Attachment D.6) to the County
Administrator along with the contract/agreement or lease to be considered for execution by the
County Administrator.
All contracts/agreements or leases will be in a form approved by the County Attorney's Office
prior to execution. The County Attorney may require approval or ratification of an agreement by
the BOCC. :3
All executed agreements/contracts or leases must be furnished to the Clerk for record keeping and 0
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retention purposes. CD
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Contract amendments/contract extensions: Contract amendments which provide for the
alteration of specifications, extensions of delivery dates and performance time or similar provisions
of a contract without changing the scope of the project, may be approved by the County
Administrator (or his designee) if the total cumulative value of the contract including the CL
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amendment is less than $50,000.00. 0
Contract Extensions: The County Administrator (or his designee) shall have the authority to
execute extension(s) that do not exceed six months (cumulatively) of previously approved
contracts. If the extension is for more than six (6) months, then the extension must be approved by z
the BOCC. LL
Contract Renewal: The County Administrator(or his designee) shall have the authority to execute
renewals of contracts for commodities and/or services subject to the following conditions:
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l. The contractor has performed in a satisfactory manner and that the contract manager has 0
received a request to renew from the contractor and that the contract manager has CL
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verified satisfactory performance. z
2. The BOCC approved agreement provided for a renewal subject to the terms and z
conditions set forth in the initial contract. Cost and term modifications must be
addressed in the original solicitation document and/or resulting contract. CL
3. The renewal is done for a set period of time identified in the solicitation and/or contract,
commencing at the end of the initial term of the contract. E
The Contract Manager of the Requesting Department shall provide a completed Contract Renewal
Form for contracts less than $50,000.00 (See Attachment D.7.) in addition to the County Summary
Form for contracts less than $50,000.00 to the County Administrator along with the renewal
agreement to be considered for execution by the County Administrator.
Renewals that fail to meet one or more of the conditions set forth herein will require the approval
of the BOCC.
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Consent to Assignments; Interlocal Agreements (ILA) or Memorandum of Understandings
MOU : The BOCC shall approve all assignments of contract(s), and ILAs or MOUs with a Public
Agency as defined in F.S. 163.01.
IL Local Preference
It is the policy of Monroe County to provide a local preference in competitive bidding and in
obtaining price quotes when required by this Policy. The intent and justification for providing a
local preference is set forth in Section 2-349 of the Monroe County Code. A local business, as
defined in Section 2-349, may also be given a preference of five percent (5%) in obtaining price
quotes when pricing is the major consideration and when price quotes are required by this Policy.
L Non-discrimination
It is the policy of Monroe County to provide equal opportunity to all qualified persons in gaining 0
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 U)
or disability in its purchase of goods and services.
CHAPTER 3. COMPETITIVE SOLICITATION PROCESS
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Any purchase or contract estimated to cost $50,000.00 or greater shall be awarded by competitive
solicitation,unless the purchase or contract is for goods and services as set forth in Monroe County W
Code Section 2-347(e)(2), (e)(3) and (e)(5) and is otherwise authorized by the BOCC and in
compliance with the requirements of this Policy. For step-by-step procedures concerning the
Competitive Solicitation Process,please refer to Monroe County Administrative Instruction #4802, U_
Competitive Solicitation Process.
re.
A. Notice Inviting Competitive Solicitations
1. Specifications: The Requesting Department must prepare competitive solicitation
specifications, along with a Memorandum of Request for Competitive Solicitations (see
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Attachment A. or Administrative Instruction 44802, Competitive Solicitation Process), and 0
deliver simultaneously to the County Attorney's office to obtain prior legal review/approval Z
prior to submission to the Purchasing Office. Competitive Solicitation specifications should
be written broadly enough to encourage a broad range of responses. Competitive solicitation
specifications should not be written to steer prospective responders toward the competitive :3
solicitation or "rig" the competitive solicitation for any one particular vendor. It is the 0.
responsibility of the Requesting Department to obtain the approved competitive solicitation
from the reviewing attorney (either physically or electronically).
2. Advertisement: Following legal approval by the reviewing attorney, the County
Attorney's Office will obtain an assigned opening date from Purchasing. The County
Attorney's Office will prepare and transmit the Notice inviting competitive solicitation for
publication one time in the Key West Citizen, as the local newspaper qualifying under
Florida Statutes Chapter 50.031, and, per BOCC direction one time in the Lower Keys
(News Barometer), Middle Keys and Upper Keys (Keys Weekly) area newspapers. The
Notice of competitive solicitation shall also be posted to the County's website. Sample
Notice of Request for Competitive Solicitation is attached as Attachment B., or see
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Administrative Instruction 44802, Competitive Solicitation Process.
Following transmittal of the Notice to the newspapers by the County Attorney's Office
requesting publication, the County Attorney's Office will return the executed original
Memorandum to the Requesting Department. It is the responsibility of the Requesting
Department to send: 1) the executed original Memorandum of Request for Competitive
Solicitations 2) a flash drive or email to omb-purchasing@monroecounty-fl.gov containing
a copy of the final approved competitive solicitation (in .pdf format) and the Notice (as it
will publish and in Word format), and 3) one (1) paper copy of the approved competitive
solicitation and the Notice, to the Purchasing Office in time for the competitive solicitation
to be uploaded to Demandstar prior to first publication of the Notice in the newspapers.
The notice shall also be publicly posted by the Purchasing Office in a consistent public 3
location at least twenty-one (21) days preceding the last day established for the receipt of
competitive solicitations. The Purchasing Office will be responsible for ensuring all 0
competitive solicitation documents are sent to Onvia by DemandStar for distribution. 0)
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The competitive solicitation notices shall comply with any applicable statutes and the
following shall also apply:
a) The competitive solicitations for services, goods or public works that are >_
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projected to cost $100,000.00 or less must be publicly advertised in a 0
newspaper of general circulation in the county, on a date that is no later 0
than 21 days (excluding the publication date) before the date established w
for the competitive solicitation opening and that is no later than five days
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before any pre-bid conference or pre-proposal conference.
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b) The competitive solicitations for services, goods or public works, that are
projected to cost more than $100,000 but less than $500,000 must be
publicly advertised in a newspaper of general circulation in the county, on
a date that is no less than 30 days (excluding the publication date) before
the date established for the competitive solicitation opening and that is no
later than five (5) days before any pre-bid or pre-proposal conference.
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c) The competitive solicitations for services, goods or public works that are
projected to cost $500,000.00 or more must be publicly advertised in a z
newspaper of general circulation in the County, on a date that is no later
than 45 days (excluding the publication date) before the date established
for the for the competitive solicitation opening.
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In addition, Notice shall also be publicly posted by the Purchasing Office in a
consistent public location for the same time periods shown above.
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 competitive solicitation instructions <
and specifications may be secured, and the time and place for opening competitive
solicitations. Sample Notice of Request for Competitive Solicitation is attached as
Attachment B or see Administrative Instruction 44802, Competitive Solicitation Process.
4. All competitive solicitations received must remain valid for a minimum period of ninety
(90) days from the competitive solicitation opening.
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5. Bid Security Deposit:
Construction Proiects.
Each bid to a competitive solicitation for a construction project estimated to be$200,000.00
or more must be accompanied by a good faith bid security in an amount equal to five percent
(5%) of the bid price, by way of a bid bond from a surety insurer authorized to do business
in Florida as a surety or any method permitted in Section 255.051, Florida Statutes and as
amended, pursuant to Monroe County Code Section 2-347(i). If the security is in the form
of a check or draft, it shall be made payable to Monroe County BOCC. The County
Administrator or his designee shall have discretion to require a good faith bid security for
construction projects estimated to be less than $200,000.00. A construction project may not
be divided into subparts to avoid the requirement of the bid security.
Water System or Sewer Improvements.
Each bid to a competitive solicitation for construction of water system improvements or
sewer improvements shall comply with sections 153.10(3) and (4), Florida Statutes and 0
as amended. 0)
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Bid Security Forfeiture and Return.
Bid securities may remain in the custody of the County OMB for up to 90 days from the
bid opening date or until forfeited or released. The bid security of the successful bidder
shall be returned to the bidder after (a) the bidder executes the contract (b) delivers a
good and sufficient performance bond, payment bond and required proof of insurance as 0
may be required in the contract documents and (c) commences performance of the Z
contract. If after the BOCC accepts the bid to a competitive solicitation the successful W
bidder refuses or is unable to execute the contract, to provide the required contract bonds c�
or proof of insurance, or commence performance, then the bid security will be forfeited <
to, and become the property of, the county as liquated damages for the county's loss of Z
bargain.
The bid security of unsuccessful bidders may be returned to the bidder when the award of
bid is made and the successful bidder executes the contract, or if all bids have been >-
rejected. Bid securities in the County's possession for more than 90 days from the bid 2
opening date shall be returned to unsuccessful bidders in accordance with Monroe 0
County Code Section 2-347(i). 0
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Bidders may withdraw their bid and request, in writing, an earlier return of their bid
security under the conditions set forth in Monroe County Code Section 2-347(i)(1);
however, this action removes the bidder from further consideration should the lower �
bidders decline the award or withdraw their bids.
6. 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 competitive solicitation.
a) All Addenda must be approved by both legal and the Requesting Department
prior to submission to the Purchasing for posting on Demandstar. An
Approval to Issue Addendum Form (See Attachment B.1.)must be originally
executed by the reviewing attorney and the Department Director of the
Requesting Department. The executed Approval to Issue Addendum Form
must be attached to the Addenda upon receipt by Purchasing for execution
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C.6.a
by the Purchasing Director or designee. The executed original Approval to
Issue Addendum Form must be retained with the related competitive
solicitation in Purchasing. The addendum shall clearly point out any
addition or change to the specifications.
Addenda must be posted and available for viewing on Demandstar no later
than five (5)business days prior to the advertised opening (not counting the
day of the opening) and/or in compliance with any other applicable
requirements unique to each competitive solicitation.
b) The Purchasing Office shall be responsible for notifying all prospective
responders who have received specifications of any issued addenda in g
writing five (5) calendar days prior to the competitive solicitation opening
date (also see Administrative Instruction 44802, Competitive Solicitation :3
Process). Specifications and addenda in the possession of the Purchasing
Office are controlling. 0
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c) Each responder shall examine all competitive solicitation documents and E
shall judge all matters relating to the adequacy and accuracy of such
documents. Any inquiries, suggestions, or requests concerning
interpretation, clarification, or additional information pertaining to the
competitive solicitation shall be made to the Requesting Department. The >_
issuance of a written addendum is the only official method whereby 0
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interpretation, clarification or additional information can be given. If any
addenda are issued, Monroe County will attempt to notify all prospective W
responders who have secured the same. c�
B. Procedure for Competitive Solicitation
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1. All public notices calling for competitive solicitation bids,proposals, or replies will include
a notification of the date, time and place that the responses will be accepted and opened.
Any and all responses received after the time and date of acceptance will not be considered
and will be(if so requested)returned(at the Responder's expense)unopened to the sender.
2. All sealed responses shall be opened at the Purchasing Office unless another location for CL
doing so was designated in the applicable Public Notice. All competitive solicitations shall z
remain valid for a minimum period of 90 days. co
3. The Purchasing Office shall receive and retain in electronic format all published competitive
solicitations,notices, addenda,Notice of Intended Decision,the Agenda Item Summary and CL
attachments relating to the solicitation and award of the contract, pre-bid meeting sign in
sheet(s), selection committee meeting sign in sheet(s), scoring sheet(s)s and ranking
sheet(s); and related competitive solicitation documentation pursuant to the Florida
Department of State General Records Schedule GS1-SL for State and Local Government
Agencies, applicable local and statutory regulations and any other regulations that may
apply.
4. All Respondents submitting responses for construction,improvement,remodeling or repair
of public buildings, will furnish evidence that they hold the required and/or appropriate
current certificate or registration per Ch. 489.131 F.S. unless exempt under Ch. 489.103
F.S.
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5. All openings shall be open to the public and the Purchasing Office shall certify and keep a
record of said openings. All competitive solicitations shall be stamped with the date and
time of receipt by the Purchasing Office and remain under lock. A minimum of one (1)
signed original shall be required of the response for retention by the Purchasing Department.
If the Requesting Department requires additional originals or copies they should be
specified in the competitive solicitation.
6. A comprehensive review of the responses will be conducted by the Requesting Department.
The Purchasing Office will prepare a tabulation of the competitive solicitation opening and
certify whether or not any of the respondents that have submitted a response appears on the
State of Florida Convicted or Suspended Vendor list. The Purchasing Office shall maintain
an original set for the Purchasing Office file and the Requesting Department will receive
the remaining documents.
7. The Requesting Department shall review the information submitted pursuant to MCC 2
Section 2-347(h) in determining a responsible responder. The Department CL
Director/Requesting Department may consult with the County Attorney or other 0
departments to assist with the evaluation or investigation of this information.
a) The Requesting Department may use a selection committee appointed by the
Department Director to review, analyze, evaluate and rank/rate the applicable
solicitation responses received and report their findings to the BOCC for CL
consideration and approval. In the event a selection committee is to be used, the L)
solicitation shall so specify. <
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Selection committees shall be comprised of no less than three (3), and no more than
seven (7), members. z
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Each selection committee shall have at least one member who is employed by the
Requesting Department and at least one member who is not employed by the
Requesting Department. Depending on the extent of technical information that may
be contained in any solicitation, the Department Director may appoint several
members from his department,but no more than 2/3 of the members may be from the
0
same department. There shall be no consultants contracted by the County and no CL
County Commissioners on a selection committee. Generally, no County Attorney z
shall be a voting member of a selection committee unless the County Attorney's co
office is the Requesting Department.
If the issue(s) involve any other government agency, the Department Director may CL
appoint someone from an affected agency to be on the committee.
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b) Should a selection committee be formed, the following documents must be sent to g,
the Purchasing Department in electronic format:
1) Sign-in sheet(s) for Selection Committee meetings held
2) Individual score sheets for each committee member
3) Ranking sheet that documents all of the scores for each Respondent, by
committee member
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c) A copy of the Notice of Intended Decision (Samples are attached as Exhibit A)_or
similar document must be sent to the Purchasing Department to be posted on
DemandStar.
8. A BOCC meeting agenda item shall be prepared by the Requesting Department and attached
to the recommended bid. An electronic file of the agenda item summary sheet and all
documents attached to that agenda item should be forwarded to the Purchasing Office to be
retained in the competitive solicitation file.
9. Upon approval by the County Administrator, the response(s) will be submitted for BOCC
consideration on a future regular meeting agenda (within sixty (60) calendar days of
selection) for BOCC approval of an award. A copy of the agenda item seeking approval of
an award shall be sent to the Purchasing Office via e-mail.
10. The County Administrator and/or appropriate Department Director will be responsible for 2
presenting recommendations to the BOCC. CL
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l l. Once the BOCC has made a decision,the Requesting Department Director or the designated U)
contract manager will be responsible for ensuring the accomplishment of that which was
approved and issuing a P.O. for the full contract purchase amount.
12. When the BOCC directs staff to provide for oral presentations to be made on a competitive CL
solicitation, all the procedures in F.S. 286.0113, F.S. 119.07(1) and Section 24(a), Art I. of 0
the State Constitution shall control. z
C. Tie Responses
Except where prohibited by federally funded contracts, in the event the same competitive
solicitation amounts are received from two or more responders who are considered by the BOCC
to be equally qualified and responsive or when two or more responders are equal in rank and score,
and only one of the responders has a principal place of business in Monroe County, FL, the award
shall be to the responder who has a principal place of business located in Monroe County, FL.
Otherwise, the tie will be resolved by draw from an opaque container.
D. Rejection of Responses
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1. The BOCC shall have the authority to reject any and all responses to a competitive
solicitation request. co
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2. If the lowest, responsible response exceeds the budgeted amount and the BOCC does not
appropriate additional funds, the requesting authority may solicit approval from the BOCC
to amend the project specifications and re-advertise the competitive solicitation.
3. If no response is received, the BOCC may be requested to authorize the County
Administrator to undertake a different level of competitive selection, including but not
limited to a request for letters of interest, and, upon receipt of any response to get approval
from the BOCC to proceed with a second mechanism,which may include 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 responses. Any and all responses received after the time and date of acceptance will
not be accepted.
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E. Waiver of Irregularities
The BOCC shall have the authority to waive any and all irregularities in any and all formal bids,
proposals or other responses to competitive solicitation requests.
F. Award of Contract
The Mayor, when authorized by majority vote of the BOCC, shall execute formal contracts valued
at $50,000.00 or more having a binding effect upon the County.
G. Protest Procedure
Any Bidder/Respondent/Proposer who claims to be adversely affected by the decision or intended
decision to award a contract shall submit in writing a notice of protest which must be received by
the County within seventy-two (72) hours or three (3) business days, whichever is less, after the :3
posting of the notice of decision or intended decision on DemandStar or posting of the Notice of
Decision or Intended Decision on the Monroe County Board of County Commissioner' agenda, 0
whichever occurs first. Additionally, a formal written protest must be submitted in writing and 0)
must be received by the County Attorney's Office seventy-two(72)hours or three(3)business days E
prior to the Board of County Commissioner's meeting date in which the award of contract by the
Board of County Commissioners will be heard. The only opportunity to address protest claims is
before the BOCC at the designated public meeting in which the agenda item awarding the contract
is heard. In accordance with the Rules of Debate as set forth in the Monroe County Board of County >_
Commissioners Administrative Procedures, the Bidder/Respondent/Proposer that filed the protest 0
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is responsible for providing the Clerk with his/her name and residence prior to the agenda item to
award the contract being called in order to preserve their opportunity to be heard on this matter. An W
individual has three (3) minutes to address the Commission and a person representing an c�
organization has five (5) minutes to address the Commission. The BOCC decision to award the
contract is final and at their sole discretion. Failure to timely protest within the times prescribed
herein shall constitute a waiver of the ability to protest the award of contract,unless it is determined
that it is in the best interest of the County to do so.
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: z
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1. Appraisal Services -real and personal property appraisers (as per Chapter 125.355, F.S.).
2. Architecture,professional engineering,landscape architecture, or registered land surveying CL
services (as per Chapter 287.055, F.S.).
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3. Audit and Accounting Services - auditors and accountants (excepting the selection of the
annual auditor which shall be conducted as per Chapter 11.45, F.S.).
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 authorized by the Office of the County
Attorney,including expert witnesses, conflict counsel, Division of Administrative Hearings
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C.6.a
(DOAH) services, lobbying services, investigative services, interpreter services, court
reporting services or advertising services and any other services required by the Office of
the County Attorney.
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. When
purchasing professional services below $50,000.00, obtaining price quotes as set forth in Chapter
2 of this policy is strongly recommended, but are not required. The Requesting Department should
document why price quotes are not provided. The County Administrator may require competitive
solicitation in the form of an RFQ or RFP.
Professional services, subject to the competitive solicitation process, will be typically acquired
through one of the following methods: 0
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1. Competitive Selection and Negotiation -per Chapter 287.055, (4) & (5) F.S. Consultants U
Competitive Negotiations Act("CCNA").
2. Request for Qualifications (RFQ).
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a) Responding firms are ranked based upon criteria set forth in the RFQ. If
presentations are requested by the County, they will be held in compliance with z
F.S. 286.0113. <
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b) The County will negotiate a contract with the firm selected by the BOCC as the
highest ranked firm/individual. z
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c) The negotiated contract will be reviewed and placed before the BOCC for approval.
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.
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Requests for outside legal services may be exempted from formal competition by the BOCC at the
request of the County Administrator or County Attorney. CL
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C. Continuing Contracts co
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Definition:
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A continuing contract is defined as a contract for professional services in accordance with all the
procedures of Florida Statute Sec. 287.055 between the County and a firm whereby the firm
provides professional services for professional architects, engineers,landscaping, or surveying and
mapping services for projects in which the estimated construction cost of each individual project
under the contract does not exceed the amount of Two Million and 00/100($2,000,000.00)Dollars,
or for a study activity if the fee for professional services for each individual study under the contract
does not exceed Two Hundred Thousand and 00/100($200,000.00) Dollars,for work of a specified
nature as outlined in the contract required by the County, with the contract being for a fixed term
or with no time limitation except that the contract must provide a termination clause. Firms
providing professional services under the continuing contracts shall not be required to bid against
one another.
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C.6.a
Competitive Selection of contractors for continuing contracts:
Continuing contracts shall be chosen by the competitive selection process. During the selection
process, a selection committee shall rank the professional service contractors. The Board of County
Commissioners shall approve the award of each contract for a general continuing contract. The
number of contractors to be chosen shall be at the discretion of the Board of County Commissioners.
Award of individual contracts to contractors:
1. Separate contracts or task orders for each individual project shall be awarded among the
contractors who have been awarded a general continuing contract.
2. Separate contracts or task orders for each individual project shall be approved by the Board
of County Commissioners when required under the purchasing policy.
3. The separate contracts or task orders for each individual project shall be awarded on a 0
rotating basis beginning with the top ranked professional service contractor and continuing CL
to the next contractor in ranked order. E
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4. When the County has identified an appropriate project, County staff shall consult with the
next ranked contractor in rotation and shall negotiate the terms of a contract for the specific
individual project. If the County and the next ranked contractor in rotation are unable to
come to agreement as to the terms of a contract, the contractor shall be placed back in >-
rotation and the staff shall move on to the next ranked contractor in rotation to begin 0
negotiations, and the process shall continue until an agreement can be reached. z
5. The order of rotation may be changed by the County Administrator, or an Assistant County w
Administrator, upon written request by the Department documenting any one of the
following reasons:
a) If the next ranked contractor is not available within the time required by the County z
for an upcoming project, the contract may be awarded to the next contractor in
rotation who is available; or
b) If a project requires a particular skill set or expertise which, in the discretion of the
County Administrator or his designee, is more suitable to a contractor who is not
next ranked in the order of rotation,the County Administrator may award the project c�
regardless of rank order; or 0
c) If the next ranked contractor has been awarded and is currently working on other CL
County projects, the contract may be awarded to the next contractor in rotation who z
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is not currently engaged or working on other County projects.
d) In case of emergency, the County is not required to follow the order of rotation in
order to accomplish the necessities of the situation. For purposes of this policy,
emergency shall be defined as in the Monroe County Code at Section 2-347 (k) (1). CL
e) When a contractor is not awarded a contract due to the reasons stated herein, that =
contractor shall be given the next project in rotation for which he is available and
possesses the requisite expertise.
6. It is the intent of the Board of County Commissioners that the contracts be ranked and
rotated in order of ranking so that the award of contracts are distributed among the
contractors and no particular contractor shall be given a contract out of order except for the
reasons stated above.
7. The Requesting Department shall document and provide an explanation(in the agenda item,
Department Report or other reasonable method) to the Board of County Commissioners
when a contract or task order is $50,000 or more and to be awarded out of the ranked order
of rotation.
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C.6.a
CHAPTER 5 -DESIGN/BUILD CONTRACTS
A. 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, F.S. 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, F.S., to engage in contracting through a 0
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certified or registered building contractor as the qualifying agent: and; 0)
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(2) Certified under Chapter 471.023, F.S., to practice or to offer to practice
engineering; certified under Chapter 481.219 F.S., to practice or to offer to
practice architecture; or certified under Chapter 481.319 F.S., to practice or
to offer to practice landscape architecture. >_
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b) A "design/build contract" means a single contract with a design build firm for the 0
design and construction of a public construction project. w
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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 z
package is to furnish sufficient information so as to permit design-build firms to U_
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
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standards, schematic layouts and conceptual design criteria of the project, cost or CL
budget estimates,design and construction schedules,site development requirements, z
provisions for utilities, storm water retention and disposal, and parking CO
requirements, as may be applicable to the project. M
d) A "design criteria professional" means a firm that holds a current certificate of CL
registration under Chapter 481 F.S. to practice architecture or landscape architecture
or a firm who holds a current certificate as a registered engineer under Section 471
F.S. 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 BOCC. If the BOCC 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 F.S. The design criteria services of a firm under continuing contract may
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C.6.a
also be utilized if the project construction costs are estimated not to exceed $2 million 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.
4. Upon completion of the Design Criteria Package, procurements of Design/Build services
shall be processed in a manner consistent with Chapter 3 Competitive Solicitation Process. 2
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5. The BOCC may appoint, direct and empower a technically qualified screening committee 0
to review, analyze, evaluate and rank/rate the applicable Design/Build proposals and report U)
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 CL
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Department to negotiate an agreement for BOCC approval with the best-qualified design- 0
build firm available at that time. z
7. In lieu of the designibuild contractor selection procedure described above, the Department
may use a process established by statute and authorized by the BOCC, however, for all
design/build competitive selection documents the following shall apply:
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a) Proposals must consist of a technical proposal and a price proposal. The two
proposals must be segmented into separate sealed packages and clearly marked
(1) The technical proposal must include all the information requested in
response to the scope of services described in the design criteria package.
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(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. co
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CHAPTER 6- CONTRACTS/AGREEMENTS
A. Contract Review
1. All contracts, leases and/or agreements of$50,000.00 or more shall be reviewed by Risk
Management, Purchasing/OMB, the appropriate Department 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. All agenda item summaries and
contract summaries accompanying agenda items shall be prepared by the Requesting
Department.
2. The Department Director of an approved contract/agreement shall designate a Contract
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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 requests for competitive solicitation and any contract
document shall contain a statement which reads as follows (Section 287.133 F.S.): "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 2
goods or services to a public entity, may not submit a bid, proposal, or reply on a contract CL
with a public entity for the construction or repair of a public building or public work, may C
not submit bids on leases of real property to public entity, may not be awarded or perform U)
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 of 36 months from
the date of being placed on the convicted vendor list." CL
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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 W
clause; "(Person or business entity) warrants that he/it had not employed, retained or
otherwise had act on his/its 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 Ez
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."
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4. Non-Collusion Statement: Each bid shall contain the appropriately worded non-collusion
certification. z
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5. Drug Free Workplace: Each bid shall contain an executed"Drug Free Workplace" form. c�
C. CPI Computation CL
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A multi-year contract/agreement amount agreed to herein may be adjusted annually in accordance
with the percentage change in the Consumer Price Index for all urban consumers (CPI-U), for the
year ending December 31 of the previous year.
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.
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b) Interdepartmental charges - billings for specific office repairs, fuels from bulk
storage, County vehicle maintenance or repairs, etc.
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 45511.
b) All telephone systems, lines, services, equipment and audit costs for same. Monroe
County Administrative Instruction 44401.
c) All computers and or data communications hardware, software, product and
services. Monroe County Administrative Instruction 44401. 2
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d) Business cards are subject to Monroe County Administrative Instruction 44800.13. C
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e) All travel shall be approved and/or regulated by the Monroe County Administrative
Instruction 44716.
f) All purchase of vehicles,rolling equipment or emergency generators (excluding fire >_
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trucks and ambulances)shall conform to Monroe County Administrative Instruction 0
46402. z
E. Preference to Florida businesses (F.S. 287.084)
When required to make purchases of personal property through competitive solicitation and the
lowest responsible and responsive response 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.
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F. Preference to businesses with drug free workplace programs (F.S. 287.087)
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Whenever two or more responses that are equal with respect to price, quality, and service are
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received by the County for the procurement of commodities or contractual services, a response
received from a business that certifies that it has implemented a drug-free workplace program shall c�
be given preference in the award process.
CHAPTER 7. EXCLUSIONS
A. Sole Source
Purchase of commodities and services from a single source may be exempted from formal
competition or price quote requirements under the following conditions:
1. All Sole Source purchases are subject to approval by either the BOCC, County
Administrator, Assistant County Administrators or Purchasing Director in accordance with
purchasing level authority. The Purchasing Office must in all cases evaluate the request for
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such commodity,service or source. The Purchasing Director shall be authorized, after initial
sole source certification, to make additional purchases from a sole source vendor for not
more than one year or until such time as contrary evidence is presented regarding sole source
eligibility, whichever period is less.
2. There must be a documented determination from the Requesting Department or person that
there is no other source readily available prior to the initiation of the sole source
procurement.
a) The Requesting Department shall document the search conducted to ascertain that
there is no other source available. The search shall include phone calls, e-mails,
and letters to procurement offices or the Requesting Department's counterpart in
other Florida counties as well as to entities listed in the County's vendor list and
the phonebooks for Monroe County and Miami-Dade County in business
classifications which might reasonably be expected to provide the goods or 0
services desired. The documentation shall include a log of phone calls made and CL
the emails and letters sent with a compilation of results from all phone calls,
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responding letters and other correspondence.
b) Where the procurement itself, due to the nature of the goods or services (i.e. in
order to obtain conformity to existing contracted goods or services, in order to
avoid the loss of warranty coverage, proprietary licensing, equipment capability, >_
etc.), dictates sole source acquisition, the Requesting Department shall provide 0
written justification as to the sole source nature of the procurement. z
c) Upon approval from the BOCC, County Administrator, or Purchasing Director w
that the proposed provider is a sole source provider, the Requesting Department
may proceed with the procurement process.
B. Emergency Purchases
The term "emergency" is as defined in Section 2-347(k)(1) of the Monroe County Code.
Purchase of commodities and services in the event of a public emergency may be obtained under
the following conditions: 0
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1. The public emergency for the requirements will not permit a delay resulting from
competitive solicitation. Z
2. With respect to an emergency as defined in Section 2-347(k)(1)a.-c. of the Monroe
County Code:
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a) Where the value of the goods or services to be purchased is less than
$50,000.00, emergency purchases may be approved up to the spending levels E
outlined in Chapter 2 Section F, above without the need for obtaining
competitive price quotes.
b) Where the value of the goods or services to be purchased equals or exceeds
$50,000.00, the purchase may be approved by the Mayor, or if the Mayor is
not available then the Mayor Pro Tem, or if the Mayor and the Mayor Pro
Tem are not available then County Commissioners in order of priority based
on longest consecutive tenure on the Board of County Commission, but the
purchase must be ratified after-the-fact by the Board of County
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Commissioners at the next practicable meeting of the BOCC.
3. With respect to an emergency as defined in Section 2-347(k)(1)d. of the Monroe
County Code, the purchase may be approved up to the spending levels outlined in
Chapter 2 of this Manual, including the requirement to obtain competitive price
quotes, where necessary.
4. Where the purchase of goods or services requires a contract where the cumulative
total value per fiscal year is $50,000.00 or more, the contract must be ratified after-
the-fact by the Board of County Commissioners at the next practicable meeting of
the BOCC.
5. Authorization During Normal Business Hours. In the case of emergencies that
require the immediate purchase of goods, equipment, or services, the County
Administrator, Assistant County Administrator, Purchasing Director, 2
Department Director, or a properly authorized designee shall be empowered to CL
secure such goods or services without competitive selection. In this event, all 0
measures reasonably possible under the circumstances shall be taken to assure the
maximum cost benefit to the County of the goods or services procured.
6. Authorization Outside of Normal Business Hours. A Department Director, during
non-business hours, is authorized to make purchases without competitive CL
solicitation,when an emergency arises. 0
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7. Documentation and Approval. Documentation for emergency purchases pertaining
to the above shall be submitted to the Purchasing Office with a detailed
explanation, and support material attached, if applicable, within ten (10)
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workdays after the event occurred. Emergency purchases below the competitive
solicitation thresholds shall be approved by the County Administrator after-the-
fact. All emergency purchases equal to or exceeding $50,000.00 must be
approved by the BOCC after-the-fact.
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8. All emergency purchases are subject to approval by either the BOCC, County
Administrator, Assistant County Administrator or Director of Purchasing at the CL
authorized level of authority. Any waiver of competition in a specific instance z
shall not serve to waive competition of future purchases of a similar or exact co
nature. x
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Emergency purchases are to be used only when unforeseen circumstances occur. CL
Poor planning does not constitute an emergency.
C. Cooperative Purchasing
1. State and Federal Contracts. Purchases equal to $50,000.00 or more from vendors
holding current "State" and Government Services Administration herein after ("GSA")
contracts are exempted from the competitive bidding process. However, before any
purchase is made through an existing contract, the Requesting Department, if directed by
the Purchasing Director or County Administrator, 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 price lower than the price of the existing contract,then the contract for the goods
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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
Requesting Department offered the goods or services at a price lower than the price of the
existing contract. The Purchasing Director will review and verify the Requesting
Department's information or documentation. If the purchase is below the competitive
bidding threshold of $50,000.00, price quotes are not required by the Requesting
Department unless directed by the Purchasing Director of County Administrator.
2. Other Public Procurement Units. Requesting Departments are authorized to purchase
goods and services from cooperative purchasing ventures run by other units of governments
when the best interests of the County are served. All purchases made through this section
shall be from contracts awarded through full and open competition, equivalent with the g
methods set forth in this policy, and shall be exempt from further competitive procurement
process set forth in this policy. The Purchasing Department is also authorized to enter into :3
joint ventures with other local governments in order to create purchasing cooperatives and 2
promote efficient purchases. 0
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D. Previously Approved Projects U)
Once the BOCC has approved a project, concept, and/or specific capital budget item, which
includes maintenance to County buildings and equipment,including repairs,janitorial services etc.,
subsequent additional, redundant approval by the BOCC is specifically not required for
advertisements, Requests for Qualifications (RFQs) or Request for Bids (RFB's), Request for CL
Proposals (RFPs) or replies.. (BOCC action 5-26-93, Page 93/254 41). When repairs are needed 0
due to an emergency event (such as a hurricane), and obtaining BOCC approval will delay Z
procuring the goods or services needed for the necessary repairs, the County Administrator or W
Assistant County Administrator can authorize the advertisement of the competitive solicitation until
the BOCC can approve the project or concept at the next practicable BOCC meeting.
U-
E. Piggybacking
The County has the option to "piggyback" on another governmental entities' or not for profit
association's competitively awarded bid to take advantage of the pricing received:
1. The Requesting Department must first verify specifications and award information and
receive permission from both the entity and the vendor to piggyback. CL
0
2 Piggyback purchases equal to $50,000.00 or more are not subject to the competitive co
solicitation process. However, before any purchase is made through an existing contract,
x
the Requesting Department,if directed by the Purchasing Director or County Administrator,
must first contact other South Florida vendors in order to determine if the goods or services
CL
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 price 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 Requesting Department offered the goods or services
at a price lower than the price of the existing contract. The Purchasing Manager will review
and verify the Requesting Department's information or documentation.
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
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purchased are exactly the same as the original award.
CHAPTER 8. BLANKET PURCHASE ORDERS
A Blanket Purchase Order (BPO) is a simplified method of filling anticipated repetitive
requirements for supplies or services with qualified vendors during a specified period(not to exceed
12 months or one (1) fiscal year whichever is less). BPOs are designed to reduce administrative
costs in accomplishing purchases (up to $49,999.99) by eliminating the need of issuing individual
written purchase orders.
1. BPOs 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) >1
specified period, and (3) estimated quantities for the specified period, is required to get a .2
pre-priced BPO. BPOs cannot be issued without a maximum dollar amount. A BPO shall CL
be authorized in writing by the Department Director or their designee. 0)
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CHAPTER 9. MINORITY BUSINESS ENTERPRISE (MBE), SMALL BUSINESS &
DISADVANTAGED BUSINESSES
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If required by Federal Aviation Administration (FAA) grant or other Federal-funded grant
requirements the Department having project management/oversight responsibilities, should W
develop an acceptable plan to utilize and afford opportunities to minority, small and disadvantaged
firms. This plan may include:
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1. Separate percentage goals for using small, minority and disadvantaged businesses.
2. Name of an individual employed or retained who will administer the firm's subcontracting
program.
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3. Description of efforts to be made to ensure such firms have an equitable opportunity to 0
compete for subcontracts. CL
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4. Assurance that federally funded contracts comply with the provisions contained therein.
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5. Assurance to cooperate on surveys for compliance.
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CHAPTER 10. 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, except as set forth below.
The purchase of builder's risk insurance for County projects may be exempt from competitive
bidding procedures pursuant to Section 2-347(e)(5)(g.)For the purchase of builder's risk insurance
expected to cost less than $50,000, separate price quotes are not required, but the agent should
solicit several insurance companies to ensure that the best price is attained. For the purchase of
builder's risk insurance expected to cost more than $50,000, the County Administrator should
authorize the purchase and report to the Monroe County BOCC the purchase of the premiums. It is
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understood that since the cost of builder's risk policies are included in the overall budget for the
project, the cost of premiums will be paid from the funding source for that project which are
generally approved by the BOCC as part of the budget process.
The purchase of insurance which is exclusive, due to the unique terms and conditions and/or the
detailed coverage required by the County,may also be exempt from competitive bidding procedures
pursuant to Section 2-347(e)(5)(g.).Risk should document the reason(s)for the policy being exempt
from the competitive bidding procedures. When premiums exceed $50,000, the Monroe County
BOCC should authorize the exemption. In an emergency, i.e. an interruption of an essential
government services, the County Administrator may authorize the purchase of the policy and seek
ratification from the Monroe County BOCC.
All policies for insurance coverage shall have an initial term and shall thereafter be renewable
yearly for up to three(3) additional years with BOCC review.
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CHAPTER I L RECYCLED CONTENT PRODUCTS
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The County 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. 0.
For the purposes of this section "recycled content" means materials that have been used, recycled 0
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and are contained in the products or materials to be procured as "post" recycled. To the extent
feasible each department shall keep a compilation of the number and amount of recycled product
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or materials it purchases each fiscal year.
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CHAPTER 12. SURPLUS ITEMS
re.
The objective of this policy is to ensure that all County assets are properly tracked and disposed of
in compliance with Florida Statutes.
The following rules apply to all departments in possession of fixed assets belonging to Monroe 0.
County. The rules also apply to constitutional officers, contracting parties, and third-party entities 0
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in possession of fixed assets belonging to Monroe County. (Each such department, or office shall co
be known as a"using agency".)
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Contracting parties in possession of tangible non-consumable property owned by Monroe County
which is no longer used or which has become obsolete,worn out or which the parties believe should
be scrapped shall submit reports identifying such property to the department responsible for their
contract, which in turn shall forward the reports to the Clerk of the Court, Property Clerk.
1. Each using agency shall assign a person who will be primarily responsible for
maintaining the fixed assets of the Department or Office ("Property Custodian").
2. Classification of Surplus Property:
a) Property may be designated as surplus by the using agency for any of the following
reasons:
(1) It becomes inoperable and cannot be repaired;
(2) It is more economical to replace the asset than to repair it;
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(3) Property becomes obsolete;
(4) The department or office no longer has need of the item; or
(5) It is scheduled for replacement as a matter of policy.
b) All property that is declared surplus shall be designated into one of four (4)
categories:
(1) Vehicles;
(2) Property with a historical purchase value equal to or greater than $1,000
(fixed asset, with property ID#);
(3) Property with a historical purchase value less than $1,000 (non-fixed asset, :
no property ID#);
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(4) Computers, computer-related, and telecommunication equipment. 0)
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3. After the property has been placed into a specific category the following procedures will
be used for disposition:
(1)Property estimated to have a fair market value equal to or greater than $5,000 shall be CL
CL
sold by competitive solicitation/public auction to the highest responsible responder after 0
publication of notice of at least one week and not more than two weeks in a newspaper of z
general circulation within the County; and additional notice if, in the opinion of the using W
agency, it will serve the best interests of the County.
(a) Required forms to initiate the competitive solicitation/public
LL
auction of surplus property: The Property Custodian within the
using agency is responsible for preparing and submitting an Inventory
Deletion Request Form (See Attachment B.2.), executed by the
Property Custodian and the Department Director of the using agency, >_
to the Property Inventory Clerk. For computer related equipment 2
valued over $1,000, the Property Custodian in the using agency is 0
responsible for preparing and submitting the required Computer CL
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Related Equipment Inventory Deletion Request Form (See z
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Attachment B.3). The Information Technology Department will send
the completed form to the Property Inventory Clerk and coordinate
directly with the Property Inventory Clerk and the using agency for
the competitive solicitation/public auction and/or transfer, donation or
disposal of the surplus computer equipment. (See Administrative
Instruction 4725. Effective June 18, 2012).
(b) BOCC must approve the request to advertise for competitive
solicitation/public auction for the sale of surplus property. Upon
receipt of the fully executed Inventory Deletion Request Form or
Computer Related Equipment Inventory Deletion Request Form, the
Property Inventory Clerk or using agency, will place an item on the
BOCC agenda for approval of competitive solicitation/public auction
for the sale of the surplus items.
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(c) Scheduling and Coordination of Competitive Solicitation/Public
Auction: Following BOCC approval, the Property Inventory Clerk
initiates and coordinates the competitive solicitation process for the
sale of surplus property at intervals throughout the year as needed,
coordinating with the Property Custodians in each using agency, the
County Attorney's Office and the BOCC Purchasing Office. In
addition to the Property Inventory Clerk's sale of surplus property,the
using agency may schedule and coordinate a competitive
solicitation/public auction for the sale of specific surplus property
when it is necessary or beneficial for the County.
(d) Notice: At the request of the Property Inventory Clerk or using agency
the County Attorney's Office prepares a Notice of Request for
Competitive Solicitation (see Attachment B,. using the surplus
property inventory data provided by the Property Inventory Clerk or
using agency. The County Attorney's Office transmits the notice CL
requesting publication one time in the Key West Citizen (as the local =
newspaper qualifying under Florida Statutes Chapter 50.031),and,per
BOCC direction one time in the Lower Keys (News Barometer)
Middle Keys and Upper Keys (Keys Weekly) area newspapers. The
Notice shall also be posted to the County's website. The Purchasing
Director places the item(s) on DemandStar. 0
0
(e) Once the opening is held and the responses are reviewed, the Property
Custodian within the using agency places an item on the BOCC
agenda, requesting approval to award/sell specific item(s) to the
highest responsible responder and authorizing the County z
Administrator to sign the Bill of Sale, Absolute prepared by the U-
Property Inventory Clerk.
(f) After payment is received,the Property Inventory Clerk is responsible
for preparing and transmitting a Bill of Sale, Absolute to the County
Attorney's Office for each individual surplus item being sold. The 0
County Attorney's Office transmits the Bill of Sale, Absolute to the 0.
County Administrator for execution. Upon execution the Bill of Sale, z
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Absolute shall be forwarded to the Clerk for recording of the document
in BOCC records. The Clerk then transmits the fully executed original
Bill of Sale, Absolute (s) to the Property Inventory Clerk to transfer
title and possession of the item(s) to the successful bidder,
coordinating with the using agency as needed. If the item(s) are sold
via public auction by an outside vendor retained by the County, the
Property Inventory Clerk will coordinate title transfer and preparation
of documents with the vendor and may do so prior to payment to the
County and/or in accordance with the public auction vendor's
contract.
(2) Assets with a fair market value equal to or greater than $5,000 for which no bid was
received shall again be offered for sale by competitive solicitation. If no
acceptable bids are received after a second attempt to sell by competitive solicitation, then
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the property may be sold by an outside vendor retained by the County for public auction
services. Assets with a fair market value lower than $5,000 for which no bid was received
after one attempt to sell by competitive solicitation may be sold by an outside vendor
retained by the County for public auction services.
(3) All assets with a fair market value lower than $5,000 may be sold by competitive
solicitation/auction in accordance with the procedure set forth above, or may be donated to
another governmental entity or not-for-profit organization as set forth below. Assets with a
fair market value equal to or greater than $5,000 for which no bid was received at
competitive solicitation may also be donated to a governmental entity or not-for-profit
organization. Assets with a fair market value equal to or greater than $5,000 may be offer to
other government units in the County for sale or donation or may be offered to private
nonprofit agencies, prior to being sold by competitive solicitation when it is determined by
the BOCC to be in the best interest of the County to do so.
0
(4)Property estimated to be less than$5,000 that has a useful life, may, but is not required CL
to, be offered to all other County departments by use of County e-mail for a period of E
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10 days, on a first come, first serve basis. A Fixed Asset Transfer Form (See Attachment
B.4) will be completed by the receiving and transferring department or office and
submitted to the Property Inventory Clerk with a copy to Risk Management.
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(5)Property which value is estimated by the BOCC to be under $5,000.00 deemed to have
no further use to the County due to obsolescence, inefficiency, or being uneconomical may z
be donated to another governmental entity within the County, may be donated to a private w
not-for-profit organization within the County or may be disposed of for value in compliance
with 274.06, Florida Statutes and as amended. The determination of property to be disposed
of by the BOCC shall be at the election of the BOCC in the reasonable exercise of its z
LL
discretion pursuant 274.06, Florida Statutes. Property, the value of which the BOCC
estimates to be under$5,000.00, may be disposed of in the most efficient and cost-effective
means as determined by the BOCC pursuant to F.S. 274.06.
All assets under a lease agreement will be disposed of in accordance with the terms of the
agreement. 0
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(6) If it is determined that the trade-in value is more beneficial to the County, a vehicle or
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piece of equipment may be used as a trade-in for the purchase of replacement equipment.
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(7)If it is determined that it is useful and economical to retain a portion, or a component, of
the asset for future use, then the portion or component can be retained and the balance of CL
the asset sold, donated, or destroyed. In such case the portion retained and the portion sold,
donated, or destroyed shall be noted on appropriate forms. E
4. Subject to the procedures noted above, responsibility for disposition is as follows:
a) Fleet Management is responsible for the disposition of vehicles and other heavy
equipment, excluding Emergency Services, Airports and Social Services
Department vehicles. Those Departments are responsible for disposition of their
vehicles and are required to follow the surplus property as set forth above.
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b) Property Custodians are responsible for the disposition of fixed assets of any
value, other than vehicles, computers, computer-related, and telecommunication
equipment.
c) Information Technology is responsible for the disposition of computers,
computer-related, and telecommunication equipment.
5. Employees of Monroe County are expressly forbidden to bid on sales of surplus Monroe
County property. No employee's relative, as defined by Florida Statute Section
112.312(21), shall be allowed to bid on surplus property over which the employee had
custody or authority to initiate or authorize the decision to surplus.
F.S. 112.312(21):
"Relative," unless otherwise specified in this part, means an individual who is related to a >1
public officer or employee as father, mother, son, daughter, brother, sister, uncle, aunt, first .2
cousin, nephew, niece, husband, wife, father-in-law, mother-in-law, son-in-law, daughter- CL
in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepson, stepdaughter, C
stepbrother, stepsister, half-brother, half-sister, grandparent, great grandparent, grandchild,
great grandchild, step grandparent, step great grandparent, step grandchild, step great �?
grandchild, person who is engaged to be married to the public officer or employee or who CL
otherwise holds himself or herself out as or is generally known as the person whom the >_
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public officer or employee intends to marry or with whom the public officer or employee 0
intends to form a household, or any other natural person having the same legal residence as 0
the public officer or employee. w
CHAPTER 13. PURCHASING CARDS (P-CARDS)
The Monroe County Purchasing Card Policy & Procedures establishes detailed procedures and
policies which control the use of Purchase Cards. The Purchasing Card Policy &Procedure is to be
followed and is attached hereto as Attachment C. There shall be absolutely no personal purchases
made with the County issued P-Card.
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CHAPTER 14—FEDERAL FUNDING REQUIREMENTS
0.
This Chapter is provided to ensure that Monroe County has and maintains proper policies and
procedures as required by federal awards and consistent with 2 Code of Federal Regulations CO
(C.F.R.) Chapter I, Chapter II,Part 200. All procurements must comply with Florida Statutes, rules
and procedures as per 2 C.F.R. §§200.318-200.326.
All Contracts and procurements in which federal funds are used shall include the following CL
provisions: [See 2 CFR part 200 for a more detailed description of the federal provisions]
A. PROCUREMENT STANDARDS(2 GF.R. $.$200.318-200.326) a,
1. General Rules
These standards apply to procurement of goods or services using federal funds and program
income.
The procurement must comply with Non-Federal Entity/Monroe County's procurement
procedures which reflect applicable State and local laws and regulations,provided that they
conform to applicable Federal law and the standards identified in 2 C.F.R. Part 200.
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The Requesting Department, via the designated contract manager, must maintain oversight
to ensure that contracts perform in accordance with the terms, conditions, and specifications
of their contracts or purchase orders. (2 CFR § 200.318(b))
2. Procurement Documentation:
The County must maintain all procurement records sufficient to detail the history,including
all competitive bidding documents and all other documentation relating to the evaluation of
the competitive bidding proposals and responses; justification of the award; and approval
of the contract price and type. The Requesting Department must complete either the E.1. or
E.2. Procurement Form (Attachment E.1 for purchases below $50,000.00) or Attachment
E.2 for purchases through competitive solicitation, i.e.purchases of$50,000.00 and above),
and submit with the RTP. If Hurricane related, use Hurricane Request for Purchase Form
(Attachment E.4). The E4, El or E2 and supporting documents must be submitted to the
Budget and Finance Office for approval before submitting to the BOCC for the contract
award. In addition,if Attachment E.3 (Debarred, Suspended or Ineligible Entity Checklist) 0
and/or the Minority Owned Business Declaration are required, include them with the E4 CL
submission to Budget and Finance. Payment for these procurements are submitted on the E
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Hurricane Audit Slip (Attachment E.S.). These documents must be maintained in
accordance with Chapter 119, Public Records Law and the Florida Department of State,
Division of Library and Information Services, General Records Schedules GS 1-SL for State
and Local Government Agencies.
0
While 2 C.F.R. 180.220(b)list covered transactions as contracts equal or above$25,000.00; Z
for auditing services; or where prior federal agency approval is given, since the Florida w
Division of Emergency Management (FDEM) Agreement that provides disaster
reimbursement requires this form in all contracts regardless of the amount and since we are
already conducting a check on all vendors, this is best practice and will be required on all z
transactions. U-
3. Conflict of Interest:
The Monroe County Personnel Policies and Procedures Manual setting forth written
standards of conduct, including conflict of interest, and governing the actions of County c�
employees shall be followed at all times along with the Monroe County Administrative 0
Instruction 4301.9, Basic Procedures for Grant Administration, which set forth additional 0`
instructions relating to Federal rules and guidelines. No employee, officer or agent may z
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participate in the selection, award, or administration of a contract supported by a Federal
award if he or she has a real or apparent conflict of interest. Such a conflict of interest would
arise when the employee, officer, or agent, any member of his or her immediate family, his
or her partner, or an organization which employs or is about to employ any of the parties CL
indicated in the contract,has a financial or other interest in or tangible personal benefit from
a firm considered for a contract. The officers, employees, and agents of the County may E
neither solicit nor accept gratuities, favors, or anything of monetary value from contractors
or parties to subcontracts. However, in accordance with the Personal Policies and
Procedures, a gift of $25.00 or less is considered non- substantial financial interest or an
unsolicited item of nominal value. County Employees, officers or agents that violate the
County standards of conduct will be subject for disciplinary actions as set forth in more
detail in the Personnel Policies and Procedures Manual. (2 CFR § 200.318(c)(1),
200.318(c)(2))
4. Avoidance of unnecessary or duplicative items:
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The Office of Management and Budget (OMB) must review expenditures to avoid the
acquisition of unnecessary or duplicative items; consider consolidating or breaking out
procurements to obtain a more economical purchase; and where appropriate analyze lease
versus purchase alternatives or other analysis to determine the most economical approach.
OMB should foster greater economy and efficiency and promote cost-effective use of shared
services with the Federal Government and state and local government entities through
interlocal agreements or other inter-entity agreements, including use of Federal excess and
surplus property in lieu of purchasing new equipment and property. (2 CFR §§200.318(d),
200.318(e), 200.318(f)).
5. Contracts may only be awarded to responsible vendor/contractors:
The County must award contracts only to responsible contractors possessing the ability to
perform successfully under the terms and conditions of a proposed procurement.
Consideration will be given to such matters as contractor integrity, compliance with public
policy, including County laws and policies, record of past performance, and financial and 0
technical resources. The Requesting Department must complete the Debarred, Suspended, CL
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or Ineligible Entity Checklist (Attachment E.3) (2 C.F.R.200.318(h)). E
B. COMPETITION RE UIREMENTS
1. Full and Open Competition: As per 2 C.F.R. §200.319, and consistent with Monroe County
Code §2-347(a)and the Mission Statement of this Policy, all procurement transactions must 0
be conducted in a manner providing for full and open competition, which prohibits placing z
unreasonable requirements, unnecessary experience or excessive bonding on firms in order w
for them to qualify to do business.
County staff shall ensure that procurement transactions do NOT allow: noncompetitive
pricing practices between firms and affiliated companies; noncompetitive contracts to
consultants that are no retainer contracts (e.g. out-of-scope work added to the consultant's
work retainer);specifying only a"brand name"product instead of allow"an equal"product;
and any arbitrary action in the procurement process. 2 C.F.R. §319(a)
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2. Prohibition on Bidding: The contractor that is bidding on the contract cannot be involved 0
with developing or drafting the specifications, requirements, statement of work, invitation CL
for bids or request for proposals (2 CFR § 200.319(a)). z
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3. No State or Local Preference*: No preference shall be included in the competitive
solicitation or in the procurement transactions (2 CFR § 200.319(b)). *Please note that the
RESTORE ACT allows for state preference.
4. Solicitation Requirements: The solicitation shall include a clear and accurate description of
the technical requirements for the material, product, or service to be procured, including
requirements that must be fulfilled by offerors/vendors and the evaluation factors/criteria,
e.g. Identify if price or quality is most important in the solicitation. If the County uses
prequalified persons or firms, the contract for services or list must be current and include at
least 3 prequalified persons or firms and not preclude any potential bidders from qualifying
during the solicitation period. 2 C.F.R. §§319(c)-319(d).
C. METHOD OF PROCUREMENT REQUIREMENTS
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As per 2 CFR § 200.320, one of the following methods must be used when procuring goods or
services with any federal funds:
1. Formal Procurement -Over $50,000.00 (2 C.F.R. �200.320(0)
a. Sealed Bids: Bids are publicly solicited and a firm fixed price contract (lump sum or unit
price) is awarded to the responsible bidder whose bid, conforming to all the material terms
and conditions of the invitation for bids, is the lowest in price. Sealed bidding is the
preferred method for procuring construction. [Federal Note: Sealed bidding is generally
used where price is the most important evaluation factor for the County.] Contract award
under the sealed bidding method of procurement is made to the bidder submitting the lowest
priced, responsive and responsible bid.
i. Responsive and Responsible Defined: "Responsive" refers to whether the bidder meets
all the material requirement of the Request for Bids(RFB)/invitation for bid(11713),while 0
"Responsibility" refers to contractors possessing the ability to perform successfully L
under the terms and conditions of a proposed procurement. Consideration will be given E
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to such matters as contractor integrity, compliance with public policy, records of past
performance, and financial and technical resources. [See 2 C.F.R. §200. 318(h)]
ii. Conditions of Sealed Bids: All of the following conditions must be present to use sealed >-
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bids: i) a complete, adequate, and realistic specification or purchase description is 0
available ii)two or more responsible bidders are willing and able to compete effectively z
for the business iii) the procurement lends itself to a firm fixed price contract and the w
selection of the successful bidder can be made principally on the basis of price. [ 2
C.F.R. §200.320(c)(1)]
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iii. Requirements for Sealed Bids: If sealed bids are used, the following requirements apply:
1) The County must solicit bids from an adequate number of known supplies (via
DemandStar and if applicable to a list of suppliers to be provided to OMB from the
Requesting Department),providing sufficient response time prior to the date set for opening
the bids and must be publicly advertised (refer to time frame set forth in Chapter 3, c�
Paragraph A. 2.; 0
2)The competitive solicitation should include any specifications and pertinent attachments
and define the items or services in order for the bidder to properly respond; z
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3) Set forth the Time and Place for the bids to be publicly opened;
4) Award a firm fixed price contract in writing to the lowest responsive and responsible
bidder;
5)If any bids are rejected,there must be a sound documented reason supporting the rejection CL
[2 C.F.R. §200.320((c)(2)].
E
iv. Cost or Price Analysis As per 2 CFR §200.323, if the contract amount (including
contract modification) exceeds $50,000.00 the County must perform a cost or price
analysis.
A Cost or Price Analysis must be conducted by the Requesting Department. (2 C.F.R. §200.323(a))
The degree of the analysis depends on the nature of the procurement; however, should at least start
with and independent estimate established before receipt of responses/offers.
Price & Cost Analysis Description:
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a) "Price Analysis" is the process of examining and evaluating proposed price without
evaluating its separate cost elements and proposed profit. Techniques include comparison
of amounts from responses received,comparison of proposed prices to historical prices paid,
comparison with published price lists, comparison to your independent estimate. Price
Analysis is the preferred method to be used by the Requesting Department.
b) "Cost Analysis" is the review and evaluation of any separate cost elements and profit or fee
in an respondents/offerors' proposal, as needed to determine a fair and reasonable price and
the application of judgement to determine how well the proposed costs represent what the
cost of the contract should be. The Requesting Department must negotiate profit as a
separate element of the price for each contract in which there is no price competition, and
in all cases where cost analysis is performed. To establish a fair and reasonable profit,
consideration must be given to the complexity of the work to be performed, the risk borne
by the contractor, the contractor's investment, the amount of subcontracting, the quality of
its record of part performance, and industry profit rates in the surrounding geographical area 0
for similar work. (2 C.F.R. §200.323(b))Cost of prices based on estimated cost for contracts CL
under the Federal award are allowable only to the extent that cost incurred or cost estimates E
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included in the negotiated prices would be allowable for the County under Subpart E—Cost
Principles of this part. The County/non-Federal entity may reference its own cost principles
that comply with the Federal cost principles. (2 C.F.R. §200.323(c))
CL
c) Cost plus a percentage of cost and percentage of construction cost methods of contracting
must not be used. (2 C.F.R. §200.323(d)). z
b. Procurement by competitive proposals: The technique of competitive proposals is
normally conducted with more than one source submitting a response/offer, and either a
fixed price or cost-reimbursement type contract is awarded. It is generally used when z
conditions are not appropriate for the use of sealed bids. (2 C.F.R. §200.320(d) U_
i. Requirements for Competitive Proposals: If Procurement by competitive proposals is
used, the following requirements apply: 1) The Request for Proposals (RFP) must be
publicized, i.e. as per Chapter 3, Paragraph A. 2. c�
2) identify all evaluation factors and their relative importance, i.e. evaluation/selection 0
factors and points/percentage allocation for each factor; CL
3) solicit proposals from an adequate number of qualified sources (via DemandStar and
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if applicable to a list of qualified sources to be provided to OMB from the Requesting
Department);
4) the method for conducting technical evaluations of the proposal received and for
selecting recipients as outlined in Chapter 3, Paragraph B should be followed and when CL
appropriate should be outlined in the RFP;
5) The County shall award the contract to the responsible firm whose proposal is most E
advantageous to the program/project, with price and other factors considered.
[Federal Note regarding architectural/engineering (A/E)professional services: the County may use
competitive proposal procedures, i.e. Request for Qualifications (RFQs) and the Consultants
Competitive Negotiation Act (CCNA), for qualifications-based procurement of A/E professional
services whereby competitors' qualifications are evaluated and the most qualified competitor is
selected, subject to negotiation of fair and reasonable compensation. The method, where price is
not used as a selector factor, can only be used in procurement of A/E professional services. It cannot
Page 35 of 86
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C.6.a
be used to purchases other types of services though A/E firms that are a potential source to perform
the proposed effort. 2 C.F.R. §200.320(d)(5)]
2. Informal Procurement- Over $10,000.00 up to $49,999.99 Small purchases
procedures: Small purchase procedures are those relatively simple and informal
procurement methods for securing services, supplies, or other property that do not cost more
than the lesser of either (1) the Simplified Acquisition threshold (i.e. $50,000.00), or (2)
whatever amount State (if applicable F.S. Statute requirement) or Monroe County's
competitive procurement rules (i.e. $49,999.99 or less). Price and rate quotations must be
obtained from an adequate number of qualified sources. The Requesting Department should
to the maximum extent possible obtain 3 or more price quotes and give consideration to the
amount of the purchase when obtaining rate and price quotes. When purchasing complex
supplies or services, please document and include justification for the number of price
quotes obtained. (NOTE: FEMA has determined that for simplified purchase procedures,
an adequate number of qualified sources are considered to be three (3)). The Requesting 0
Department should follow the procedure as set forth in Chapter 2 F.2. and ensure that proper CL
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documentation is maintained in this regard to justify the purchase. (2 C.F.R. §200.320(b)) E
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3. Micro-purchases: Up to $10,000.00 (i.e. purchases below $10,000.00, See 2 CFR §
200.67) Micro-purchases are awarded based on price reasonableness. For purchases of
$5,000.00 or less, the Requesting Department will maintain documentation of price >_
reasonableness. For purchases greater than $5,000.00 price reasonableness is required and 0
documented by the Requesting Department for procurement. [Note: Action to verify the z
reasonableness, includes utilizing price quotes, telephone or internet research.] The Requesting w
Department, to the extent practicable, should distribute micro-purchases equitably among
qualified suppliers. Documentation of the purchase in the form of a RTP, when applicable, is
necessary to the extent to demonstrate that it is an allowable cost for performance of the Federal z
LL
award(as per 2 C.F.R. §200.403) and to keep record of equal distribution to qualified suppliers.
2 C.F.R. §200.320(a)
4. Noncompetitive proposals: [2 C.F.R. �200.320(ffl [Note: this does not apply to Micro-
purchases; RESTORE ACT/Department of Treasury has sole source section that provides more c�
detail and should be referred to when using RESTORE ACT funds] 0
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i. Procurement by noncompetitive proposals: Procurement through solicitation of a
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proposal from only one source and may be used only when one or more of the following
circumstances apply:
1) the item is available from a single source; (substantial duplication of services to
reach other sources is justification for proceeding with sole source, but this must be CL
sufficiently documented by the Requesting Department and provided to OMB/Purchasing
Director) E
2) the public exigency or emergency for the requirement will not permit a delay
resulting from competitive solicitation [Federal Note: Exigency" is generally defined as
something that is necessary in a particular situation that requires or demands immediate aid
or action. By comparison, the term "emergency" means an unexpected and usually
dangerous situation that calls from immediate action. Emergency will typically involve a
threat to the public or private property or some other form of dangerous situation, whereas
an exigency is not necessarily limited.];
3) the Federal awarding agency or pass-through entity expressly authorizes
noncompetitive proposals in response to a written request from the County; or
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C.6.a
4) after solicitation of a number of sources, a competition is determined inadequate
[Before utilizing this exception, the Requesting Department should review the solicitation
and the publicizing of the solicitation to ensure that it was not inadvertently drafted in a
manner to reduce or eliminate competition, which resulted in the receipt of one or no
proposals. If this is found to be the case, the Requesting Department should revise the
solicitation and re-publicized the solicitation in order to resolve the competitive concerns.
The Requesting Department should also document justification for the noncompetitive
procurement and provide to OMB/Purchasing Director].
D. CONTRACTING WITH SMALL AND MINORITY BUSINESSES,WOMEN'S
BUSINESS ENTERPRISES,AND LABOR SURPLUS AREA FIRMS
As per 2 CFR 200.321, the County must take the affirmative steps below and in accordance with
Chapter 9- Minority Business Enterprise (MBE), Small business & disadvantaged Business of this
Policy to assure minority businesses, women's business enterprises, and labor surplus area firms 0
are used when possible: 0.
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While some of the steps below may be duplicative with those set forth in Chapter 9 of this Policy,
the Requesting Department in conjunction with the County's OMB Department shall:
1. Ensure that qualified small and minority businesses, and women's business enterprises are
placed on solicitation lists. 0
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2. Ensure that qualified small and minority businesses, and women's business enterprises are
solicited whenever they are potential sources, including the list of DemandStar suppliers W
that are notified of competitive solicitations, the Small Business Administration's Dynamic
Small Business Search website, and any additional supplier listed that may be generated. z
3. Divide total requirements, when economically feasible, into smaller tasks or quantities to U-
permit maximum participation by small and minority businesses, and women's business
enterprises.
4. Establish delivery schedules,where the requirement permits,which encourage participation >-
by small and minority businesses, and women's business enterprises.
5. Use the services and assistance, as appropriate, of such organizations as the Small Business CL
Administrator and the Minority Business Development Agency of the Department of z
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Commerce.
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6. Require the prime contractor, if subcontractors are to be let, to take the affirmative steps c�
listed above.
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[Federal Note: Collectively referred to as "socioeconomic contractors" or "socioeconomic
contracting", this requirement does not impose an obligation to set aside either the solicitation or E
award of a contract to these types of firms; this requirement only imposes an obligation to carry out
and document the six identified affirmative steps.] <
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E. CONTRACTUAL CONSIDERATIONS
Contract(s) must include (See Appendix II to part 200):
• Mandatory standards and policies relating to energy efficiency which are contained in the
state energy conservation plan issued in compliance with the Energy Policy and
Conservation Act(42 U.S.C. § 6201).
• Suspension and Debarment clause
• Anti-Lobbying Clause; If the contract exceeds $100,000.00, bidders must submit an Anti-
Lobbying Certification.
• All procurements and contracts, involving the use of materials (e.g. debris removal and
other services), must comply with the requirement to make maximum use of
recovered/recycled materials as per 2 CFR §200.317, §200.322, and Chapter 11 (Recycled
Content Products) of this Policy and include the recovered/recycled materials clause.
• If the contract amount exceeds $150,000.00, it must address administrative, contractual, or
legal remedies in instances where contractor violates or breaches contract terms and provide
for sanctions and penalties
• If the contract amount exceeds $10,000.00, it must address termination for cause and for
convenience,including the manner by which it will be effected and the basis for settlement. 0
• Rights to Inventions Made Under Contract or Agreement must be included if applicable. w
[This is not applicable to Federal Emergency Management Agency (FEMA) funding since
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it does not award grants of subgrants associated with research and development projects.]
• If the contract or subgrant amount exceeds $150,000.00, it must include the Clean Air Act
and the Federal Water Pollution Control Act.
F. CONSTRUCTION CONTRACT CONSIDERATIONS
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County Departments that handle construction projects are encouraged to use value engineering
clauses in contracts for construction projects of sufficient size to offer reasonable opportunities for CL
cost reductions. The County may use a time and material type contract only after a determination z
that no other contract is suitable and if the contract includes a ceiling price, i.e. lump sum/not to co
exceed amount that the contractor exceeds at its own risk. x
Time and Material contracts means that a contract whose cost to the County is the sum of i)
the actual cost of materials; and ii) direct labor hours charged at fixed hourly rates that CL
reflect wages, general and administrative expenses, and profit. (Please refer to time and
material provisions as set forth in more detail in 2 C.F.R. §200.3180)(2 C.F.R. §200.318(g)
If the contract is for construction, is must include the Equal Opportunity Clause.
For construction contracts exceeding $2,000 awarded under a Federal grant, it must include a
Davis-Bacon Act Clause and Copeland Anti-Kickback Act clause addressing prevailing wage rates.
[Note that Public Assistance and Hazard Mitigation Grant Program contracts do NOT require these
clauses.]
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C.6.a
If the contract amount exceeds $100,000.00 and involves the employment of mechanics or
laborers, it must include a Contract Work Hours and Safety Standards Clause.
Bonding requirements for construction or facility improvement contracts exceeding $50,000.00:
The Requesting Department shall require the procurement to include 1. A bid guarantee from such
bidder equivalent to five percent (5%) of the bid price. The "bid guarantee" must consist of a firm
commitment such as a bid bond, certified check, or other negotiable instrument accompanying a
bid as assurance that the bidder will, upon acceptance of the bid, execute such contractual
documents as may be required within the time specified. 2. A performance bond on the part of the
contractor for 100 percent of the contract price. A "performance bond" is one executed in
connection with a contract to secure fulfillment of all the contractor's obligations under such
contract. 3. A payment bond on the part of the contract for 100 percent of the contractor price. A
"payment bond"is one executed in connection with a contract to assure payment as required by law
of all persons supplying labor and material in the execution of the work provided for in the contract. 0
G. CAPITAL EXPENDITURE E
Federal Funds may not be expended for capital expenditures for improvements to land, buildings,
or equipment which materially increase their value or useful life without prior written approval of
the Federal Awarding Agency or pass-through entity. (2 C.F.R. §200.439(3)
0
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1. Insurance Coverage: The County must provide equivalent insurance coverage for real
property and equipment acquired or improved with Federal funds as provided to property W
owned by the County. (2 CFR 200.310) t'
2. Real Property:
a. Title: Subjection to obligations and conditions set forth in 2 CFR 200.311, title to z
U_
real property acquired or improved under a Federal award will vest upon acquisition
to County.
b. Use: Except as otherwise provided by Federal Statutes or by the Federal awarding
agency, real property will be used for the originally authorized purpose as long as
needed for that purpose, during which time the County must not dispose of or 2
encumber its title or other interests. 0
c. Disposition: When real property is no longer needed for the originallyauthorized CL
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purpose, the County must obtain disposition instructions from the Federal awarding
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agency or pass-through entity. The instruction must provide for one of the following
alternatives: 1) Retain title after compensating the Federal awarding agenda 2) Sell c�
the property and compensate the Federal awarding agency 3) Transfer title to the
Federal awarding agency or third party designated/approved by the Federal CL
awarding agency.
3. Equipment: E
a. Title: Subjection to obligations and conditions set forth in 2 CFR 200.313, title to
equipment acquired under a Federal award will vest upon acquisition to County. <
Unless a statute specifically authorizes the Federal agency to vest title in the county
without further obligations to the Federal Government, the Federal agency elects to
do so, the title must be a conditional title. Title must vest in the County subject to
the following conditions:
1. Use of equipment for the authorized purposes of the project during
the period of performance, or until the property is no longer needed
for the purposes of the project.
Page 39 of 86
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C.6.a
2. Not encumber the property without approval of the Federal awarding
agency or pass-through entity.
3. Use and dispose of the property in accordance with 2 CFR 200.313
(b), (c) and(e)
b. Use: Equipment must be used by the County in the program or project for which it
was acquired as long as needed, whether or not the project or program continues to
be supported by Federal Award, and the County must not encumber the property
without prior approval of the Federal awarding agency. When equipment is no
longer needed for the original program or project, the equipment may be used in
other activities in the order of priority as set forth in 2 CFR 200.313(c)(i) &(ii)
c. Management Requirements: Procedures for managing equipment (including
replacement equipment), whether acquired in whole or in part under a Federal
award, until disposition takes place will, as a minimum meet with following
requirements: 1) Property records must be maintained that include a description of 0
the property, a serial number or other identification number, the source of funding CL
for the property (including FAIN), who hold title, the acquisition date, and cost of
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the property,percentage of Federal participation in the project costs for the Federal
award under which the property was acquired, the location,use and condition of the
property,and any ultimate disposition data include the date of disposal and sale price
of the property. 2) a physical inventory of the property must be taken and the results >_
reconciled with the property records at least once every two years. 3)The Requesting 0
Department along with the Property Inventory Clerk should ensure that equipment z
is part of the control system to ensure adequate safeguards to prevent loss, damage, w
or theft of the property as set forth in Chapter 12 of the Policy. Any loss, damage or
theft must be investigated. 4) The Requesting Department should ensure that
adequate maintenance procedure is performed to keep the property in good z
condition. 5) The County shall follow the process as outlined in Chapter 12 and U_
below to ensure the highest possible return.
i. The Requesting Department shall coordinate with the Property Inventory
Clerk to provide information as needed for their records and to maintain
information and comply with the above requirements. c�
d. Disposition: When the original or replacement equipment acquired under a Federal 0
award is no longer needed for the original project or program or for other activities CL
currently or previously supported by the Federal awarding agency, except as z
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otherwise provided in Federal statutes, regulations, or Federal awarding agency
disposition instructions, the County must request disposition instructions from the
Federal awarding agency if required by the terms and conditions of the Federal
award. Disposition of the equipment will be made as follows, in accordance with CL
Federal awarding agency disposition instruction:
1) Items of equipment with a current per unit fair market value of$5,000.00 or less E
may be retained, sold, or otherwise disposed of with no further obligation to the
Federal awarding agency.
2) Except as provided in §200.312 Federally-owed and exempt property,paragraph
(b), or if the Federal awarding agency fails to provide requested disposition
instructions within 120 days, item of equipment with a current per-unit fair market
value in excess of $5,000 may be retained by the County or sold. The Federal
awarding agency is entitled to an amount calculated by multiplying the current
market value or proceeds from sale by the Federal awarding agency's percentage of
the participation in the cost of the original purchase. If the equipment if sold, the
Page 40 of 86
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C.6.a
Federal awarding agency may permit the non-Federal entity to deduct and retain
from the Federal share $500 or ten percent of the proceeds,whichever is less, for its
selling and handling expenses.
3) The County may transfer title to the property to the Federal Government or to an
eligible third party provided that, in such cases, the County must be entitled to
compensation for its attributable percentage of the current fair market value of the
property.
4) In cases where County fails to take appropriate disposition actions, the Federal
awarding agency may direct the County to take disposition actions.
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ATTACHMENT A.
MEMORANDUM
To: Purchasing Department VIA: County Attorney's Office (for prior legal review/approval)
From: Date:
Subject: Request for Competitive Solicitations
After obtaining legal approval, I have attached one (1) copy of the competitive solicitation approved
by legal and the Notice of Request for Competitive Solicitations, as it will publish, along with one (1)
flash drive or email containing a copy of the approved competitive solicitation (in .pdf format)and a
copy of the notice, as it will publish, (in Word format) for:
0
(Name as appears on the cover page of the Competitive Solicitation) 0.
CD
1. BOCC Approval Date: or
Asst. County Administrator or County Admin. Approval: Date:
(if emergency Asst. County Administrator or County Administrator must approve as per chapter
7 D. Previously Approved Projects) and
Department Director Approval: Date: 0
2. Date Received for Legal Review/Approval:
Legal Approval Date: Reviewing Attorney
Opening Date Assigned by Purchasing: Date assigned:
Date Notice Transmitted to Papers by Legal/Memo Returned to Department:
3. Require vendors to submit 1 signed original of their bid (minimum required) or as specified below.
4. Contact person/phone # for questions regarding specifications:
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5. Advertising expenses are to be charged against account:
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6. Notice to run 21 30 45 60 (circle one) or days prior to bid opening.
7. To add "supplemental suppliers" please provide company name and email address co
(attach list if more than one or more room needed). c�
8. In addition to the local newspapers, please place notice in the following advertising
newspapers.
Must have Department Director approval for additional advertising.
Enclosures: One (1) copy of approved competitive solicitation, notice and one (1) Flash Drive or
email to omb-purchasing@monroecounty-fl.gov
Revised BOCC 7/17/19
Page 42 of 86
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C.6.a
ATTACHMENT B.
(Sample Form)
NOTICE OF REQUEST FOR COMPETITIVE SOLICITATIONS
NOTICE IS HEREBY GIVEN that on May 10, 2018 at 3:00 P.M. the Monroe County
Purchasing Office will receive and open sealed responses for the following:
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KEY LARGO II ROADWAY AND DRAINAGE
IMPROVEMENT PROJECT
MONROE COUNTY, FLORIDA 0
0.
Pursuant to F.S. 50.0211(3)(a), all published competitive solicitation notices can be viewed at C
www.floridMublicnotices.com, a searchable statewide repository for all published legal notices. EU)
Requirements for submission and the selection criteria may be requested from DemandStar by
Onvia at www.demandstar.com OR www.monroecountybids.com. The Public Record is
available at the Monroe County Purchasing Office located at The Gato Building, 1100 Simonton
Street, Room 2-213, Key West, Florida. All Responses must be sealed and must be submitted to CL
the Monroe County Purchasing Office. 0
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Publication dates
Citizen Mon., 03/26/18 & 04/02/18
News Barometer
Keys Weekly
(please note that as per F.S.336.44 publication at least once each week for 2 consecutive weeks
is required for road projects. Consult with the reviewing county attorney for specific
advertising requirements.) CL
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ATTACHMENT B.I.
APPROVAL TO ISSUE ADDENDUM
All addenda to a request for sealed competitive solicitations must be available for viewing on
Demandstar no later than five (5) days prior to the advertised opening (not counting the day of
the opening) and/or in compliance with any other applicable requirements. Addenda shall
clearly point out any addition or change to the specifications.
It is the responsibility of the Requesting Department Director to ensure that all
addenda is reviewed and approved by legal prior to submission to Purchasing.
All addenda must be accompanied by this Approval to Issue Addendum form which must be
executed by the reviewing County Attorney or Assistant County Attorney and the Requesting 0
Department Director (as applicable) or their designee PRIOR to submission to Purchasing for 0
approval and execution by the Purchasing Director or designee. Addenda received by U)
Purchasing without this form or without proper execution will be returned to the Requesting
Department Director.
0
County Attorney or Assistant County Attorney Date
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Department Director (or designee) Date
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Purchasing Director (or designee) Date
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Re:
(Name as appears on the cover page of the Competitive Solicitation)
Page 44 of 86
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ATTACHMENT B.2.
MONROE COUNTY
INVENTORY DELETION REQUEST
TO: , Property Clerk FROM:
Finance Dept., Stop 8
DATE:
M.C. Serial Asset Date Original &Est.
I.D.Number Number Description Purchased Present Value
0
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CHECK ONE(1)APPROPRIATE LINE BELOW:
APPROVAL TO ADVERTISE FOR BIDS.
APPROVAL TO DISPOSE OF IT.
APPROVAL TO REMOVE FROM INVENTORY AND DONATE TO:
REASON FOR REQUEST:
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PREPARED
BY: DATE: co
Signature
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DEPARTMENT DIRECTOR
APPROVAL: E
Signature
Page 45 of 86
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C.6.a
MONROE COUNTY
COMPUTER RELATED EQUIPMENT
INVENTORY DELETION REQUEST
(ATTACHMENT B.3.)
TO: , Property Clerk FROM:
Finance Dept., Stop 8
DATE:
M.C. Serial Date Original &Est.
I.D.Number Number Asset Description Purchased Present Value
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0)
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CHECK ONE(I)APPROPRIATE LINE BELOW:
APPROVAL TO ADVERTISE FOR BIDS.
APPROVAL TO REMOVE FROM INVENTORY AND DISPOSE OF IT. >-
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APPROVAL TO REMOVE FROM INVENTORY AND DONATE TO: 0
REASON FOR REQUEST:
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PREPARED BY:
DATE:
Signature
Printed Name
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DEPARTMENT DIRECTOR
APPROVAL: co
Signature
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Printed Name
INFORMATION TECHNOLOGY
APPROVAL:
Signature
Printed Name
Page 46 of 86
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MONROE COUNTY
FIXED ASSET TRANSFER FORM
(ATTACHMENT B.4.)
TO: , Property Manager FROM:
FINANCE DEPT, Stop #8
ASSET I.D. NUMBER & DESCRIPTION SERIAL NUMBER
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LOCATION LOCATION
FROM: TO: 0
Cost Center Number: Cost Center Number:
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Cost Center Name: Cost Center Name:
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Location of Asset:
to
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OWNERSHIP CHANGE: YES NO
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DATE:
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SURRENDERING CL
DEPARTMENT:
Print name:
RECEIVING DEPARTMENT:
Print name:
Page 47 of 86
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ATTACHMENT C.
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
PURCHASING CARD POLICY & PROCEDURES
PURPOSE: To establish those procedures under which departments will control the use
of Purchase Cards assigned to and utilized by Board of County Commissioners (BOCC)
employees for purchasing non-restricted commodities and services on behalf of the BOCC.
These procedures are intended to accomplish the following:
1. To ensure that the procurement with Purchasing Cards is accomplished in
accordance with the policy and procedure established within this and other 2
sections of this manual. CL
2. To enhance productivity, significantly reduce paperwork, improve controls, and C
overall cost associated with purchases.
3. To ensure appropriate internal controls are established within each department
procuring with Purchasing Cards so that they are used only for authorized purposes.
4. To have timely and meaningful management reports which detail and summarize >_
periodic activity. CL
0
5. To ensure that the BOCC bears no legal liability from inappropriate use of 0
Purchasing Cards. <
6. To provide a convenient method for purchases, consolidate payments, improve
customer service, reduce transaction cost, streamline processes, and capture
spending information.
7. Ensure prompt payment to vendors. U_
8. Provide hard data on purchase activity with vendors in order to achieve savings by
negotiated discounts based upon the volume of business with the vendor.
9. Specific advantages within the Purchasing Card Program itself include the various
ways that limits and restrictions can be established that allow the tailoring of
individual cards to fit the needs of the user. This will extend purchasing
responsibility to more individuals than in the current purchasing environment, CL
while maintaining or even increasing accountability. z
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The success of the BOCC Purchasing Card Program relies on the cooperation and
professionalism of all personnel associated with this initiative. The most important
participant is the Cardholder. The individual user is the key element in making this CL
program successful.
Finally, it is intended that the procedures established herein are viewed as minimum
standards for each department,who may wish to establish additional controls beyond those
suggested by the procedures.
SCOPE: This procedure will be applicable to those departments who have selected
employees to use Purchasing Cards to purchase goods, services, travel and training, or for
specific expenditures incurred under conditions approved by these procedures, i.e.
emergencies. The decision of when a Purchasing card is issued, to whom, and the dollar
Page 48 of 86
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limitations will be as requested by the Department Director and approved by the Office of
Management and Budget Director and/or the Purchasing Card Program Administrator.
APPLICABILITY: This procedure applies to all departments of the BOCC.
BACKGROUND: A number of unique controls have been developed for this program
that does not exist in a traditional credit card environment. These controls ensure that each
card can be used only for specific purposes and within specific dollar limits.
In addition, certification of all purchases is required by each Cardholder, with verification
performed by their immediate supervisor before payment is made to the vendor.
LIMITS AND RESTRICTIONS: The following limits can be uniquely established:
1. Spending amount per day, billing cycle, and month. The Cardholder can only 2
incur transactions totaling a predetermined dollar amount within any defined 0.
period. 0
U)
2. Number of transactions per day, billing cycle, and month. The Cardholder can
only incur a predetermined number of transactions within a predefined period.
3. Single Purchase Amount. A limited dollar amount for any single transaction. 0.
Cardholders shall not split transactions to stay within their limits. 0
z
4. Merchant Category Codes (MCC). The MCC are assigned by VISA to a
merchant which identifies the primary type of goods or service they provide. The
MCC are designed to offer every combination possible and restrictions are imposed
at the point of sale if the blocked merchant requests authorization for the U-
transaction.
BENEFITS: There are many benefits to using the Purchasing Card including:
1. Board of County Commissioners Benefits:
a. Simplifies the purchasing process for the large number of low dollar
CL
purchases, freeing up time for large dollar purchases. 0
b. Significantly reduces the overall transaction processing cost per purchase. z
co
C. Increased accountability.
d. Provides management information electronically which is currently
unavailable. �
2. Cardholder Benefits:
a. Convenience of purchasing without an intensive Requisition/Purchase
Order processing system.
b. Expedites the delivery of goods or services to the job site.
C. Expands the list of merchants from whom purchases can be made.
3. Merchant Benefits:
a. Expedites payment to the merchant within 48 hours
b. Reduces merchant maintained "account" paperwork.
C. Lowers risk of nonpayment.
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TRAINING: All Cardholders must complete training before they are issued a Purchasing
Card.
1. Participating in the Purchasing Card Program is a privilege being offered by the
BOCC. If the County Administrator through the Purchasing Card Program
Administrator becomes aware of any inappropriate or late approval of
transactions, Cardholder privileges may be cancelled.
2. It is expected that the Purchasing Card Procedures and Purchasing Card Training
Manual will assist you in making this program a success.
1. CARDHOLDER SPENDING LIMITS
1.1. The Delegation of Authority that has been provided to each Cardholder
will set the maximum dollar amount for each single transaction up to a 0
maximum amount of $2,499.99 at the Director Level for the small non- 0.
stocked products and services or for travel and training. Each time a E
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Cardholder makes a purchase with his/her Purchasing Card, this limit will
be checked, and the authorization request will be declined should the
amount exceed the limitation.
1.2. Purchasing Cards issued to the Mayor and County Commissioners
County Administrator, Assistant County Administrators, Department z
Directors, Purchasing Card Program Administrator, Purchasing w
Agents/Buyers may be authorized for a higher maximum amount per
purchase.
1.3. Purchasing Card Program Administrator or Backup Purchasing Card
Administrator may establish different limits for each employee with the
recommendation of the employee's Department Director and
approval by the County Administrator or Assistant County Administrator.
Assistant County Administrators or Purchasing Director may delegate c�
authority when and where such action is deemed necessary. 0
CL
2. USE OF PURCHASING CARD
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2.1. THE PURCHASING CARD IS TO BE USED FOR BOCC
PURCHASES ONLY. CASH ADVANCES THROUGH BANK
TELLERS OR AUTOMATED TELLER MACHINES ARE
PROHIBITED.
2.2. CARDHOLDER RESPONSIBILITY — The Purchasing Card that the
Cardholder receives has his/her name embossed on it and the card shall
not be lent to any other person.
2.2.1. Every Cardholder is responsible for the security of their Purchasing
Card. All precautions shall be used to maintain confidentiality of the
Cardholder's account number and expiration date of the Purchasing Card.
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2.3. CONDITIONS FOR USE — The total of a single purchase to be paid for
using the card may be comprised of multiple items but cannot exceed the
authorized single invoice limitation. Purchases will be denied if any preset
limits are exceeded. Payments for purchases are not to be split in order
to stay within the single purchase limit.
2.4. When using the Purchasing Card, Cardholders should:
2.4.1. Ensure that the goods or services to be purchased are allowable.
2.4.2. Determine if the intended purchase is within Cardholder's
Purchasing Card limits.
2.4.3. Advise the supplier/merchant that the purchase will be made
using the VISA Purchasing Card in advance.
2.4.4. Inform the merchant that the purchase is tax-exempt. Review the
receipt before leaving the store and if taxes were included,
request a credit. 0
2.4.5. If using the Purchasing Card for travel, membership dues, CL
conference, training or other transactions that require prior E
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approval, make sure all appropriate forms are completed and
approved prior to making the purchase.
2.5. When placing telephone and internet orders, Cardholders should notify the >_
CL
merchant in advance and request that a credit be processed for the amount 0
of the tax charged. z
2.5.1. If you place a telephone or internet order and sales tax was charged,
t�
contact the merchant and request that a credit be processed for
the amount of the tax charged. z
LL
2.5.2. Purchases made in Florida and for use in Florida are exempt
from Florida sales and use taxes. The BOCC tax exempt
identification number is printed on the Purchasing Card.
c�
2.5.2.1. As with all BCOC purchases, the Cardholder must be diligent 0
when dealing with the merchant regarding taxes. CL
0
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2.5.3. Make sure the merchant understands that charges are not to
be billed until the item(s) are actually received by the
Cardholder.
CL
2.5.4. If an item(s)is not currently in stock, and is back ordered, remind
the merchant that the Purchasing Card cannot be billed until the E
back ordered item(s) are actually received by the Cardholder.
2.5.5. To ensure prompt delivery of items ordered by telephone or by
internet provide the merchant with the appropriate delivery of
information — do not use Post Office Box or "Ship To" address.
Request that you name and "Ship To" address with room number
(where applicable) are clearly marked on the outside of the
package.
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2.5.6. Instruct the merchant to send the sales receipt directly to the
Cardholder and not to send an invoice to the Clerk's Office,
since the merchant will be paid by the merchant's financial
institution.
2.5.7. Tell the supplier/merchant that any shipping or delivery fees
must be included in the unit price — FOB: Destination. (A
delivery point in Monroe County.)
2.6. Returning Merchandise Purchased with the Card — Cardholder is
responsible for managing any returns/exchanges and ensuring that proper
credit is received for returned merchandise.
2.6.1. Contact the vendor and obtain instructions for return.
2.6.2. Review your next card statement to ensure that your account is 0
properly credited for the return. C`
2.6.3. A pattern of returns and exchanges that indicate improper or E
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inaccurate initial product selection shall be reviewed and may
result in loss of privileges for the card holder.
2.7 The Purchasing Card may be used for other travel or transportation related >_
CL
expenses as follows: 0
z
2.7.1. When Cardholder must check a bag, and the airline imposes a
charge, the check bag charge is allowed.
2.7.2. A 20% tip for taxi drivers is allowed. The tip should not
exceed 20% and should be included as part of the original z
transaction." LL
2.7.3. Hotel internet charges necessary to conduct OFFICIAL
COUNTY BUSINESS while on County travel is allowed.
Traveler must certify on the daily transaction log and official
Florida State Travel Voucher that the expense was required to c�
conduct County business. 0
2.7.4. Airline related expenses, e.g. tickets and baggage check-in fees. CL
(If purchasing airline tickets in advance, you must submit an z
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advance travel voucher in addition to the Daily Purchase
Report. Upon return from travel, Cardholder must complete
and submit a final travel along with supporting documentation
to the Purchasing Card Administrator for them to be able to CL
close out any travel advances made.)
E
3. DOCUMENTATION, RECONCILIATION AND PAYMENT
PROCEDURES
3.1. Documentation — Any time a purchase is made that will be paid using the
Purchasing Card, the Cardholder is to obtain a customer copy of the charge
slip, which will become the accounting document. Make sure all carbons,
if used, and any excess copies are destroyed.
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3.2. Missing Documentation — Missing documentation may result in the
cancellation of the employee's purchasing card. NO exceptions will be
made. Cardholders must keep all receipts, boarding passes and any other
documentation such as packing slips registration, etc. as normally required
by the Clerk of the Court for payment.
3.3. Payment and Invoice Procedures — Purchases made by employees will be
paid by the Clerk's Office once the Cardholder's certification and the
approving official's verification has been completed and the cost center and
account number has been assigned for each transaction.
3.3.1. Receipts: The Purchasing Card receipt or vendor's sales receipt
for purchases must be supplied. When purchases are conducted
by telephone, you must fill out the Telephone Order Forms and
request the vendor to forward the receipt to you. These receipts 2
and any Telephone Order Forms, are to be stapled to the Daily CL
Purchase Card Purchase Report. Failure to keep adequate 0
receipts will lead to the loss of Purchasing Card privileges.
3.3.2. The Purchasing Card issuer, Bank of America, will provide one
copy of the billing statement to the Program Card Administrator
at the end of the billing cycle. The Cardholder may request a
copy of the billing statement at any time. This statement will have 0
a listing of all items processed with the billing cycle. In addition z
to the monthly billing statement, the Purchase Card Administrator W
or designee will periodically review the Cardholder's statement
using Bank of America's on-line services.
z
3.3.3. Immediately following a purchase, the Cardholder must submit
the charge slip to his/her department's director, via their
immediate supervisor. The charge slip must be stapled to a
completed Daily Purchase Card Purchase Report. Non-
compliance may mean denial of future use, or other disciplinary
action. CL
0
3.3.4. The department's director reviews the Daily Purchase Card co
Purchase Report received from the Cardholder and where
applicable, a "Statement of Dispute", is attached. Once review is
completed, the department's director will forward to the CL
Purchasing Card Program Administrator within three (3) days
after receipt from Cardholder. The department's director will fax
all "Statement of Disputes" to Bank of America.
3.3.5. Travel: The Purchasing Card Issuer will issue the "Statement"
on a scheduled basis each month. It will be the responsibility of
the Cardholder to provide his/her designated representative with
the receipt for that month should travel or extended leave be
scheduled at the time the statement is due and he/she will not be
able to complete the statement. The designated representative
will complete and make a copy of the statement for the absent
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C.6.a
employee and shall forward the copy of the statement to the
Purchasing Card Administrator with the rest of the Cardholder's
statements. The original Cardholder statement will be signed
by the employee at the time he/she returns and submitted.
3.3.6. The Purchasing Card Administrator will be responsible for
reviewing completed statements from all Cardholders, verifying
approval of purchases, resolving any questions on the purchases,
and signing the cover letter that accompanies the statements and
forwarding completed package with all attachments to the Clerk's
Office within seven (7)working days after receipt from the
department directors. All statements should be furnished to
Clerk's Office at the same time. Should the Purchasing Card
Program Administrator not receive all of the statements, it will be
his/her responsibility to contact the appropriate department director 0
and have the statements furnished at once. If,however,one or more CL
CD
statements are for some reason not received, the remaining E
U)
statements shall not be held while that one or more are pending.
3.3.6.1. All late attachments to the Statement must be stapled to the
statement and be sent to the Clerk's Office not later than the
seventh working day after being received by the Card 0
Administrator. z
3.3.7. If a Cardholder had no purchase activity on his/her credit card
for a particular billing cycle, no Statement will be generated for
the Cardholder (unless adjustments for previously billed z
transactions are processed during that cycle). U-
4. TRANSACTION APPROVAL
4.1. Approval of the transactions that a Cardholder had made using their
Purchasing Cards, will not be totally defined in this procedure. 0
Department Directors, because of his/her knowledge of the job 0.
responsibilities of Cardholder, are required to look at each z
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Cardholder's purchases, and at the merchant who made the sale in
order to determine if these items were for Official Use and if they
were items allowed to be purchased in accordance with the
instructions provided.
4.1.1. If for any reason the Department Director questions the
purchase(s), it is his/her responsibility to resolve the issue with
the Cardholder. If they cannot be satisfied that the purchase was
necessary and for Official Use, this would include an accidental
or inadvertent purchase, then the Cardholder must provide an
immediate payment for the purchase or a Credit Voucher proving
the item(s)had been returned for credit.
4.2. The County Administrator will be responsible for resolving abuses
by each Cardholder. Appropriate disciplinary action will be taken
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C.6.a
against any Cardholder who misuses their privileges of up to and
including dismissal.
4.2.1. Should it be evident that an unauthorized purchase was
knowingly made, the County Administrator will determine what
action will be taken based on the facts presented by the
Purchasing Card Program Administrator.
5. DISPUTES/UNAUTHORIZED CHARGES
5.1. If a suspicious charge appears on a monthly statement, the Cardholder
should first attempt to verify the charge with records of purchase. If the
Cardholder does not agree with the charge posted on the statement, the
Cardholder must notify the bank in writing, using the "Cardholder Dispute
Form". A copy of the "Cardholder Dispute Form" will be forwarded with 0
the statement through the end-of-month processing cycle for the statement. CL
0)
The bank will research the disputed charge and make the necessary E
U)
adjustments.
5.2 Credit to Account — When the bank receives proper notification of a >-
CL
disputed charge, the charge amount will be removed from the total owed by 0
BOCC and shown on the monthly statement as a "suspense" item. When z
the dispute is resolved, the charge will either be removed from the monthly w
statement (if the charge was improper) or charged to the Cardholder's
department (if research shows the charge was valid).
5.3. If items purchased with the Purchasing Card are found defective or the
repair or services faulty, the Cardholder has the responsibility to return
item(s) to the merchant for replacement or to receive a credit on the
purchase. (Returns that require shipping will be coordinated through the
Purchasing Department.)CASH REFUNDS WILL NOT BE PERMITTED. t'
If the merchant refuses to replace or correct the faulty item, then the 0
purchase of this item will be considered to be in DISPUTE. 0.
z
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5.4. A disputed item must be noted on the Cardholder's Statement. In addition,
a "Cardholder's Statement of Disputed Item" form must be completed by
the Cardholder with appropriate documentation attached,if necessary. This
form will be forwarded with the statement through the end-of-month 0.
processing cycle for the statement.
E
5.5. Disputed items are items that the customer(County) does not believe he/she
has received the item purchased, or the item has a defect. The dispute must
be resolved between the merchant and the cardholder before any payment
can be made.
5.6. It is essential that the time frames and documentation requirements
established by the Purchasing Card Issuer be followed to protect the
Cardholder's rights in dispute. Dispute policies and procedures issued by
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the Purchasing Card Issuer will be provided at the time Purchasing Cards
are issued to Cardholder.
5.7. Fraudulent or improper items may be covered by the Liability Waiver.
However, disputed items are not considered fraudulent.
6. REQUEST FOR INITIAL,ADDITIONAL OR CHANGES TO
PURCHASING CARD
6.1. Requests for a new Cardholder or changes to a current Cardholder will be
done by submitting"Request for Purchasing Card"form. The Form will be
processed by the affected Department Director, who will forward the
request to the Purchasing Card Program Administrator.
0
6.2. All requests for Purchasing Cards must be approved by the Purchasing Card 0.
Program Administrator and/or the Office of Management and Budget E
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Director.
6.3. The Purchasing Card Program Administrator's name must be provided to
Clerk's Accounts Payable/Receivable Department and kept current.
0
6.4. When Purchasing Card Program Administrator receives the Purchasing z
Card from the credit card issuer, they shall print on the back of the card the w
following statement:
"SEE DRIVER'S LICENSE"
z
7. ANNUAL INVENTORY OF PURCHASING CARDS
On an annual basis, the Purchasing Card Program Administrator will provide a list
of Purchasing Cards issued to employees for each department. The Purchasing
Card Program Administrator will conduct a physical inventory of Purchasing Cards c�
and prepare a report on the results of the physical inventory. Additionally, spot 0
check inventories of partial or whole departments may be held at any time and 0.
without prior notification. z
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8. LOST OR STOLEN PURCHASING CARDS
8.1. Should an employee lose or have their Purchasing Card stolen, it is the
responsibility of the Cardholder to immediately notify the credit card issuer,
their Department Director,the Purchasing Card Program Administrator and
the Clerk's Accounts Payable/Receivable Department of the loss. The
telephone number of the credit card issuer will be provided when the
Purchasing Card is issued to the Cardholder.
8.2. To report a lost/stolen card:
The Cardholder must call Bank of America, Customer Service, at 800-538-
8788 immediately upon discovering that the card has been lost or stolen.
Help is available 24 hours a day. Also call the BOCC Purchasing Card
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Administrator as early as possible on the first available business day during
normal business hours at (305)292-4467.
8.3. Failure to promptly notify the issuing bank of the theft, loss, or
misplacement of the Purchasing Card could make the BOCC and/or the
Cardholder responsible for any fraudulent use of the card and result in loss
of privileges and/or disciplinary action for the Cardholder.
9. EMPLOYEE TERMINATION/TRANSFER
g
9.1 A Cardholder who terminates their employment must relinquish their
Purchasing Card at the time of the separation from BOCC to their
Department Director who will forward the card to the Purchasing Card
Programs Administrator. The Purchasing Card Program Administrator 0
will notify the bank and the Cardholder's card will be immediately
deactivated. A Cardholder who fraudulently uses the Purchasing Card
U)
after separation from BOCC will be subject to legal action.
9.2. Transfer of an employee within their Department — If a Cardholder is
transferred with their department, it will be the responsibility of the
Department Director to determine if the Cardholder should retain his/her 0
current Purchasing Card. If it is determined that the Purchasing Card z
should be kept by the Cardholder, the master file will be changed upon w
notification to the Purchasing Card Program Administrator, using the
New Card/Change From, thereby eliminating the need for issuing a new
Purchase Card. z
U-
9.3. Transfer of an employee to another BOCC Department - If a Cardholder
is transferred to another BOCC department, it will be the responsibility of
the new Department Director to determine if the Cardholder should retain
his/her current Purchasing Card. If it is determined that the Purchasing c�
Card should be kept by the Cardholder, the master file will be changed 0
upon notification to the Purchasing Card Program Administrator, using C`
the New Card/Change Form, thereby eliminating the need for the issuing z
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of a new Purchasing Card.
x
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9.4. Purchasing cards cancelled for any reason, shall be destroyed by cutting it
down the center of the magnetic strip and returning both parts to the CL
Purchasing Card Program Administrator for recording and destruction.
E
10. AUDITS/REVIEWS
10.1. The Card Program Administrator may randomly review Card activity and
usage and receipt retention for compliance.
10.2. The Clerk's office may conduct random audits on card activity and usage
and receipt retention, reconciliations, compliance, etc.
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11. FEEDBACK
Your feedback regarding this program is important. The Purchasing Card Program
Administrator needs to know if you have any issues and we welcome suggestions
for improvement.
12. ACCOUNTING/PURCHASING PROCEDURES AND ACCOUNTING/
TRAVEL AND TRAINING PROCEDURES
These procedures must be in compliance with Monroe County's Purchasing Policy
and Procedures and must be incorporated with the State of Florida Purchasing Card
Guidelines, where applicable.
13. MERCHANT SIGN-UP
0
It is important to the success of the Purchasing Card Program that merchants CL
interested in doing business with the BOCC via the Purchasing Card receive E
U)
assistance in doing so. If merchants currently accept VISA credit cards, they are
already equipped to accept BOCC Purchasing Cards. A merchant who is not
currently accepting VISA credit cards should contact the Bank of America
merchant service provider,their own financial institution, or other merchant service
provider. 0
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QUICK REFERENCE
l. What is a Purchasing Card?
■ A credit card that is used as an alternative payment method for small dollar
and travel and training expenditures for non-stocked products and services,
for travel and training, or as otherwise approved for the individual
Cardholder.
2. What re the advantages of using the Purchasing Card?
■ Improved user satisfaction due to prompt order confirmation and
accelerated product receipt.
■ Improved vendor relations by eliminating the potential for late payments
the vendor is paid within 48 hours.
3. Who may have a Purchasing Card, and how do you obtain one? 0
■ Any Commissioner and/or employee responsible for making purchases CL
0)
that is recommended by their Department Director and is approved by E
U)
the Purchasing Card Program Administrator.
4. What is the responsibility of the Cardholder?
■ Upon acceptance of the Purchasing Card, employee must sign a >_
"Cardholder Agreement". Signing this agreement, acknowledges 0
employee receipt of the card and acceptance of responsibility for abiding z
by the terms and conditions of the agreement. w
■ Ensure that usage of the card conforms to procedures and that the card is
used only for official business purposes.
■ Cardholder will obtain and verify charge receipts after each purchase and z
attach to the Daily Purchase Card Purchase Report. U_
■ Cardholder must obtain their Department Director's approval on the
Daily Purchase Card Purchase Report.
■ Initiate and handle disputed charges.
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5. What is the Department Director's responsibility? 0
■ Identify and recommend employees who should be issued a Purchasing CL
0
Card. z
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■ Identify and recommend limitations.
■ Ensure that the Purchasing Cards used in their department conform to
BOCC policy and program guidelines as well as the Purchasing manual.
■ Review and sign detailed Daily Purchase Card Purchase Report. CL
■ Forward Reports with receipts to the Purchasing Card Program
Administrator. E
6. What is the responsibility of the Purchasing Card Program Administrator?
■ Manage, authorize, terminate, and maintain a file of individuals
authorized to conduct Purchasing Card transactions.
■ Respond to questions concerning Purchase Card expenditures.
■ Periodically review Cardholder's activity using Bank of America's on-
line services.
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7. How are purchases made?
■ Cardholder calls or visits vendor and places order.
■ Cardholder provides the vendor with the Purchasing Card number and
delivery instructions.
8. Does the Purchasing Card have a spending limit?
■ Individual transactions limited up to a pre-approved amount for small
non-stocked products and services, for travel and training, or as
otherwise approved by the Purchasing Card Program Administrator
under the direction of the Office of Management and Budget Director and
the County Administrator.
9. What happens if the statement is incorrect or an item needs to be returned?
■ Cardholder notifies credit card issuer if incorrect charge is identified on
the statement. 0
■ Cardholder works with the vendor to arrange for returns and credit. C`
0)
■ Cardholder verifies that credit appears on next statement. E
10. What types of purchases are allowable?
■ The Purchasing Card is to be used for purchases of small dollar
expenditures. These items can be purchased and picked up directly at the >_
vendor, or can be ordered by telephone or fax and delivered to the 0
Cardholder. z
11. What purchases are disallowed?
■ The Purchasing Card cannot exceed limitations placed on the individual
card for non-stocked products and services, for travel and training or as z
otherwise approved by the Purchasing Card Program Administrator.
■ Splitting of requirements —not allowed.
■ Entertainment
■ Meals—The County has an ordinance in effect with respect to meals,please
see Ordinance No. 009-2015. Restaurant commodity codes will be c�
excluded and meals are prohibited. 0
■ Personal use. CL
■ Cash advance. z
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■ Gasoline.
■ Vehicle Repairs (excluding Fleet Management).
■ Alcoholic beverages.
■ Tobacco products. CL
■ Non-work or personal use items and services.
■ Services such as consultants or construction. E
■ Telephone Credit Card.
12. It should be noted that the Purchasing Card will be used by designated personnel to
pay for issued Purchase Orders and other purchases not available to the general
users.
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DEFINITIONS
Appointed Representative—An individual the Department Director selects to act on their
behalf.
Approver —A person delegated the responsibility of reviewing Cardholder transactions to
ensure the appropriateness of activity and timely processing of charges (Department
Director).
Billing Cycle— The monthly billing period that begins the 41' day of each month and ends
the 271' day of each month with a 14-day grace period before payment is due.
Cardholder — The BOCC employee to whom a written Delegation of Authority has been
given granting the use of the Purchasing Card to make purchases within present limits on
behalf of BOCC.
Cardholder Profile—Parameters that are set for a designated Cardholder that identify the
Cardholder, sets default accounting codes and provides restrictions or spending limitations
in the Purchasing Card system. 0
Cash Advance—Prohibited on the Purchasing Card as well as personal purchases. CL
Charge Slip/Documentation—Itemized list of individual purchases on receipt. E
Contractor/Issuer —Bank of America.
Credit— Charged amount removed from total owed by the BOCC.
Cycle Limit—A maximum dollar value of charges and/or number of transactions that may
be applied to a Cardholder's purchasing authority for the billing cycle.
Daily Limit - A maximum dollar value of charges and/or number of transactions that may 0
be applied to a Cardholder's purchasing authority per day. z
Delegation of Authority — A document issued by the Purchasing Card Program w
Administrator that established the individual as an authorized Cardholder. The delegation
of authority will specify spending and usage limitations unique to that Cardholder.
Delivery Address — Complete address including Cardholder's name and room number
(where applicable). LL
Designated Representative — Department Director is to review Cardholder's monthly
statement's receipts and transactions to ensure the appropriateness of activity and timely
processing of charges and/or credits applied to that department.
Dispute—For items purchased and found defective or faulty, the Cardholder can return the
item to the merchant who will initiate a credit that will appear on the next month's statement 0
of account. CL
MCC — Merchant Category Code assigned to merchant by the Credit Card Company, i.e. z
55
VISA, which identifies the primary goods or services provided by the merchant.
Monthly Limit— A maximum dollar value of charges and/or number of transactions that
may be applied to a Cardholder's purchasing authority during a month.
Non-stock Materials—Materials not available through supply inventory. 0.
Official Use—Necessary merchandise purchased for BOCC use.
Payer- The payer will be Monroe County Board of County Commissioners, through the E
Finance Department, ensuring that adequate or appropriate accounting codes are assigned.
Normally, this will be the last level of review prior to processing for payment but is not part
of the "approval" levels.
Purchasing Card—A credit card that is used as an alternative payment method.
Purchasing Card Programs Administrator — The individual who is responsible for the
Board of County Commissioners' (BOCC)Purchasing Card Program.
Reconciler—The individual who reconciles Cardholder receipts.
Reconciliation—Balancing charge slips with bank statement.
Services—Non-personal temporary work.
Page 61 of 86
Packet Pg. 848
C.6.a
Single Purchase Limit—Each Cardholder will be limited to a preset maximum amount on
any single small non-stocked product or service, for travel and training or as otherwise
determined by the Purchasing Card Program Administrator.
Small Purchase— An acquisition of supplies, and non-personal services in the amount of
$999.99 or less and purchased without a Purchase Order.
Statement—Monthly record of charges and credits.
Tax Exemption—All purchases shall be exempt from state and local taxes, in accordance
with state law.
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Page 62 of 86
Packet Pg. 849
C.6.a
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
REQUEST FOR PURCHASING CARD
To: Purchasing Card Program Administrator
From:
DEPARTMENT NAME
Subject: REQUEST FOR PURCHASING CARD
Request the following employee be authorized a BOCC Purchasing Card:
Full Name: (Type or Print) CL
0)
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Sample Signature:
Title: Employee Number:
CL
Florida Driver's License# c)
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Immediate Supervisor:
Restrictions: Single limitation: $
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Monthly limitation: $
Types of products to be authorized:
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COUNTYADMINISTRATOR/ PURCHASING CARD ADMINISTRATOR
CL
ASSISTANT COUNTY ADMINISTRATOR (TYPE OR PRINT)
(TYPE OR PRINT)
E
SIGNATURE OF COUNTY ADMINISTRATOR/ SIGNATURE OF PURCHASING CARD ADMINISTRATOR
ASSISTANT COUNTY ADMINISTRATOR
cc: Authorized Employee
Page 63 of 86
Packet Pg. 850
C.6.a
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
TRAINING ACKNOWLEGEMENT
CARDHOLDER AGREEMENT
I acknowledge having received Purchasing Card Training and agree to use the Purchasing
Card only for actual and necessary BOCC business expenses incurred by me in accordance
with the BOCC Purchasing Card Procedures.
I have read the Purchasing Card Training Manual and the Monroe County Purchasing Card .2
Polices &Procedures and agree to abide by the procedures contained therein. I acknowledge
that use of this card for any purpose other than BOCC approved business expenses are
prohibited and will be grounds for corrective action, up to and including termination. In
addition, I agree that I must reimburse the BOCC for any such prohibited charges.
I agree to surrender the Purchasing Card immediately upon retirement, termination or upon
request of an authorized representative of the BOCC. I understand that use of the Purchasing
Card after privileges are withdrawn is prohibited. 0
z
If the card is lost or stolen, I will immediately notify the issuing bank(Bank of America)by
telephone. I will confirm the telephone notification by email or facsimile to the issuing
bank and with a copy to my Department Director and the Purchasing Card Administrator. I
understand that failure to promptly notify the issuing bank of the theft, lost, or misplaced U-
Purchasing Card could make me responsible for any fraudulent use of the card.
Bank Contact: Jeri Winkleblack, Account Manager
850-561-5921 Fax: 850-561-1965
Cardholder Customer Service: 888-449-2273 Fax: 757-823-7473 CL
0
Cardholder: CO
TYPE OR PRINT NAME
2
C3
Signature:
CL
Date:
E
Department:
Phone Number:
cc: Cardholder
Page 64 of 86
Packet Pg. 851
C.6.a
Monroe County Purchasing Policy and Procedures
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
DAILY PURCHASE CARD PURCHASE REPORT
Cardholder(Type Name) Statement for the Month of:
Department Director: Department Ext.
Date Receipt Description of Merchant's Dollar Dispute(d)/ Cost
Inv.# Purchase Name Amount of Credit(c) Center/Account#
*Attached Purchase 2
0
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Cardholder's Signature:
re.
Director's Signature for Approval: >-
0
*REMEMBER TO ATTACH ALL RECEIPTS (PURCHASE AND CREDIT). CL
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Page 65 of 86
Packet Pg. 852
C.6.a
Monroe County Purchasing Policy and Procedures
Bank of America
Phone 1-800-538-8788 Fax 1-800-253-5846
Outside of U.S. (757) 677-4705 Fax (757) 677-4361
Attn: Commercial Card Services
CARDHOLDER STATEMENT OF DISPUTED ITEM
Company Name:
Cardholder Name:
Cardholder Account Number:
2
Statement Transaction Merchant Name/Description CL
Date Date 0)
E
U)
Amount Posting Date Reference Number
CL
Check the description most appropriate to your Dispute. If you have any questions,contact Bank of America at 1-800-
538-8788. 0
1. Alteration of Amount:
The amount of the sales draft has been altered from$ to$
(Please include copy of sales draft.)
2. Unauthorized Mail or Phone Order: LL
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I certify the charge listed above was not authorized by me or any person authorized by
me to use this account. I have not ordered merchandise by phone or mail,or received
goods and services as represented above.
3. Cardholder Dispute:
I did participate in the above transaction;however,I dispute the entire charge,or portion,
in the amount of$ because: C�
4. Credit Not Received: ®7
The merchant has issued me a credit slip for the transaction listed above,however,the 0
CL
credit has not posted to my account. The date on the voucher is between 30 and 90 days
old. (Please include a copy of the credit voucher.) Z
5. Imprinting of Multiple Slips: d
The above transaction represents multiple billing to my account. I only authorized one 2
charge from this merchant for$ C3
6. Merchandise Not Received:
My account has been charged for the above transaction,but I have not received this CL
CL
merchandise.I have contacted the merchant.I am still in possession of my card.
7. Merchandise Not Received:
My account has been charged for the above transaction,but I have since contacted the merchant and
canceled the order. I will refuse delivery should the merchandise still be sent.
8. Merchandise Returned:
My account has been charged for the transaction listed above,but the merchandise has been
returned. Provide a description of the circumstances. (Please include postal receipt if applicable.)
9. Inadequate Description/Unrecognized Charge:
I do not recognize this charge;please supply a copy of the sales draft for my review.
10. I am no longer disputing this charge.
11. Other/Comments
Page 66 of 86
Packet Pg. 853
C.6.a
PURCHASING CARD TELEPHONE ORDER
(For Internal Use Only,Retain With Receipts)
Reminder: Board of County Commissioners is exempt from Florida Sales Tax. Give vendor the tax exemption
number on the Purchasing Card.
It is the Cardholder's responsibility to obtain receipts from telephone purchases,attach them to this form,and
forward this form and the receipts with their monthly statements.
Supplier Name
Phone Number
Date Order Placed 2
Order called in by 0.
(Cardholder's Name) 0
Order Called to(name of )
supplier's representative)
Item# Detailed description of items/services U/I Quantity Cost per U/I Extended Cost:
ordered(size, etc.)
0
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0
CL
CO
TOTAL PURCHASE: $
CL
Page 67 of 86
Packet Pg. 854
C.6.a
Monroe County Purchasing Policy and Procedures
ATTACHMENT D.
FORMS:
1. Monroe County Purchasing Authorization Form
2. Monroe County Request to Purchase Form
3. Monroe County BOCC Audit Slip
4. Vendor File Request Form
5. Contract Summary Form for Contracts Less Than $50,000.00
6. Contract Renewal Form for Contracts Less Than $50,000.00
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Page 68 of 86
Packet Pg. 855
C.6.a
Monroe County Purchasing Policy and Procedures
MONROE COUNTY PURCHASING AUTHORIZATION FORM- (D.1)
Employee: Title:
Name First Last
Department:
Log-on ID: Phone#: Ext.:
(Finance Plus)
Location: Courier Stop#
LEVEL OF PURCHASE AUTHORITY
PLACE°X°IN THE BOX TO INDICATE LEVEL/TYPE OF AUTHORITY
2
PURCHASING LEVELS PURCHASING AUTHORITY "X" 0
CL
FOR TOTAL DOLLAR AMOUNT (WHO APPROVES/PAYS) AUTHORITY LEVEL
$.01-$1,000.00 Department Director or their designees.
Request to Purchase form/Purchase Order not required.
$1,000.01-$5,000.00 Department Director or their designees. CL
Requires Request to Purchase form or electronic to >_
Purchasing.Price reasonableness documentation is CL
required to be maintained by the Requesting Department. 0
$5,000.01-$9,999.99 Department Director or their designees.Request to 0
Purchase form along with documentation of price d
reasonableness justification is required to be submitted as W
documented by the Requesting Departments.
C)
$10,000.00-$19,999.99 Department Director only for purchases of$10,000.01
and above.(Designee allowed for purchases up to
$10,000.00 only). Request to Purchase form along with U_
three(3)or more price quotes as documented by w
Requesting Departments.
$20,000.00-$49,999.99 Request to Purchase form along with three(3)or more County Administrator,
price quotes.Requesting Department will solicit quotes. Assistant County Administrator
or Purchasing Director only >_
$50,000.00 AND OVER Competitive Bid process BOCC d3
BOCC prior approval required.Governed by
County ordinance,as supplemented by the CL
Purchasing Policies and Procedures Manual. 0
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COST CENTERS 55
C)
CL
Employee Signature Initials
Approved By: Approved By:
Department Director County Administrator
Assistant County Administrator
Purchasing Director
PURCHASING USE ONLY:
Data received&sent to Finance
( ) Purchasing Section
Initials Date
Page 69 of 86
Packet Pg. 856
C.6.a
Monroe County Purchasing Policy and Procedures
MONROE COUNTY BUDGET & FINANCE
PURCHASING DEPARTMENT
PH: 305-292-4453 FAX: 305-292-4515
REQUEST TO PURCHASE (D.z.)
To: Purchasing Department Date:
From (Dept.): Purchasing Approval:
Name: By:
Phone/Ext: Account: 0
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Ship Code to Location: Grant/Project
Qty. Unit Prod.# Description Unit Total Cost Acct. #
Cost CL
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Total
Items needed by:
Vendor Name: CL
Remarks/Recommendations:
Administrative Instructions:
Reviewed ( ) By: Date:
Purchasing Office use only:
Reviewed ( ) By: Date:
Revised BOCC 3/15/17
Page 70 of 86
Packet Pg. 857
C.6.a
Monroe County Purchasing Policy and Procedures
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
AUDIT SLIP (D.3.)
Vendor Name Vendor Number
Invoice 4
Invoice Date
Invoice Amount $
Fund/ (Optional) (Optional) 2
Cost Ctr Account 4 Project 4 Project Acct Amount 0.
0)
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Description (Opt)
Description (Opt)
0
Description (Opt)
Description (Opt)
Description (Opt)
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Review Signature Date
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Approve to $1,000.00 Signature Date co
$1,000.01 to $5,000.00 Signature Date c�
$5,000.01 to $10,000.00 Signature Date
$10,000.01 to $19,999.99 Signature Date
$20,000.00 to $49,999.99 Signature Date
$50,000.00 & greater BOCC Approval
Notes: Only one invoice per audit slip,please!!
BOCC Depts.complete all areas.
Invoice#must be the invoice number from the vendor's invoice.
Description is a 25-position field for additional information.
Page 71 of 86
Packet Pg. 858
C.6.a
Monroe County Purchasing Policy and Procedures
SO
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BOARD OF COUNTY COMMISSIONERS
MONROE COUNTY, FLORIDA �" ATTACHMENT D.4
Vendor:
Posted By:
Date:
Change: ❑ "See Note Below"
VENDOR FILE REQUEST FORM
0.
Vendor Name:
Search Name/Abbrev.: E
Street Address:
P. O. Box:
City/State:
Zip: Phone: >_
Remittance Name & Address (If different from above) 0
Vendor Name:
Search Name/Abbrev.:
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Street Address:
P. O. Box: z
City/State:
Zip: Phone:
Contact Name: Contact Phone:
re.
Tax ID Number or S.S.N. 1099 Type
Fax Number: ❑ A Attorneys
CL
1099 Required: Yes ❑ No ❑ ❑ M Medical/Healthcare Pmts
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If yes,please check 1099 type. ❑ N Non-Employee Comp
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Notes: El O Other Income
CL
❑ R Rentals
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Requested By: Dept.: Date:
ALL DEPARTMENTS
Submit this form electronically,with the required W-9 attached, to the Clerk's Finance Department. Finance will
process with a maximum turnaround time of 24 hours. This form must be accompanied by a W-9 to set up a new
vendor or if the vendor information has changed. *Note* In order to change vendor information,
supporting documentation must be attached.Requesting Department must comply with Chapter
2. D.5. when submitting this form.
Revised BOCC 7/17/19
Page 72 of 86
Packet Pg. 859
C.6.a
Monroe County Purchasing Policy and Procedures
ATTACHMENT D.5
COUNTY ADMINISTRATOR
CONTRACT SUMMARY FORM FOR CONTRACTS LESS THAN $50,000.00
Contract with: Contract#
Effective Date:
Expiration Date:
Contract Purpose/Description:
0
Contract is Original Agreement Contract Amendment/Extension Renewal
Contract Manager:
(Name) (Ext.) (Department/Stop #)
CONTRACT COSTS
Total Dollar Value of Contract: $ Current Year Portion: $ 0
(must be less than$50,000) (If multiyear agreement then Z
requires BOCC approval,unless the <
[okiI ccwlln1 z1[iva°u1111 owl is k-'s 0]u111 W
Budgeted? Yes❑ No ❑ Account Codes: _-_-_-_-
Grant: $ _-_-_-_-
County Match: $ _-_-_-_-
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (e.g. maintenance,utilities, janitorial,salaries,etc.) e3
CONTRACT REVIEW 0
CL
Changes Date Out
co
Date In Needed Reviewer
Department Head Yes❑ No❑
CL
Risk Management Yes❑ No❑
O.M.B./Purchasing Yes❑ No❑
County Attorney Yes❑ No❑
Comments:
Revised BOCC 7/17/19
Page 73 of 86
Packet Pg. 860
C.6.a
Monroe County Purchasing Policy and Procedures
ATTACHMENT D.6
COUNTY ADMINISTRATOR
CONTRACT RENEWAL FORM FOR CONTRACTS LESS THAN $50,000.00
Contract with: Contract 4
Renewal Date:
Expiration Date:
Contract Renewal Notes:
FAILURE TO MEET ONE OR MORE OF THE CONDITIONS SET FORTH BELOW
WILL REQUIRE APPROVAL BY THE BOCC 0
El The BOCC approved agreement provided for a renewal subject to the terms and conditions set
forth in in the initial contract. E
❑The Contractor has performed in a satisfactory manner and the contract manager has verified
satisfactory performance
❑ The Contractor has requested and agrees to renewal (renewal agreement should first be
signed by Contractor)
ElThe renewal period is set forth in the BOCC approved agreement 0
ElThe total cumulative value, including any Consumer Price Index (CPI) increase, of the <
renewal is less than $50,000.00
The following Contract Manager has verified that the above conditions have been met.
Contract Manager:
(Name) (Ext.) (Department/Stop 4) U-
Revised BOCC 7/17/19
re.
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Page 74 of 86
Packet Pg. 861
C.6.a
Monroe County Purchasing Policy and Procedures
FEDERAL FORMSTO BE USED WIIEN PP,DERAL FUNDS ARE UTILIZED OR
E P ECT E DTO BE UTILIZED AS P ET F RI.l l IN C I I APT E R 14.
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Page 75 of 86
Packet Pg. 862
C.6.a
Monroe County Purchasing Policy and Procedures
ATTACHMENT E1
Monroe County Procurement Form
(For all Purchasing $10,000.00 or more)
Requirement(2ood/services to be procured):
If brand name or equal salient characteristics are:
0
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Market Research:
Research Method: >-
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❑Internet ( ) 0
El Prior procurement files ( ) z
El Personal Knowledge of Local Trade Area( ) W
❑Other( )
Potential Sources:
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Estimated Purchase Price: $
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Additional Considerations: Considered Notes:
Federal Surplus Property ❑ CL
Aggregates or Break Up ❑ co
Purchase
Lease vs. Purchase ❑
Planned/Expected Contract Type:
❑Fixed Price(including fixed price per unit)
❑Cost Reimbursement plus fixed/fee/profit
❑Other:
Notes: cost plus percentage-of-cost is prohibited; time and material has restrictions
(See§200.318 0)(1)
Page 76 of 86
Packet Pg. 863
C.6.a
Monroe County Purchasing Policy and Procedures
ATTACHMENT E.1
Monroe County Procurement Form
(For all Purchasing $10,000.00 or more)
Procurement Method:
❑Small Purchase Procedure ($10,000.00 Up to ❑Sole Source $10,000.00 or more
$49,999.99) ❑Written Solicitation of Price Noncompetitive-proposals Justification (refer to
Quotes (Please include) Chapter 14/2 CFR 200.320(f):
❑Oral Solicitation of Price Quotes
CL
(attach documentation noting oral price CD
quotes)
U)
Vendor contact information/Price quoted
CL
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Notification/Publication Plan: NIA if Micro-Purchase;Must be formally publicized if"estimated
Purchase Price"is in excess of$50,000. qL
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Signature Signature
CL
Printed Name Printed Name CO
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Title/Department Title/OMB Department CL
Updated 7/18/18
Page 77 of 86
Packet Pg. 864
C.6.a
Monroe County Purchasing Policy and Procedures
ATTACHMENT E.2
Monroe County Procurement Form
(For all Federal Competitive Solicitations of$50,000.00 or more)
Solicitation Issue Date:
Requirement (goods/services to be procured):
Responses/Bids/Offerors Received: 2
Name Date Received/Bid opening Date Checked in CL
SAM/DMS/etc. as 0'
E
per Entity Checklist
Attachment E.3
CL
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Selected Firm/Person/Entity/Company: LL
Selection Rationale: The bid/Proposal was most advantageous to the County, price and other factors
considered because
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Price Reasonableness Assessment: CO
CL
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❑Bonding Requirements are included: 5% of the bid price and Performance Bond of 100% of the
contract price and Payment bond of 100% of contract price. E
*Rationale should he Consistent with RFPs stated evaluation factors
*Rational should he consistent with Written Evaluation Plan
Signature Signature
Printed Name Printed Name
Title/Department Title/ OMB Department
Page 78 of 86
Packet Pg. 865
C.6.a
Monroe County Purchasing Policy and Procedures
ATTACHMENT E.3
Debarred, Suspended or Ineligible Entity Checklist
Entity Name:
Federal/State Funding Agency:
Federal/State Funding Program:
Federal Excluded Parties List System (EPLS): Yes
SAM.gov No
State Convicted/Suspended/Discriminatory/Complaints Vendor Lists: Yes 0
dms.myflorida/com No �...........f
US DHHS List of Excluded Individuals and Entities (LEIS): Yes
Exclusions/oig.hhs.gov No
Verified By: to
Signature Date
Printed Name Contract/Grant Manager
Title, Department
Reviewed By:
C4
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Signature
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Printed Name
Title/OMB Department
Page 79 of 86
Packet Pg. 866
C.6.a
Monroe County Purchasing Policy and Procedures
Hurricane Request for Purchase ATTACHMENT E.4
Date of Request: Requester Name: Requester Signature: Additional Approva
Requester Phone: Requester Email:
Requesting Department: Vendor Name/Vendor Number:
Request:
Reason for Request--how was this caused by the hurricane? CL
U)
Type of purchase:
Replenish Stock New Items/Materials Insurance Claim Claim #
Repair Work Replacement due to damage (Include copy of all claim-related document
CL
Where are the items/materials/goods/services being used? 0
What is the location of the repair or replacement work?
If repair or replacement, is this temporary or Priority: Low Routine Urgent
permanent?
Temporary Permanent
Order Details:
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Qty Item Description Cost per Unit Total Expense CL
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Total Cost:
Please attach the required three quotes on purchases $10,000 or greater.
This request for purchase must be approved before submitting to BOCC for contract approval. Use this codin
for the Agenda Item: Fund/Cost Center Account Project Project Account
OMB Purchasing Approval: _ Hurricane Tracking#
Updated 7/17/19
Page 80 of 86
Packet Pg. 867
C.6.a
Monroe County Purchasing Policy and Procedures
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
HURRICANE AUDIT SLIP ATTACHMENT E.5
Vendor Name Vendor Number
Invoice# Invoice Date
Invoice Amount$
Requester Name Requester Department
How was this caused by the hurricane?
Type of purchase: Replenish Stock New Items/Materials_Repair Work_Replacement due to damage .2
CL
What is the location(Address and Facility Name)of the repair or replacement work or where the items/materials will be 0)
E
used? If this is relating to a vehicle,include the County Vehicle ID and VIN. U)
If repair or replacement,is this temporary or permanent? _Temporary _Permanent :3
Has an insurance claim been filed? If yes,what is the claim number?
Priority:_Low_Routine _Urgent Hurricane Tracking Number
CL
Fund/ (Optional) (Optional)
Cost Ctr Account# Proiect# Proiect Acct Amount 0
z
C)
Description(Opt)
u-
Description(Opt)
C)
CL
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Description(Opt)
C)
CL
Review Signature Date
Approve to$1,000.00 Signature Date
$1,000.01 to$5,000.00 Signature Date E
$5,000.01 to$10,000.00 Signature Date
$10,000.01 to$19,999.99 Signature Date
$20,000.00 to$49,999.99 Signature Date
$50,000.00&greater BOCC Approval
Notes: Only one invoice per audit slip,please!!
BOCC Depts.complete all areas.
Invoice#must be the invoice number from the vendor's invoice.
Revised 7/18/18
Page 81 of 86
Packet Pg. 868
C.6.a
Monroe County Purchasing Policy and Procedures
Minority Owned Business Declaration
, a sub-contractor engaged by Monroe County during the
completion of work associated with the below indicated project g
(Check one)
is a minority business enterprise, as defined in Section 288.703, Florida Statutes
or 2
is not a minority business enterprise, as defined in Section 288.703, Florida Statutes. CL
0
F.S. 288.703(3) "Minority business enterprise" means any small business concern as defined in subsection(6)(see below) C
which is organized to engage in commercial transactions,which is domiciled in Florida,and which is at least 51-percent- E
owned by minority persons who are members of an insular group that is of a particular racial,ethnic,or gender makeup or
national origin,which has been subjected historically to disparate treatment due to identification in and with that group
resulting in an underrepresentation of commercial enterprises under the group's control,and whose management and daily
operations are controlled by such persons. A minority business enterprise may primarily involve the practice of a profession.
Ownership by a minority person does not include ownership which is the result of a transfer from a nonminority person to a CL
minority person within a related immediate family group if the combined total net asset value of all members of such family 0
group exceeds$1 million.For purposes of this subsection,the term"related immediate family group"means one or more z
children under 16 years of age and a parent of such children or the spouse of such parent residing in the same house or living w
unit.
F.S 288.703(6)"Small business"means an independently owned and operated business concern that employs 200 or fewer
permanent full-time employees and that,together with its affiliates,has a net worth of not more than$5 million or any firm d
based in this state which has a Small Business Administration 8(a)certification. As applicable to sole proprietorships,the $5 Z
million net worth requirement shall include both personal and business investments.
Contractor may refer to F.S. 288.703 for more information.
Contractor Sub-Recipient: Monroe County
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Signature Signature 0
CL
Print Name: Printed Name:
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Title: Title/ OMB Department:
x
Verified via: �
htlps:Hosd.dms.myflorida.com/directories
CL
Address: DEM Contract: Z0002
City/State/Zip E
Date: FEMA Project Number:
Page 82 of 86
Packet Pg. 869
C.6.a
Monroe County Purchasing Policy and Procedures
Exhibit A
Sample 1--Notice of Intended Decision for Construction Bids
February 14, 2013
To: All Bidders g
Re: Notice of Intent to Award a Contract
Watson Bridge Repair Project 2
0
CL
0)
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To Whom it May Concern: U)
This letter will serve as notice of Monroe County's intent to award a contract to
the lowest responsible bidder for the Watson Bridge Repair Project at the
2014 Board of County Commissioner's Meeting. CL
to
Construction bids for the Project were received by the Monroe County Purchasing
Department on 2014. W
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Sincerely, LL
Judith S. Clarke, P.E.
Director of Engineering Services
CL
CO
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CL
Page 83 of 86
Packet Pg. 870
C.6.a
Monroe County Purchasing Policy and Procedures
Exhibit A
Sample 2--Notice of Intended Decision for RFPs & RFQs
To: All Respondents
Re: Notice of Intent to Negotiate a Contract
Request for Competitive Solicitations for the Asphalt Pavement Evaluation and Management Services g
(RFP)
Or 2
0
CL
Notice of Intent to Negotiate a Contract 0
Request for Competitive Solicitations for Engineering Design and Permitting Services for the Card
Sound Bridge Repair Project(RFQ)
To Whom it May Concern: CL
0
This letter will serve as notice of Monroe County's intent to negotiate a contract with the
highest ranked respondent, for Engineering Design and Permitting Services for the Card Sound Bridge W
Project at the March 20, 2013 Board of County Commissioner's Meeting.
Proposal responses for the Engineering Design and Permitting Services for the Card Sound Bridge
Project were received by the Monroe County Purchasing Department on March 1, 2013.
re.
Sincerely,
CL
Judith S. Clarke, P.E.
Director of Engineering Services co
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CL
Page 84 of 86
Packet Pg. 871
C.6.a
Monroe County Purchasing Policy and Procedures
Index
Addendum................................................................................................................................................................................ 13,44
AdministrativeInstructions.........................................................................................................................................................4,70
Advertisement........................................................................................................................................................................... 10,25
AgendaItem........................................................................................................................................................6, 13, 16, 18,20,80
AppraisalServices.......................................................................................................................................................................... 16
Architecture.............................................................................................................................................................................. 16, 19
Auditand Accounting Services....................................................................................................................................................... 16
Awardof Contract.................................................................................................................................................................... 16, 18
BidDeposit..................................................................................................................................................................................... 12
BidSecurity.................................................................................................................................................................................... 12
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Bid Specifications..................................................................................................................................................................... 10, 12
Bids.............................................................................................................12-13, 16,21,25,29-30,33-35,42-43,45-46,69,78,83 0)
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BlanketPurchase Orders(BPOs)....................................................................................................................................................26 ua
BusinessCards................................................................................................................................................................................22
CCNA....................................................................................................................................................................................... 17,35
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CompetitiveSolicitation...................................................................................................................................................... 10-13,29
Computers............................................................................................................................................................................22,28,31
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Consultants........................................................................................................................................................ 14, 16-17,33,35,60
ContractManager................................................................................................................................................9, 15,20,32,73-74 0
ContractReview.......................................................................................................................................................................20,73
Contract Summary Form for Contracts Under$50K.............................................................................................................9,68,73
Contract Renewal Form for Contracts Under$50K...............................................................................................................9,68,74
Contracts..........................................................................................................4-5,8-10, 15-21,24-26,31-33,35,38-39,68,73-74, d3
County Administrator.............................................................................4-9, 12, 15, 17-18,22-27,29,42,50,54-55,60,63,69,73
CPIComputation............................................................................................................................................................................21
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Delegationof Authority.....................................................................................................................................................7-8,50,61
Demandstar..............................................................................................................................5, 11- 13, 15-16,29,34-35,37,43-44
Design/Building Contracts.........................................................................................................................................................19-20
DirectNegotiations......................................................................................................................................................................... 15
DrugFree Workplace......................................................................................................................................................................21
EmergencyPurchases................................................................................................................................................................23-24
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E.O.0................................................................................................................................................................................................6
EqualOpportunity.................................................................................................................................................................... 10,38
EthicsClause..................................................................................................................................................................................21 z
Exceptions................................................................................................................................................................................21,53
Exclusions.................................................................................................................................................................................22,79
FinancialServices........................................................................................................................................................................... 16
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GSAContracts................................................................................................................................................................................24
Insurance.............................................................................................................................................................12,26-27,39,80-81
InventoryItems.............................................................................................................................................28-30,40,45-46,56,61
LateBids......................................................................................................................................................................................... 13
LegalServices............................................................................................................................................................................16-17
LowBidder.......................................................................................................................................................................................5
MBE.........................................................................................................................................................................................26,37
MedicalServices............................................................................................................................................................................. 17
MinorityBusiness Enterprise...............................................................................................................................................26,37,82
Monroe County Board of County Commissioners.....................................................................................................4, 16,61,65,81
Non-Collusion................................................................................................................................................................................21
Non-Discrimination........................................................................................................................................................................ 10
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Monroe County Purchasing Policy and Procedures
Notice Inviting Competitive Solicitation........................................................................................................................................ 10
Office of Management and Budget............................................................................................................................5,33,49,56,60
Piggyback.......................................................................................................................................................................................25
Preference to Drug-Free Work Place Programs..............................................................................................................................22
Preference to Florida Businesses....................................................................................................................................................22
Procedures for Competitive Solicitation....................................................................................................................................13-16
ProcurementPolicy Office................................................................................................................................................................4
Professional Services...........................................................................................................................................16-17, 19-20,35-36
PublicEntity Crime Statement........................................................................................................................................................21
PublicNotice............................................................................................................................................................................ 11, 13
PurchasingAuthority.........................................................................................................................................................6-7,61,69
PurchasingCards...............................................................................................................................................31,48,50,54,56-59
PurchasingSection...................................................................................................................................................................4-6,69
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Radio Communications...................................................................................................................................................................22
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RecycledContent......................................................................................................................................................................27,38
Rejectionof Bids/Proposals............................................................................................................................................................ 15 E
Requestto Purchase............................................................................................................................................................5-7,68-70
Requesting Department.....................................................................................5-15, 17-18,20,23-25,32-37,39-40,44,69,72,80
Sealed Bids................................................................................................................................................................................34-35
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SignatureVerification.......................................................................................................................................................................7
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Small Business&Disadvantaged Businesses.................................................................................................................................37
Software..........................................................................................................................................................................................22 0
SoleSource....................................................................................................................................................................22-23,36,77
StateContracts................................................................................................................................................................................24
SurplusItems.............................................................................................................................................................................27-28
TelephoneSystems.........................................................................................................................................................................22
TieBids/Proposals.......................................................................................................................................................................... 15
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Travel............................................................................................................................................................22,48,50-53,58-60,62
VendorFile Request Form.....................................................................................................................................................6,68,72
Waiverof Irregularities................................................................................................................................................................... 16
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Table of Contents
CHAPTER 1 -INTRODUCTION.....................................................................................4
CHAPTER 2 -AUTHORITY& DUTIES..........................................................................4
A. Board of County Commissioners.................................................................................................................4
B. County Administrator...................................................................................................................................4 2
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C. Office of Management and Budget.............................................................................................................5
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0)
D. Requesting Department................................................................................................................................6
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E. Delegation of Authority.................................................................................................................................7
F. Purchasing Authority 7
G. Signature Authority for Agreements....................................................................................S >_
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H. Local Preference..............................................................................................................10 0
I. Non-Discrimination.....................................................................................................................................10
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CHAPTER 3 -COMPETITIVE SOLICITATION PROCESS....................................10
A. Notice Inviting Competitive Solicitation.............................................................................10
B. Procedure for Competitive Solicitation.....................................................................................................13
C. Tie Responses...............................................................................................................................................15
D. Rejection of Responses.................................................................................................................................1„5
E. Waiver of Irregularities..............................................................................................................................16
F. Award of Contract......................................................................................................................................16
G. Protest Procedure...............................................................................................................16
CHAPTER 4-PURCHASE OF PROFESSIONAL SERVICES ....................................1,
A. Definition.......................................................................................................................................................1.,6„P. C0
B. Methods of Acquisition...............................................................................................................................17
C. Continuing Contracts.....................................................................................................j.7
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CHAPTER 5-DESIGN/BUILD CONTRACTS..............................................................19
A. Procedure.....................................................................................................................................................19
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CHAPTER 6-CONTRACTS/AGREEMENTS..............................................................7g
A. Contract Review..........................................................................................................................................20
B. Requirements...............................................................................................................................................21
C. CPI Computation........................................................................................................................................2,1 8�
D. Exceptions....................................................................................................................................................2.1
E. Preference to Florida businesses(FS 287.084)..........................................................................................2,, ^2
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F. Preference to businesses with drug-free workplace programs(F.S.287.087)...............................2 0)
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CHAPTER 7 -EXCLUSIONS .......................................................................................27
A. Sole Source...................................................................................................................................................22
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B. Emergency Purchases....................................................................................................2,3 .�
C Coolamj'a0irae;V'u:oCDuasli,om. ......... ......... ........ ......... ......... ......... ......... .........21 ( Deleted:State Contracts.GSA Contracts„or SNAPS„
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D. Previously Approved Projects....................................................................................................................2,5
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E. Piggybacking................................................................................................................................................2,
CHAPTER 8 -BLANKET PURCHASE ORDERS........................................................26
CHAPTER 9 -MINORITY BUSINESS ENTERPRISE (MBE),SMALL BUSINESS &
DISADVANTAGED BUSINESSES...............................................................................2„6
CHAPTER 10-PURCHASE OF INSURANCE ............................................................26
CHAPTER 11 -RECYCLED CONTENT PRODUCTS..................................................2"
CHAPTER 12-SURPLUS ITEMS................................................................................
CHAPTER 13-PURCHASING CARD POLICY.........................................3 m,,48-67
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CHAPTER 14-FEDERAL FUNDING REQUIREMENTS......................................31
ATTACHMENTS: C0
Attachment A.Memorandum of Request for Competitive Solicitation..................................42
Attachment B. Notice of Request for Competitive Solicitations..............................................43
Attachment B.I.Approval to Issue Addendum.........................................................................44
Attachment B.2.Inventory Deletion Request.............................................................................45
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Attachment B.3.Computer Related Equipment Inventory Deletion Request........................46
Attachment B.4.Fixed Asset Transfer Form.............................................................................47 as
Attachment C.Purchasing Card Policy&Procedures........................................................48-67
AttachmentD.Forms...................................................................................................................68
Attachment D-1.Monroe County Purchasing Authorization Form........................................69
Attachment D-2.Monroe County Request to Purchase Form.................................................70
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Attachment D-3. Monroe County BOCC Audit Slip................................................................71
,,Attachment D-4. Vendor File Request Form........ ......... ......... ......... ......... .........72 Deleted:Attachment D 4.Business Card Order Forr .7211
Attachment D `^.Contract Summary Form for Contracts Less Than$50,000.00..................7
Attachment D-6. Contract Renewal Form for Contracts Less Than$50,000.00...................74
Attachment E-1. Monroe County Procurement Form(purchase over 10,000.00.............76-77 �
Attachment E-2.Monroe County Procurement Form(purchase over$50,000.00...............7. ars
7
Attachment E-3.Entityi Checklist................................................................................................ ,.... �
RequestAttachment E-4.Hurricane
p 1I Attachment E-5.Hurricane Audit Slip.......................................................................................or Purchase.............................................................. 8 �
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Index..........................................................................................................................................8°7,8,6 a�a
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MISSION STATEMENT
Purchasing Section Monroe County Administrative Services
Our mission 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 the public funds, while promoting fair and 2
open competition. 0
• We strive to create a work environment that demonstrates teamwork,respect, integrity and C`
honest communication.
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CHAPTER 1. INTRODUCTION
The purpose of the County's Purchasing Policy (Policy)is to secure economy in the construction CL
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
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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 0
Ordinances,most of which are codified in the Monroe County Code(MCC),most recently in effect. C`
CHAPTER 2. AUTHORITY&DUTIES
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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. d
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1. The BOCC shall decide all matters of policy including those referred to it by the Chief
Procurement Officer.
2. No contract for goods or services may be awarded without the approval of the BOCC,
unless authorized by MCC or this Policy.
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B. County Administrator
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1. The County Administrator is the Chief Procurement Officer and shall have the authority CL
and responsibility to adopt administrative instructions for the procurement of supplies, Z
services,and construction in accordance with policy adopted by the BOCC.The purpose of U)
such administrative instruction shall be to clarify or refine the provisions of the County code 2
on purchasing and/or the Purchasing Policies and Procedures. In the event of any 0
inconsistencies,the County Code provisions shall prevail over Policies and Procedures,the 0�
Policies and Procedures shall prevail over Administrative Instructions. :3
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2. The County Administrator has contract approval authority as set forth in Monroe County
Code Section 2-58. E
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C. Office of Managenient and Budget
1. There is a Purchasing Section within the Department of Management and Budget. The
Director of Management and Budget 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 duties of the Purchasing Section are as follows: 0
0)
(a) Assures that supplies used by various departments will be uniform whenever E
consistent with operational goals and in the interest of efficiency or economy. The U)
Requesting Department must justify in writing the need for a special type of item.
(b) Makes alternative suggestions to the Requesting Department if requested .CL
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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 CL
specifications,the County Administrator shall make the final determination. 0
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(c) Seeks purchases through State, Federal Agencies, Associations or other
governmental agencies if the Requesting Department makes a request for same and
such purchases may be in the best interest of the County. W
(d) Reviews all request for purchases of goods and services.Upon review and receipt d
of a request to purchase from the Requesting Department, the purchasing section
will issue the purchase order including the request for purchase if the purchase is for
$1,000.01 or more or is approved by the BOCC. In the event of an irregularity or Z
departure from Policy,the purchase order will be referred to the Purchasing Director LL
or County Administrator.
(e) The Purchasing Section will post procurement opportunities on DemandStar.In the
event a department maintains a list of potential bidders/proposers (with email
address) that list should be provided to the purchasing section for upload to >-
DemandStar. d3
(f) Checks convicted/suspended vendor list prior to issuance of a bid tabulation.
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(g) Tabulates the responses to RFBs and submit the tabulation to the Requesting Z
Department for determination of the low bidder.When one or more bidders propose co
an alternative as"an equal'to that specified in the competitive solicitation,whether 2
the proposed substitution is,in fact,an equal is to be determined by the Requesting C�
Department.All other competitive solicitations responses received will be listed and
submitted to the Requesting Department. CL
(h) Reviews all requests for contracts for goods and services prior to submission to
the BOCC for review and execution. E
(i) Issues purchase orders in response to request to purchase unless the item is below
$1,000.01 dollar value or the purchase has been made through a competitive
solicitation which has been approved by the BOCC.
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D. Requesting Department
I. Must submit an electronic"Request to Purchase"to the Purchasing Section for all purchases
of goods and services that exceed$1,000.00
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 2
appropriate level of purchasing authority.The Purchasing Section must in all cases evaluate 0
the request for any such commodity,service or source.
4. Ensures that internal controls are present within the department that include,at a minimum,
that there are a minimum of two people involved in the initiation of the Request to Purchase
through the verification of receipt of goods or services with a person other than the one who
orders the item verifying receipt by signing the invoice, bill of lading or other similar CL
document.For goods that are purchased in any individual purchase order for which the total >-
dollar amount equals or exceeds$2,500,internal controls should be increased either through CL
additional employees involved in the process and/or through documentation of the receipt 0
and application of the goods. 0
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5. Secures P.O.'s on all purchases made during an emergency and must ensure that P.O.s are
signed by the required authority. Provides the E.O.C. with a list of P.O. numbers to be W
utilized in the event that the normal County operations are closed.
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6. The Requesting Department or the vendor must complete a"Vendor File Request Form
(attached hereto as Attachment D.5.)" and "W-9" or "W-8" for foreign corporations if
such documentation is not already maintained in the finance system. The Requesting Z
Department is responsible for verifying that new vendor(s) are set up correctly in the LL
finance system and must verify that the vendor information is correct in the finance
system. Whenever there is a change of the vendor name, a new "Vendor File request
form"must be submitted along with the new"W-9"to Finance and a new vendor number
must be obtained. In both cases, a copy of the W-9 and a print screen of the vendor file
from the finance system along with the newly obtained W-9 must also be submitted by >-
the Requesting Department to the Purchasing Department. NOTE: Internal Revenue
Service regulations require that the vendor name (payee) on the check must exactly
0
match the name shown on the invoice; contract (if there is a contract); audit slip; W-9; CL
and Vendor File request form. 0
7. All Task Orders must be reviewed and approved by the County Attorney's office prior to U)
execution a coa ilrac,t. When a contractor or consultant is 2... .����,� C�°c,��C�lM �,M�� r� a1C Mgt as
contracted to perform work pursuant to a Task Order,the Task Order shall be considered an
independent contract in relation to,but separate from,an existing principal contract when
determining the total cumulative value of$50,000.00. Any Task Order that is less than CL
according o the Sj 1M��wry Authority provided Deleted:Purchasing �
or consultant services that is $SO gI
50,000.00 may be approved alMc; cox
8.
000.00 or A ore must o for the vB and of County Deleted:a 1
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Commissioners as a Board agenda item for the Board's approval. Deleted:when the cumulative value ofall Task Orde 0 ng
to any individual principal contract is$50,000.00 or mo
agenda item notifying the Board and summarizing the T
Orders and cumulative value must be placed on the Boa
agenda...
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E. Delegation ofAuthority
Subject to the limitations of these policies and any additional procedures imposed, the County
Administrator or 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. In order to ensure proper fiscal control,purchasing authority shall be limited to the County .2
Administrator, Assistant County Administrators, Purchasing Director, and Department CL
Directors, unless a designee is approved and authorized by the County Administrator, 0)
Assistant County Administrators or Purchasing Director. The County Administrator, E
Assistant County Administrators and Purchasing Director shall have authority to sign
requests to purchase up to$49,999.99.Department Directors shall sign off on all purchase
orders and shall have authority to sign purchase orders up to $19,999.99 without the
Administrator or Assistant Administrators signatures. CL
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PURCHASING LEVELS WHAT TO DO? PURCHASING AUTHORITY 0
FOR TOTAL DOLLAR (WHO APPROVES/PAYS)
AMOUNT CL
$.01-$1,000.00 Purchase Order not required Department Director or their
designees
$1„999 0 I $5,000.00 Requires electronic Request to Purchase form Department Director or designees
to Purchasing.Price reasonableness
documentation is required to be maintained by
the Requesting Department
$5,000.01-$9,999.99 Request to Purchase form along with Department Director or designee
documentation of price reasonableness
justification is required to be submitted as l-
documented by Requesting Departments. 4T8
$10,000.00-$19,999.99 Request to Purchase form along with three(3) Department Director authorized for
or sn o ry prir;,r quotes as documented by purchases of$10,000.01 and above.
Requesting Departments. (Designee allowed for purchases up
to$10,000.00 only.) �1
000 00 $49,999.99 Request to Purchase form along with three(3) County Administrator,Assistant
or sn mv prir;,r quotes.Requesting Department County Administrator or
will solicit quotes. Purchasing Director 0
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$50,000.00 AND OVER Competitive Bid process BOCC
BOCC prior approval required.Governed by
County ordinance,as supplemented by the
Purchasing Policies and Procedures Manual.
2. If the County Administrator or Purchasing Director determines such to be in the County's
best interests,the requirements for three or more quotes or competitive solicitation may be
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required for purchasing goods or services at a lower level of procurement requirements than
shown in the chart. The Requesting Department should utilize price quotes, telephone or
internet research to document price reasonableness. When the goods or services are procured
through Cooperative Purchasing Agreements or other competitive solicitation methods,price
quotes are not required by the Requesting Department. When obtaining price quotes, the
Requesting Department must diligently seek to obtain quotes and such efforts should be
documented(by noting calls and emails etc.)and provided to the Purchasing Office in the event
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that an adequate number of response are not received along with the Requesting Department's
directors certification that his/her department has made all efforts to comply with the Policy.If
the Requesting Department,after exercising due diligent and good faith effort to obtain two or
more said quotes,does not receive an adequate number of responses from contractors or vendors
it may either seek to have the Board waive Policy in this regard or the Director of the Requesting
Department may certify in writing he/she has verified his/her department's diligence and effort
to obtain the required price quotes, and represents to the Purchasing Department that the
department is otherwise justified in proceeding with the purchase.
2
3. A contract may not be split into multiple contracts for services, goods or public 0
improvement for the purposes of evading the requirements of this section. Where a CL
procurement of services,goods or public improvement are cyclical in nature or have to be 0
procured in phases,the Requesting Department shall,to the maximum extent practicable, an
contract for the full scope of the service,good or public improvement based on an estimate
of the full scope of service,good or public improvement anticipated to be required at the
time of bidding. For purposes of this section when consecutive multiple contracts for CL
services,goods or public improvement are issued because the full scope of the service,good
or public improvement are unknown or cannot be determined or is a function of the funding >_
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source (e.g. grant funding is only available for a portion and further grant funding is 0
unknown)or as a result of other agency requirements(e.g.sewer connection notices),such 0
contracts shall not be considered as split and each contract shall stand alone for purposes of CL
purchasing level classification.
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4. The following purchase thresholds shall be applied to all purchases based on the
cumulative value of the purchase regardless of whether the purchase is a one-time,one d
purchase or a recurring,multiple event purchase which may exceed a 12 mmlflx
period.
5. The actual amount of the invoice,bill of lading or similar document shall not exceed the
purchase order amount by more than 20%. LL
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G. Signature Authority for Agreements
re.
Signature Authority is defined as authority to execute agreements/contracts or leases where the
total cumulative value is less than $50,000.00. The Board hereby approves, authorizes, and >_
delegates to the County Administrator(or his designee)threshold approval signature authority to
execute contracts/agreements or leases as set forth herein. Only the BOCC has the authority to 0
approve and enter into multi-year agreements and to obligate funds based on budget appropriation 0
approval,except that the County Administrator has the authority to execute multi-year agreements Z
only when the total cumulative contract amount is less than $50,000.00. f'Oiuri....the Coegnty, �
donc
iL CoLinty,'tc[rr inistnitor� nd scnt to the G.lc�rlc ofc'c�m't�Ind f'orttl
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rrtoru t urrx?"} ronseruticu rt unG vr G„,rvs t iu Coeinty ,)G ministt,.,rtor slur; is',uu nrt ul7G ntuG murrio on t,,,
cjji�irtcfly br isk If the County Administrator authorizes a person to act as a designee, such person
shall comply with Section 112.3145,Florida Statutes and the financial disclosure requirements set
forth therein. a'
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The County Administrator (or his designee) is responsible for assuring the following: An
understanding of what is being approved;the information and supporting documentation is accurate
and complete; the transaction is allowable,reasonable and justified; the transaction is charged to
the correct project(s); there are adequate funds to cover the expense; and the funding source is
appropriate for the expenditure. The Requesting Department shall provide a completed Contract
Summary Form for contracts less than $50,000.00 (See Attachment D.6.) to the County
Administrator along with the contract/agreement or lease to be considered for execution by the
County Administrator.
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All contracts/agreements or leases will be in a form approved by the County Attorney's Office CL
prior to execution.The County Attorney may require approval or ratification of an agreement by
the BOCC. �
All executed agreements/contracts or leases must be furnished to the Clerk for record keeping and
retention purposes. CL
Contract amendments/contract extensions: Contract amendments which provide for the >-
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alteration of specifications,extensions of delivery dates and performance time or similar provisions
of a contract without changing the scope of the project, may be approved b the Count 0
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Administrator (or his designee) if the total cumulative value of the contract including the
amendment is less than$50,000.00. 0
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Contract Extensions: The County Administrator (or his designee) shall have the authority to
execute extension(s) that do not exceed six months (cumulatively) of previously approved
contracts.If the extension is for more than six(6)months then the extension must be approved by ®7
the BOCC. d
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Contract Renewal:The County Administrator(or his designee)shall have the authority to execute
renewals of contracts for commodities and/or services subject to the following conditions:
I. The contractor has performed in a satisfactory manner and that the contract manager has
received a request to renew from the contractor and that the contract manager has >-
verified satisfactory performance.
2. The BOCC approved agreement provided for a renewal subject to the terms and 0
conditions set forth in the initial contract. Cost and term modifications must be C`
addressed in the original solicitation document and/or resulting contract. Z
3. The renewal is done for a set period of time identified in the solicitation and/or contract, d
commencing at the end of the initial term of the contract.
C)
The Contract Manager of the Requesting Department shall provide a completed Contract Renewal
Form for contracts less than$50,000.00(See Attachment D.7.)in addition to the County Summary C`
Form for contracts less than $50,000.00 to the County Administrator along with the renewal
agreement to be considered for execution by the County Administrator.
Renewals that fail to meet one or more of the conditions set forth herein will require the approval
of the BOCC. �(
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Consent to Assignments; Interlocal Agreements (ILA)or Memorandum of Understandings
(MOU):The BOCC shall approve all assignments of contract(s),and ILAs or MOUs with a Public
Agency as defined in F.S. 163.01.
IL Local Preference
It is the policy of Monroe County to provide a local preference in competitive bidding and in
obtaining price quotes when required by this Policy. The intent and justification for providing a
local preference is set forth in Section 2-349 of the Monroe County Code. A local business, as 62
defined in Section 2-349,may also be given a preference of five percent(5%)in obtaining price 0
quotes when pricing is the major consideration and when price quotes are required by this Policy. CD
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L Non-discrimination U)
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, CL
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. CL
0
0
CHAPTER 3. COMPETITIVE SOLICITATION PROCESS CL
Any purchase or contract estimated to cost$50,000.00 or greater shall be awarded by competitive
solicitation,unless the purchase or contract is for goods and services as set forth in Monroe County [�
Code Section 2-347(e)(2), (e)(3) and (e)(5) and is otherwise authorized by the BOCC and in
compliance with the requirements of this Policy. For step-by-step procedures concerning the
Competitive Solicitation Process,please refer to Monroe County Administrative Instruction#4802,
Competitive Solicitation Process. Z
U_
A. Notice Inviting Competitive Solicitations
r*.
1. Specifications: The Requesting Department must prepare competitive solicitation
specifications, along with a Memorandum of Request for Competitive Solicitations (see
Attachment A.or Administrative Instruction#4802, Competitive Solicitation Process),and >_
deliver simultaneously to the County Attorney's office to obtain prior legal review/approval
prior to submission to the Purchasing Office.Competitive Solicitation specifications should
0
be written broadly enough to encourage a broad range of responses.Competitive solicitation CL
specifications should not be written to steer prospective responders toward the competitive 0
solicitation or "rig" the competitive solicitation for any one particular vendor. It is the Z
responsibility of the Requesting Department to obtain the approved competitive solicitation co
from the reviewing attorney(either physically or electronically). 2
C)
2. Advertisement: Following legal approval by the reviewing attorney, the County
Attorney's Office will obtain an assigned opening date from Purchasing. The County CL
Attorney's Office will prepare and transmit the Notice inviting competitive solicitation for
publication one time in the Key West Citizen, as the local newspaper qualifying under
Florida Statutes Chapter 50.031, and, per BOCC direction one time in the Lower Keys E
(News Barometer), Middle Keys and Upper Keys (Keys Weekly)area newspapers. The
Notice of competitive solicitation shall also be posted to the County's website. Sample
Notice of Request for Competitive Solicitation is attached as Attachment B., or see
Page 10 of 86
Packet Pg. 884
C.6.b
Administrative Instruction#4802,Competitive Solicitation Process.
Following transmittal of the Notice to the newspapers by the County Attorney's Office
requesting publication, the County Attorney's Office will return the executed original
Memorandum to the Requesting Department. It is the responsibility of the Requesting
Department to send: 1) the executed original Memorandum of Request for Competitive
Solicitations 2)a fl asl i c;riv e„or ems fl lay a��r�Cr�„�,fpr�:° lM���,i�M�/rr�r�a�zM:°a� a�r�t'Mlc� f°N am containing Deleted:CD �
a copy of th and approved competitive solicitation .pdf format)and the Notice(as it
p n Word format),and 3)one(1)paper copy of the approved competitive
solicitation and the Notice,to the Purchasing Office in time for the competitive solicitation 0
to be uploaded to Demandstar prior to first publication of the Notice in the newspapers. C`
0)
E
The notice shall also be publicly posted by the Purchasing Office in a consistent public an
location at least twenty-one(21)days preceding the last day established for the receipt of
competitive solicitations. The Purchasing Office will be responsible for ensuring all
competitive solicitation documents are sent to Onvia by DemandStar for distribution. CL
The competitive solicitation notices shall comply with any applicable statutes and the >_
following shall also apply: 0
0
a) The competitive solicitations for services, goods or public works that are CL
projected to cost $100,000.00 or less must be publicly advertised in a
newspaper of general circulation in the county, on a date that is no later
UJ
than 21 days (excluding the publication date) before the date established
for the competitive solicitation opening and that is no later than five days
before any pre-bid conference or pre-proposal conference.
b) The competitive solicitations for services, goods or public works, that are
projected to cost more than $100,000 but less than $500,000 must be z
publicly advertised in a newspaper of general circulation in the county, on
a date that is no less than 30 days (excluding the publication date)before
the date established for the competitive solicitation opening and that is no
later than five(5)days before any pre-bid or pre-proposal conference.
c) The competitive solicitations for services, goods or public works that are >_
projected to cost $500,000.00 or more must be publicly advertised in a
newspaper of general circulation in the County,on a date that is no later
than 45 days (excluding the publication date) before the date established CL
for the for the competitive solicitation opening. 0
Z
In addition, Notice shall also be publicly posted by the Purchasing Office in a co
consistent public location for the same time periods shown above. <
2
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 competitive solicitation instructions
and specifications may be secured, and the time and place for opening competitive CL
solicitations. Sample Notice of Request for Competitive Solicitation is attached as
Attachment B or see Administrative Instruction#4802, Competitive Solicitation Process.
E
4. All competitive solicitations received must remain valid for a minimum period of ninety
(90)days from the competitive solicitation opening.
Page 11 of 86
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C.6.b
5. Bid Security Deposit:
Construction Proiects.
Each bid to a competitive solicitation for a construction project estimated to be$200,000.00
or more must be accompanied by a good faith bid security in an amount equal to five percent
(5%)of the bid price,by way of a bid bond from a surety insurer authorized to do business
in Florida as a surety or any method permitted in Section 255.051,Florida Statutes and as
amended,pursuant to Monroe County Code Section 2-347(i).If the security is in the form
of a check or draft, it shall be made payable to Monroe County BOCC. The County
Administrator or his designee shall have discretion to require a good faith bid security for a'
construction projects estimated to be less than$200,000.00.A construction project may not 0
be divided into subparts to avoid the requirement of the bid security. C`
0)
E
Water Svstem or Sewer Improvements. U)
Each bid to a competitive solicitation for construction of water system improvements or
sewer improvements shall comply with sections 153.10(3) and (4), Florida Statutes and
as amended. CL
Bid Securitv Forfeiture and Return.
CL
Bid securities may remain in the custody of the County OMB for up to 90 days from the
bid opening date or until forfeited or released. The bid security of the successful bidder 0
CL
shall be returned to the bidder after (a) the bidder executes the contract (b) delivers a
good and sufficient performance bond,payment bond and required proof of insurance as
may be required in the contract documents and (c) commences performance of the UJ
contract. If after the BOCC accepts the bid to a competitive solicitation the successful
bidder refuses or is unable to execute the contract,to provide the required contract bonds <
or proof of insurance, or commence performance, then the bid security will be forfeited
to, and become the property of, the county as liquated damages for the county's loss of
bargain. Z
LL
The bid security of unsuccessful bidders may be returned to the bidder when the award of
bid is made and the successful bidder executes the contract, or if all bids have been r�
rejected. Bid securities in the County's possession for more than 90 days from the bid
opening date shall be returned to unsuccessful bidders in accordance with Monroe
County Code Section 2-347(i).
C3
Bidders may withdraw their bid and request, in writing, an earlier return of their bid
security under the conditions set forth in Monroe County Code Section 2-347(i)(1); CL
however, this action removes the bidder from further consideration should the lower 0
bidders decline the award or withdraw their bids. Z
CO
6. 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 competitive solicitation.
CL
a) All Addenda must be approved by both legal and the Requesting Department
prior to submission to the Purchasing for posting on Demandstar. An as
Approval to Issue Addendum Form(See Attachment B.1.)must be originally E
executed by the reviewing attorney and the Department Director of the
Requesting Department. The executed Approval to Issue Addendum Form
must be attached to the Addenda upon receipt by Purchasing for execution �C
Page 12 of 86
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C.6.b
by the Purchasing Director or designee. The executed original Approval to
Issue Addendum Form must be retained with the related competitive
solicitation in Purchasing. The addendum shall clearly point out any
addition or change to the specifications.
Addenda must be posted and available for viewing on Demandstar no later
than five(5)business days prior to the advertised opening(not counting the
day of the opening) and/or in compliance with any other applicable
requirements unique to each competitive solicitation.
b) The Purchasing Office shall be responsible for notifying all prospective
responders who have received specifications of any issued addenda in L
writing five (5)calendar days prior to the competitive solicitation opening 0
date (also see Administrative Instruction #4802, Competitive Solicitation U)
Process). Specifications and addenda in the possession of the Purchasing
Office are controlling.
CL
c) Each responder shall examine all competitive solicitation documents and
shall judge all matters relating to the adequacy and accuracy of such
CL
documents. Any inquiries, suggestions, or requests concerning
interpretation, clarification, or additional information pertaining to the 0
competitive solicitation shall be made to the Requesting Department. The C`
issuance of a written addendum is the only official method whereby
interpretation, clarification or additional information can be given. If any W
addenda are issued, Monroe County will attempt to notify all prospective
responders who have secured the same. �(
B. Procedure for Competitive Solicitation
d
I. All public notices calling for competitive solicitation bids,proposals,or replies will include LL
a notification of the date,time and place that the responses will be accepted and opened. w
Any and all responses received after the time and date of acceptance will not be considered
and will be(if so requested)returned(at the Responder's expense)unopened to the sender.
re.
2. All sealed responses shall be opened at the Purchasing Office unless another location for
doing so was designated in the applicable Public Notice. ➢➢coin 7�tintnv� �0➢ncn9d9n0p���hd➢➢ — Moved pnsertion)[1]
ren)add vall(J far a ti]lH.nnrau.n):.1% 049 0 90 49�
-------- -------- ---------
3 The PurchasingOffice shall receive and retain i�M c l c� ���C all published competitive Deleted: and CL
solicitations,notices,addenda �i i��ifa)Li ongma
x
h clM .4�➢Cclr� ,umma°v 4m . Z
BCBc Mi11c:iM�➢r P"a�BCii„ C47 C Mc:,,,,!y47 iciCE8Ci,47iM BIM ��,'���BP" 47,,,,,,,C Ma c47iMC,,,,°��cC fly° Cri 1r�0CllM; ,izM irx C0
sjlew ) elecCi(m .com miCpetitive tsolicitation documentation scori�ig liee �,), ,mcl �°�mki�ig <
cC( and related coin mentation ursuant to the Florida C�
Department of State General Records Schedule GSI-SL for State and Local Government [�
Agencies, applicable local and statutory regulations and any other regulations that mayCL
apply. --� Moved up[1]:All competitive solicitations all ren .. id
for a minimum period ot90 days
:1:. All Respondents submitting responses for construction,improvement,remodeling or repair E
of public buildings, will furnish evidence that they hold the required and/or appropriate
current certificate or registration per Ch. 489.131 F.S. unless exempt under Ch. 489.103
F.S.
d
Page 13 of 86
Packet Pg. 887
C.6.b
5. All openings shall be open to the public and the Purchasing Office shall certify and keep a
record of said openings. All competitive solicitations shall be stamped with the date and
time of receipt by the Purchasing Office and remain under lock. A minimum of one (1)
signed original shall be required of the response for retention by the Purchasing Department.
If the Requesting Department requires additional originals or copies they should be
specified in the competitive solicitation.
„�,�. A comprehensive review of the responses will be conducted by the Requesting Department.
The Purchasing Office will prepare a tabulation of the competitive solicitation opening and
certify whether or not any of the respondents that have submitted a response appears on the .2
State of Florida Convicted or Suspended Vendor list.The Purchasing Office shall maintain CL
an original set for the Purchasing Office file and the Requesting Department will receive 0
the remaining documents. E
7. The Requesting Department shall review the information submitted pursuant to MCC a'
Section 2-347(h) in determining a responsible responder. The Department
Director/Requesting Department may consult with the County Attorney or other CL
.L
departments to assist with the evaluation or investigation of this information. >-
CL
a) The Requesting Department may use a selection committee appointed by the 0
Department Director to review, analyze, evaluate and rank/rate the applicable CL
solicitation responses received and report their findings to the BOCC for
consideration and approval. In the event a selection committee is to be used, the
solicitation shall so specify.
Selection committees shall be comprised of no less than three(3),and no more than
seven(7),members. ®7
d
Each selection committee shall have at least one member who is employed by the LL
Requesting Department and at least one member who is not employed by the
Requesting Department. Depending on the extent of technical information that may
be contained in any solicitation, the Department Director may appoint several
members from his department,but no more than 2/3 of the members may be from the
same department. There shall be no consultants contracted by the County and no
County Commissioners on a selection committee. Generally,no County Attorney 0
shall be a voting member of a selection committee unless the County Attorney's ®7
office is the Requesting Department. 0
CL
If the issue(s)involve any other government agency,the Department Director may
appoint someone from an affected agency to be on the committee. d
�. .... `'JWUl be f�°xxxc , CIMc a�lla�� i�k1 claMfflt,eaIN M USA be Sec lC W U
CL
�i( M i l sjlm(_�LLor Commfflcc mmfllajs JleW.
2) .,lMcct tl
dsMcl���clr�slMccC,f`a�t°c �clM s�a�sr��r�iCC�� �r�c�r�Crc�
. MC claMu,MMMCs all of Cl„
com mince member �
Page 14 of 86
Packet Pg. 888
ufliikwl�.(l
8. A BOCC meeting agenda item shall be prepared by the Requesting Department and attached
to the recommended bid. electronic file of the agenda item suma sheet Deleted:A hud copy and
ChMMMIN,W,WJICC� W flM�nomic�a i�em should be forwarded to the Pumrchasin ry g Office to be
retained in the competitive solicitation file.
1). Upon approval by the County Administrator,the response(s)will be submitted for BOCC .2
0
consideration on a future regular meeting agenda (within sixty (60) calendar days of CL
selection)for BOCC approval of an award. A copy of the agenda item seeking approval of CD
an award shall be sent to the Purchasing Office via e-mail. E
U)
10. The County Administrator and/or appropriate Department Director will be responsible for
presenting recommendations to the BOCC.
11. Once the BOCC has made a decision,the Requesting Department Director or the designated
contract manager will be responsible for ensuring the accomplishment of that which was CL
approved and issuing a P.O.for the full contract purchase amount. 0
0
CL
12. When the BOCC directs staff to provide for oral presentations to be made on a competitive
solicitation,all the procedures in F.S.286.0113,F.S. 119.07(1)and Section 24(a),Art I.of
the State Constitution shall control. W
C. Tie Responses <
Except where prohibited by federally funded contracts, in the event the same competitive
solicitation amounts are received from two or more responders who are considered by the BOCC <
to be equally qualified and responsive or when two or more responders are equal in rank and score, Z
and only one of the responders has a principal place of business in Monroe County,FL,the award LL
shall be to the responder who has a principal place of business located in Monroe County, FL.
Otherwise,the tie will be resolved by draw from an opaque container.
D. Rejection of Responses
I. The BOCC shall have the authority to reject any and all responses to a competitive
solicitation request.
0
2. If the lowest,responsible response exceeds the budgeted amount and the BOCC does not CL
appropriate additional funds,the requesting authority may solicit approval from the BOCC 0
Z
to amend the project specifications and re-advertise the competitive solicitation. co
3. If no response is received, the BOCC may be requested to authorize the County
Administrator to undertake a different level of competitive selection, including but not
limited to a request for letters of interest,and,upon receipt of any response to get approval
from the BOCC to proceed with a second mechanism,which may include direct negotiations CL
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
E
price would be in the County's best interest,and if so,authorize the requisition.
4. Late responses. Any and all responses received after the time and date of acceptance will
not be accepted.
Page 15 of 86
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C.6.b
E. Waiver of Irregularities
The BOCC shall have the authority to waive any and all irregularities in any and all formal bids,
proposals or other responses to competitive solicitation requests.
F. Award of Contract
The Mayor,when authorized by majority vote of the BOCC,shall execute formal contracts valued
at$50,000.00 or more having a binding effect upon the County.
G. Protest Procedure 2
0
Any Bidder/Respondent/Proposer who claims to be adversely affected by the decision or intended CL
decision to award a contract shall submit in writing a notice of protest which must be received by C
the County within seventy-two (72)hours or three (3)business days,whichever is less after the U)
posting of the notice of decision or intended decision on DemandStar or 1pos;im, of laic N aplice of 'Deleted:n �
J � �e N` �N'^.e N;9aa�tl (Deleted:d
I~JI :lYMc\ffapc.c LWS fpl t ciclitiappM alli 6 rf�formal written protest fl!US,,be submitted in writing and Deleted:iCL
must be received b d: `"'
prior to the Board of County Commissioner's lmeeting date n which the award of contract by Deleted:Failure mhmeiyprocesc within the times press
CL
Board of County Commissioners will be heard.The only opportunity to address protest claims is herein shalleonstituteawaiverofineabilitytoprotescme f
before the B(,X.( at the designated public meetingin which the agenda item awarding the contract county t unless is is determined that is is in me best in eres
Commissioners A g g g County to do so
is heard.In accordance with the Rules of Debate as set forth the Monroe County Board of County �Deleted �
Administrative Procedures,the Bidder/Respondent/Proposer that filed the protest :may �
is responsible for providing the Clerk with his/her name and residence prior to the agenda item to W
award the contract being called in order to preserve their opportunity to be heard on this matter.An Deleted:card of County Commissioners
individual has three (3) minutes to address the Commission and a person representing an <
organization has five (5)minutes to address the Commission. The 130( .�decision to award the Deleted:card ofe ty Commissioners oun Comma �
. ipP4.k;6;jbeci.
M MntractM`1 final andat their sole discretion 14p p 4pl YI I M 6 J f 4pf c:a�fMtr��e Mfpc��Mlc �imeS
pt pf cictcrpr�ifMccl, Z
IlMl it ip,irl IIMc bCS> ipIlCI SS OflllC(;OLMpMN W clap So LL
CHAPTER 4. PURCHASE OF PROFESSIONAL SERVICES
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,F.S.). CL
2. Architecture,professional engineering,landscape architecture,or registered land surveying Z
services(as per Chapter 287.055,F.S.). d
3. Audit and Accounting Services-auditors and accountants (excepting the selection of the 0
annual auditor which shall be conducted as per Chapter 11.45,F.S.).
CL
4. Consultants-planning,management,technological or scientific advisors.
5. Financial Services-bond counsel,rating and underwriting,financial advisor,and
investment services. E
6. Legal Services-attorneys and legal professionals authorized by the Office of the County
Attorney,including expert witnesses,conflict counsel,Division of Administrative Hearings d
Page 16 of 86
Packet Pg. 890
C.6.b
(DOAH) services, lobbying services, investigative services, interpreter services, court
reporting services or advertising services and any other services required by the Office of
the County Attorney.
7. Medical Services-medicine,psychiatry,dental,hospital,and other health professionals.
B. Methods ofAcquisition
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.When
purchasing professional services below$50,000.00,obtaining price quotes as set forth in Chapter 0
2 of this policy is strongly recommended,but are not required.The Requesting Department should CL
document why price quotes are not provided.The County Administrator may require competitive
solicitation in the form of an RFQ or RFP.
Professional services, subject to the competitive solicitation process, will be typically acquired
through one of the following methods:
CL
I. Competitive Selection and Negotiation-per Chapter 287.055,(4)&(5)F.S.Consultants
Competitive Negotiations Act("CCNA"). >-
0
2. Request for Qualifications(RFQ). 0
CL
a) Responding firms are ranked based upon criteria set forth in the RFQ.If
presentations are requested by the County,,they will be held in compliance with W
F.S.286.0113.
b) The County will negotiate a contract with the firm selected by the BOCC as the
highest ranked firm/individual. ®7
d
c) The negotiated contract will be reviewed and placed before the BOCC for approval.
LL
cxs
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.
C)
C. Continuing Contracts ®7
Definition: CL
0
A continuing contract is defined as a contract for professional services in accordance with all the O
procedures of Florida Statute Sec. 287.055 between the County and a firm whereby the firm 2
provides professional services for professional architects,engineers,landscaping,or surveying and 0
mapping services for projects in which the estimated construction cost of each individual project
under the contract does not exceed the amount of Two Million and 00/100($2,000,000.00)Dollars, CL
or for a study activity if the fee for professional services for each individual study under the contract
does not exceed Two Hundred Thousand and 00/100($200,000.00)Dollars,for work of a specified
nature as outlined in the contract required by the County,with the contract being for a fixed term E
or with no time limitation except that the contract must provide a termination clause. Firms
providing professional services under the continuing contracts shall not be required to bid against
one another. �C
Page 17 of 86
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C.6.b
Competitive Selection of contractors for continuing contracts:
Continuing contracts shall be chosen by the competitive selection process. During the selection
process,a selection committee shall rank the professional service contractors.The Board of County
Commissioners shall approve the award of each contract for a general continuing contract. The
number of contractors to be chosen shall be at the discretion of the Board of County Commissioners.
Award of individual contracts to contractors:
0
1. Separate contracts or task orders for each individual project shall be awarded among the CL
contractors who have been awarded a general continuing contract.
2. Separate contracts or task orders for each individual project shall be approved by the Board
of County Commissioners when required under the purchasing policy.
3. The separate contracts or task orders for each individual project shall be awarded on a
rotating basis beginning with the top ranked professional service contractor and continuing
CL
to the next contractor in ranked order.
4. When the County has identified an appropriate project,County staff shall consult with the >-
next ranked contractor in rotation and shall negotiate the terms of a contract for the specific 0
individual project. If the County and the next ranked contractor in rotation are unable to 0
come to agreement as to the terms of a contract, the contractor shall be placed back in CL
rotation and the staff shall move on to the next ranked contractor in rotation to begin
negotiations,and the process shall continue until an agreement can be reached. W
5. The order of rotation may be changed by the County Administrator,or �r M C County Deleted:the �
Administrator, kMlralsM °iCC sM rVrlk S� bV Clke IuelKH�IMer lC cl,ockMrrMIr iMl �WV ( Me of the Dele �Depu a q Y Y
following Deleted:If the next ranked contractor is not available within the time required b the County
�
for an upcoming project, the contract may be awarded to the next contractor in
rotation who is available;Err° Deleted:and LL
b) If a project requires a particular skill set or expertise which,in the discretion of the
County Administrator or his designee, is more suitable to a contractor who is not
next ranked in the order of rotation,the County Administrator may award the project
re
regardless of rank order; a�i; ( Deleted:and � J
ecl �WCM i� l , ccarr°KiM or l o lMer•
c) Of`C�Me rMc�xC i�,��rMl�er; s,irrMCr°��srCart.lM���Y Cr�csM ����,��°r; � srkMr°M°�rMC„w �t
COL acWr°irM t°,WaC iarrM 1M7 43 urMC}�lrr°ar.I,�srC�, CIM�, rarrMCr°��ct.rrr��c�Cry������°cl�cl,Car CIM�rM�xC srarrMCr°
" f lc rM l or im, or l wjler°�,.arkMrMCc lrf°arwl� C�,. �
c; Incase of o fired q mergency,the County is not re u CL
to follow the order of rotation in 0
order to accomplish the necessities of the situation. For purposes of this policy, 0
emergency shall be defined as in the Monroe County Code at Section 2-347(k)(1). Z
e When a contractor is not awarded a contract due to the reasons stated herein,that CO
contractor shall be given the next project in rotation for which he is available and
possesses the requisite expertise.
6. It is the intent of the Board of County Commissioners that the contracts be ranked and
rotated in order of ranking so that the award of contracts are distributed among the CL
contractors and no particular contractor shall be given a contract out of order except for the
reasons stated above.
exp�
7. TheIr 1c�1�t��I�eVoI�a�����Wjlef reaso�iahle metl�iocl)tto he�Board�of�Count Commissioners
y erS Deleted:County Administrator skull seek approval ar 0
when a contractor task order is S50 000 or more a icl to be awarded out of he ranked order p explanation provide an e lan �
of rotation.
Page 18 of 86
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C.6.b
CHAPTER 5-DESIGN/BUILD CONTRACTS
A. 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,F.S.and the procedures set forth in this section.
2
2. For the purpose of this section,the following definitions shall apply: 0
CL
a) A"design/build firm"means a partnership,corporation,or other legal entity which 0
is: U)
(1) Certified under Chapter 489.119, F.S., to engage in contracting through a
certified or registered building contractor as the qualifying agent:and; CL
(2) Certified under Chapter 471.023, F.S., to practice or to offer to practice >_
CL
engineering;certified under Chapter 481.219 F.S.,to practice or to offer to 0
practice architecture;or certified under Chapter 481.319 F.S.,to practice or 0
to offer to practice landscape architecture. CL
b) A"design/build contract"means a single contract with a design build firm for the
design and construction of a public construction project.
c) A "design criteria package" means concise performance-oriented drawings or
specifications of the public construction project. The purpose of the design criteria ®7
package is to furnish sufficient information so as to permit design-build firms to
Z
prepare a bid or a response to a Department request for proposal, or to permit a
U_
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 ®7
requirements,as may be applicable to the project. 0
CL
d) A "design criteria professional" means a firm that holds a current certificate of
registration under Chapter 481 F.S.to practice architecture or landscape architecture U)
or a firm who holds a current certificate as a registered engineer under Section 471
F.S. to practice engineering and provide professional architect services, landscape C�
architect services,or engineering services in connection with the preparation of the
design criteria package. CL
3. The design criteria package shall be prepared and sealed by a design criteria professional
employed or retained by the BOCC.If the BOCC 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 F.S. The design criteria services of a firm under continuing contract may
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also be utilized if the project construction costs are estimated not to exceed$2 million 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 2
prepare the design criteria package shall not be eligible to render services under a 0
design-build contract executed pursuant to the design criteria package.
4. Upon completion of the Design Criteria Package,procurements of Design/Build services
shall be processed in a manner consistent with Chapter 3 Competitive Solicitation Process.
5. The BOCC may appoint,direct and empower a technically qualified screening committee .CL
L
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 CL
award. 0
CL
6. The BOCC may declare a public emergency, where appropriate and authorize the using
Department to negotiate an agreement for BOCC approval with the best-qualified design-
build firm available at that time. UJ
7. In lieu of the design/build contractor selection procedure described above,the Department
may use a process established by statute and authorized by the BOCC, however, for all
design/build competitive selection documents the following shall apply:
d
a) Proposals must consist of a technical proposal and a price proposal. The two LL
proposals must be segmented into separate sealed packages and clearly marked w
(1) The technical proposal must include all the information requested in
response to the scope of services described in the design criteria package.
(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.
0
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CHAPTER 6-CONTRACTS/AGREEMENTS co
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A. Contract Review
0
I. All contracts, leases and/or agreements of$50,000.00 or more shall be reviewed by Risk
Management, Purchasing/OMB, the appropriate Department Director, and the County CL
Attorney's Office prior to being placed on the agenda for BOCC approval. A contract
summary will be attached to each contract/agreement. All agenda item summaries and
contract summaries accompanying agenda items shall be prepared by the Requesting E
Department.
2. The Department Director of an approved contract/agreement shall designate a Contract
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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 >1
appropriation by the BOCC." 2
0
CL
2. Public Entity Crime Statement.All requests for competitive solicitation and any contract 0)
document shall contain a statement which reads as follows (Section 287.133 F.S.): "A E
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 CL
entity, and may not transact business with any public entity in excess of the threshold 0
amount provided in Section 287.017,for CATEGORY TWO for aperiod of 36 months from CL
the date of being placed on the convicted vendor list."
3. Ethics Clause. Each contract/agreement entered into by the County shall contain in UJ
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 his/its behalf any former County officer or employee subject to the
prohibition of Section 2 of Ordinance No. 0 10-1990 or any County officer or employee in <
violation of Section 3 of Ordinance No. 020-1990. For breach or violation of this provision Z
the County may,in its discretion,terminate this contract without liability and may also,in LL
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."
4. Non-Collusion Statement: Each bid shall contain the appropriately worded non-collusion >_
certification.
5. Drug Free Workplace:Each bid shall contain an executed"Drug Free Workplace"form. CL
0
C. CPI Computation
A multi-year contract/agreement amount agreed to herein may be adjusted annually in accordance d
with the percentage change in the Consumer Price Index for all urban consumers(CPI-U),for the
year ending December 31 of the previous year.
D. Exceptions CL
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.
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b) Interdepartmental charges - billings for specific office repairs, fuels from bulk
storage,County vehicle maintenance or repairs,etc.
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#5511.
b) All telephone systems,lines,services,equipment and audit costs for same. Monroe 0
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#4800.13. .CL
L
e) All travel shall be approved and/or regulated by the Monroe County Administrative >_
Instruction#4716. 0
0
f) All purchase of vehicles,rolling equipment or emergency generators(excluding fire CL
trucks and ambulances)shall conform to Monroe County Administrative Instruction
#6402. W
E. Preference to Florida businesses(F.S.287.084)
When required to make purchases of personal property through competitive solicitation and the
lowest responsible and responsive response is a vendor whose principal place of business is in the Z
State of Florida,then the County may award a preference to the lowest responsible and responsive LL
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.
F. Preference to businesses with drug-free workplace programs(F.S.287.087)
Whenever two or more responses that are equal with respect to price, quality, and service are
received by the County for the procurement of commodities or contractual services, a response
received from a business that certifies that it has implemented a drug-free workplace program shall CL
be given preference in the award process. 0
cia
CHAPTER 7. EXCLUSIONS
C)
A. Sole Source
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Purchase of commodities and services from a single source may be exempted from formal
competition or price quote requirements under the following conditions:
E
I. All Sole Source purchases are subject to approval by either the BOCC, County
Administrator,Assistant County Administrators or Purchasing Director in accordance with
purchasing level authority.The Purchasing Office must in all cases evaluate the request for
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such commodity,service or source.The Purchasing Director shall be authorized,after initial
sole source certification, to make additional purchases from a sole source vendor for not
more than one year or until such time as contrary evidence is presented regarding sole source
eligibility,whichever period is less.
2. There must be a documented determination from the Requesting Department or person that
there is no other source readily available prior to the initiation of the sole source
procurement.
a) The Requesting Department shall document the search conducted to ascertain that 0
there is no other source available. The search shall include phone calls, e-mails, CL
and letters to procurement offices or the Requesting Department's counterpart in
other Florida counties as well as to entities listed in the County's vendor list and
the phonebooks for Monroe County and Miami-Dade County in business
classifications which might reasonably be expected to provide the goods or
services desired. The documentation shall include a log of phone calls made and
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the emails and letters sent with a compilation of results from all phone calls,
responding letters and other correspondence. >_
b) Where the procurement itself, due to the nature of the goods or services (i.e. in 0
order to obtain conformity to existing contracted goods or services, in order to 0
avoid the loss of warranty coverage, proprietary licensing, equipment capability, CL
etc.), dictates sole source acquisition, the Requesting Department shall provide
written justification as to the sole source nature of the procurement. W
c) Upon approval from the BOCC, County Administrator, or Purchasing Director
that the proposed provider is a sole source provider, the Requesting Department
may proceed with the procurement process.
B. Emergency Purchases LL
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The term"emergency"is as defined in Section 2-347(k)(1)of the Monroe County Code.
re.
Purchase of commodities and services in the event of a public emergency may be obtained under
the following conditions:
1. The public emergency for the requirements will not permit a delay resulting from U
competitive solicitation.
0
2. With respect to an emergency as defined in Section 2-347(k)(1)a.-c.of the Monroe CL
County Code: 0
Z
a) Where the value of the goods or services to be purchased is less than CO
$50,000.00,emergency purchases may be approved up to the spending levels
outlined in Chapter 2 Section F, above without the need for obtaining
competitive price quotes.
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b) Where the value of the goods or services to be purchased equals or exceeds
$50,000.00,the purchase may be approved by the Mayor,or if the Mayor is
not available then the Mayor Pro Tem,or if the Mayor and the Mayor Pro E
Tem are not available then County Commissioners in order of priority based
on longest consecutive tenure on the Board of County Commission,but the
purchase must be ratified after-the-fact by the Board of County
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Commissioners at the next practicable meeting of the BOCC.
3. With respect to an emergency as defined in Section 2-347(k)(I)d. of the Monroe
County Code,the purchase may be approved up to the spending levels outlined in
Chapter 2 of this Manual, including the requirement to obtain competitive price
quotes,where necessary.
4. Where the purchase of goods or services requires a contract where the cumulative
total value per fiscal year is$50,000.00 or more,the contract must be ratified after-
the-fact by the Board of County Commissioners at the next practicable meeting of .2
the BOCC. CL
0)
5. Authorization During Normal Business Hours. In the case of emergencies that E
require the immediate purchase of goods, equipment, or services, the County
Administrator, Assistant County Administrator, Purchasing Director,
Department Director,or a properly authorized designee shall be empowered to
secure such goods or services without competitive selection. In this event, all
measures reasonably possible under the circumstances shall be taken to assure the >_
maximum cost benefit to the County of the goods or services procured. CL
0
0
6. Authorization Outside of Normal Business Hours. A Department Director,during CL
non-business hours, is authorized to make purchases without competitive
solicitation,when an emergency arises.
UJ
7. Documentation and Approval. Documentation for emergency purchases pertaining
to the above shall be submitted to the Purchasing Office with a detailed
explanation, and support material attached, if applicable, within ten (10)
workdays after the event occurred. Emergency purchases below the competitive <
solicitation thresholds shall be approved by the County Administrator after-the- Z
fact. All emergency purchases equal to or exceeding $50,000.00 must be LL
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approved by the BOCC after-the-fact.
re.
8. All emergency purchases are subject to approval by either the BOCC, County
Administrator, Assistant County Administrator or Director of Purchasing at the
authorized level of authority. Any waiver of competition in a specific instance >_
C)
shall not serve to waive competition of future purchases of a similar or exact
nature. 0
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Emergency purchases are to be used only when unforeseen circumstances occur.
Poor planning does not constitute an emergency. co
d
C. Cooperative Purchasing
I. State and Federal Contracts. Purchases equal to $50,000.00 or more from vendors
holding current "State" and Government Services Administration herein after ("GSA") CL
contracts are exempted from the competitive bidding process. However, before any
purchase is made through an existing contract, the Requesting Department, if directed by
the Purchasing Director or County Administrator, 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 price lower than the price of the existing contract,then the contract for the goods
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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
Requesting Department offered the goods or services at a price lower than the price of the
existing contract. The Purchasing Director will review and verify the Requesting
Department's information or documentation. If the purchase is below the competitive
bidding threshold of $50,000.00, price quotes are not required by the Requesting
Department unless directed by the Purchasing Director of County Administrator.
2. Other Public Procurement Units. Requesting Departments are authorized to purchase >,
goods and services from cooperative purchasing ventures run by other units of governments 62
when the best interests of the County are served. All purchases made through this section 0
CL
shall be from contracts awarded through full and open competition, equivalent with the
methods set forth in this policy,and shall be exempt from further competitive procurement
process set forth in this policy. The Purchasing Department is also authorized to enter into
joint ventures with other local governments in order to create purchasing cooperatives and
promote efficient purchases.
CL
D. Previously Approved Projects >-
Once the BOCC has approved a project, concept, and/or specific capital budget item, which CL
includes maintenance to County buildings and equipment,including repairs,janitorial services etc., 0
subsequent additional, redundant approval by the BOCC is specifically not required for CL
CL
advertisements, Requests for Qualifications (RFQs) or Request for Bids (RFB's), Request for
Proposals (RFPs)or replies.. (BOCC action 5-26-93,Page 93/254#1). When repairs are needed
due to an emergency event (such as a hurricane), and obtaining BOCC approval will delay
procuring the goods or services needed for the necessary repairs, the County Administrator or [�
Assistant County Administrator can authorize the advertisement of the competitive solicitation until
the BOCC can approve the project or concept at the next practicable BOCC meeting.
E. Piggybacking LL
The County has the option to "piggyback" on another governmental entities' or not for profit
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association's competitively awarded bid to take advantage of the pricing received:
re.
1. The Requesting Department must first verify specifications and award information and
receive permission from both the entity and the vendor to piggyback.
2 Piggyback purchases equal to $50,000.00 or more are not subject to the competitive
solicitation process.However,before any purchase is made through an existing contract, 0
the Requesting Department,if directed by the Purchasing Director or County Administrator, CL
must first contact other South Florida vendors in order to determine if the goods or services Z
sought are available at a lower price than the price(s)of the existing contract.If the goods co
or services are available from another vendor at a price lower than the price of the existing d
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 Requesting Department offered the goods or services
at a price lower than the price of the existing contract.The Purchasing Manager will review CL
and verify the Requesting Department's information or documentation.
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
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purchased are exactly the same as the original award.
CHAPTER 8. BLANKET PURCHASE ORDERS
A Blanket Purchase Order (BPO) is a simplified method of filling anticipated repetitive
requirements for supplies or services with qualified vendors during a specified period(not to exceed
12 months or one(1)fiscal year whichever is less). BPOs are designed to reduce administrative
costs in accomplishing purchases(up to$49,999.99)by eliminating the need of issuing individual
written purchase orders. 0
CL
1. BPOs are issued when there are repetitive needs for specific items or services and when the 0
exact quantities and delivery requirements are not known in advance and may vary. A E
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 get a
pre-priced BPO. BPOs cannot be issued without a maximum dollar amount.A BPO shall
be authorized in writing by the Department Director or their designee. CL
CL
CHAPTER 9. MINORITY BUSINESS ENTERPRISE(MBE),SMALL BUSINESS& CL
DISADVANTAGED BUSINESSES
If required by Federal Aviation Administration (FAA) grant or other Federal-funded grant
requirements the Department having project management/oversight responsibilities, should (�
develop an acceptable plan to utilize and afford opportunities to minority,small and disadvantaged
firms.This plan may include:
1. Separate percentage goals for using small,minority and disadvantaged businesses.
U_
2. Name of an individual employed or retained who will administer the firm's subcontracting
program. r*
3. Description of efforts to be made to e,ISUI.e such firms have an equitable opportunity to
compete for subcontracts.
C)
4. Assurance that federally funded contracts comply with the provisions contained therein.
5. Assurance to cooperate on surveys for compliance. CL
0
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CHAPTER 10. PURCHASE OF INSURANCE
C)
Any purchase of insurance by the Monroe County BOCC shall be treated as the purchase of a
commodity and regulated the same,except as set forth below. CL
The purchase of builder's risk insurance for County projects may be exempt from competitive
bidding procedures pursuant to Section 2-347(e)(5)(g.)For the purchase of builder's risk insurance
expected to cost less than $50,000, separate price quotes are not required, but the agent should
solicit several insurance companies to ensure that the best price is attained. For the purchase of
builder's risk insurance expected to cost more than $50,000, the County Administrator should
authorize the purchase and report to the Monroe County BOCC the purchase of the premiums.It is
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understood that since the cost of builder's risk policies are included in the overall budget for the
project, the cost of premiums will be paid from the funding source for that project which are
generally approved by the BOCC as part of the budget process.
The purchase of insurance which is exclusive,due to the unique terms and conditions and/or the
detailed coverage required by the County,may also be exempt from competitive bidding procedures
pursuant to Section 2-347(e)(5)(g.).Risk should document the reason(s)for the policy being exempt
from the competitive bidding procedures. When premiums exceed $50,000, the Monroe County
BOCC should authorize the exemption. In an emergency, i.e. an interruption of an essential
government services,the County Administrator may authorize the purchase of the policy and seek 0
ratification from the Monroe County BOCC. CL
CD
E
All policies for insurance coverage shall have an initial term and shall thereafter be renewable U)
yearly for up to three(3)additional years with BOCC review.
CHAPTER IL RECYCLED CONTENT PRODUCTS
The County shall on a continuing basis encourage the use of products and materials with recycled CL
content. Preference shall be given to the procurement of recycled content products and materials 0
when it can be determined that such purchases are cost effective,meet specifications required and 0
are in the best interest of Monroe County. �
For the purposes of this section"recycled content"means materials that have been used,recycled W
and are contained in the products or materials to be procured as "post"recycled. To the extent
feasible each department shall keep a compilation of the number and amount of recycled product
or materials it purchases each fiscal year.
CHAPTER 12. SURPLUS ITEMS
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The objective of this policy is to ensure that all County assets are properly tracked and disposed of
in compliance with Florida Statutes.
re.
The following rules apply to all departments in possession of fixed assets belonging to Monroe
County. The rules also apply to constitutional officers,contractingparties,and CJiirc; ar entities
in poession of fixed assets belonging to Monroe County. (Each sch department,or
�r office shall �
be known as a"using agency".) 0
Contracting parties in possession of tangible non-consumable property owned by Monroe County 0
which is no longer used or which has become obsolete,worn out or which the parties believe should Z
be scrapped shall submit reports identifying such property to the department responsible for their co
contract,which in turn shall forward the reports to the Clerk of the Court,Property Clerk.
1. Each using agency shall assign a person who will be primarily responsible for
maintaining the fixed assets of the Department or Office("Property Custodian").
CL
2. Classification of Surplus Property:
a) Property may be designated as surplus by the using agency for any of the following
reasons:
(1) It becomes inoperable and cannot be repaired;
(2) It is more economical to replace the asset than to repair it;
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(3) Property becomes obsolete;
(4) The department or office no longer has need of the item;or
(5) It is scheduled for replacement as a matter of policy.
b) All property that is declared surplus shall be designated into one of four (4)
categories:
(1) Vehicles;
2
(2) Property with a historical purchase value equal to or greater than$1,000 0
CL
(fixed asset,with property ID#); 0
E
(3) Property with a historical purchase value less than$1,000(non-fixed asset, U)
no property ID#);
(4) Computers,computer-related,and telecommunication equipment. CL
3. After the property has been placed into a specific category the following procedures will >_
CL
be used for disposition: 0
0
CL
(1)Property estimated to have a fair market value equal to or greater than$5,000 shall be
sold by competitive solicitation/public auction to the highest responsible responder after
publication of notice of at least one week and not more than two weeks in a newspaper of W
general circulation within the County;and additional notice if,in the opinion of the using
agency,it will serve the best interests of the County.
(a) Required forms to initiate the competitive solicitation/public
auction of surplus property: The Property Custodian within the Z
using agency is responsible for preparing and submitting an Inventory LL
Deletion Request Form (See Attachment B.2.), executed by the
Property Custodian and the Department Director of the using agency,
to the Property Inventory Clerk. For computer related equipment
valued over $1,000, the Property Custodian in the using agency is
responsible for preparing and submitting the required Computer >_
Related Equipment Inventory Deletion Request Form (See
Attachment B.3).The Information Technology Department will send �
the completed form to the Property Inventory Clerk and coordinate CL
directly with the Property Inventory Clerk and the using agency for 0
the competitive solicitation/public auction and/or transfer,donation or Z
disposal of the surplus computer equipment. (See Administrative U)
Instruction 4725.Effective June 18,2012). 2
C3
(b) BOCC must approve the request to advertise for competitive
solicitation/public auction for the sale of surplus property.Upon CL
receipt of the fully executed Inventory Deletion Request Form or
Computer Related Equipment Inventory Deletion Request Form,the
Property Inventory Clerk or using agency,will place an item on the E
BOCC agenda for approval of competitive solicitation/public auction
for the sale of the surplus items.
d
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(c) Scheduling and Coordination of Competitive Solicitation/Public
Auction: Following BOCC approval, the Property Inventory Clerk
initiates and coordinates the competitive solicitation process for the
sale of surplus property at intervals throughout the year as needed,
coordinating with the Property Custodians in each using agency,the
County Attorney's Office and the BOCC Purchasing Office. In
addition to the Property Inventory Clerk's sale of surplus property,the
using agency may schedule and coordinate a competitive
solicitation/public auction for the sale of specific surplus property
when it is necessary or beneficial for the County. 0
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(d) Notice:At the request of the Property Inventory Clerk or using agency C
the County Attorney's Office prepares a Notice of Request for E
Competitive Solicitation (see Attachment B,. using the surplus
property inventory data provided by the Property Inventory Clerk or �?
using agency. The County Attorney's Office transmits the notice
requesting publication one time in the Key West Citizen(as the local CL
newspaper qualifying under Florida Statutes Chapter 50.031),and,per >-
BOCC direction one time in the Lower Keys (News Barometer), C"
Middle Keys and Upper Keys (Keys Weekly)area newspapers. The 0
Notice shall also be posted to the County's website. The Purchasing CL
Director places the item(s)on DemandStar.
Uj
(e) Once the opening is held and the responses are reviewed,the Property
Custodian within the using agency places an item on the BOCC
agenda, requesting approval to award/sell specific item(s) to the
highest responsible responder and authorizing the County
Administrator to sign the Bill of Sale, Absolute prepared by the
Property Inventory Clerk.
LL
(f) After payment is received,the Property Inventory Clerk is responsible
for preparing and transmitting a Bill of Sale,Absolute to the County
Attorney's Office for each individual surplus item being sold. The
County Attorney's Office transmits the Bill of Sale, Absolute to the >-
County Administrator for execution. Upon execution the Bill of Sale, d3
Absolute shall be forwarded to the Clerk for recording of the document
in BOCC records.The Clerk then transmits the fully executed original 0
Bill of Sale, Absolute (s) to the Property Inventory Clerk to transfer 0
title and possession of the item(s) to the successful bidder, Z
coordinating with the using agency as needed.If the item(s)are sold d
via public auction by an outside vendor retained by the County, the
Property Inventory Clerk will coordinate title transfer and preparation 0
of documents with the vendor and may do so prior to payment to the
County and/or in accordance with the public auction vendor's CL
contract.
(2)Assets with a fair market value equal to or greater than $5,000 for which no bid was
received shall again be offered for sale by competitive solicitation. If no
acceptable bids are received after a second attempt to sell by competitive solicitation,then �C
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the property may be sold by an outside vendor retained by the County for public auction
services.Assets with a fair market value lower than$5,000 for which no bid was received
after one attempt to sell by competitive solicitation may be sold by an outside vendor
retained by the County for public auction services.
(3) All assets with a fair market value lower than $5,000 may be sold by competitive
solicitation/auction in accordance with the procedure set forth above,or may be donated to
another governmental entity or not-for-profit organization as set forth below.Assets with a
fair market value equal to or greater than $5,000 for which no bid was received at
competitive solicitation may also be donated to a governmental entity or not-for-profit 0
organization.Assets with a fair market value equal to or greater than$5,000 may be offer to CL
other government units in the County for sale or donation or may be offered to private
nonprofit agencies,prior to being sold by competitive solicitation when it is determined by
the BOCC to be in the best interest of the County to do so.
(4)Property estimated to be less than$5,000 that has a useful life,may,but is not required
CL
to, be offered to all other County departments by use of County e-mail for a period of
10 days,on a first come,first serve basis.A Fixed Asset Transfer Form (See Attachment >_
B.4) will be completed by the receiving and transferring department or office and 0
submitted to the Property Inventory Clerk with a copy to Risk Management. 0
CL
(5)Property which value is estimated by the BOCC to be under$5,000.00 deemed to have
no further use to the County due to obsolescence,inefficiency,or being uneconomical may W
be donated to another governmental entity within the County,may be donated to a private
not-for-profit organization within the County or may be disposed of for value in compliance
with 274.06,Florida Statutes and as amended.The determination of property to be disposed
of by the BOCC shall be at the election of the BOCC in the reasonable exercise of its
discretion pursuant 274.06, Florida Statutes. Property, the value of which the BOCC
Z
estimates to be under$5,000.00,may be disposed of in the most efficient and cost-effective LL
means as determined by the BOCC pursuant to F.S.274.06.
All assets under a lease agreement will be disposed of in accordance with the terms of the
agreement.
(6)If it is determined that the trade-in value is more beneficial to the County,a vehicle or C3
piece of equipment may be used as a trade-in for the purchase of replacement equipment.
0
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(7)If it is determined that it is useful and economical to retain a portion,or a component,of
the asset for future use,then the portion or component can be retained and the balance of Z
the asset sold,donated,or destroyed. In such case the portion retained and the portion sold, CO
donated,or destroyed shall be noted on appropriate forms.
C)
4. Subject to the procedures noted above,responsibility for disposition is as follows:
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a) Fleet Management is responsible for the disposition of vehicles and other heavy
equipment, excluding Emergency Services, Airports and Social Services
Department vehicles. Those Departments are responsible for disposition of their
vehicles and are required to follow the surplus property as set forth above.
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b) Property Custodians are responsible for the disposition of fixed assets of any
value, other than vehicles, computers, computer-related, and telecommunication
equipment.
c) Information Technology is responsible for the disposition of computers,
computer-related,and telecommunication equipment.
5. Employees of Monroe County are expressly forbidden to bid on sales of surplus Monroe
County property. No employee's relative, as defined by Florida Statute Section
112.312(21), shall be allowed to bid on surplus property over which the employee had .2
custody or authority to initiate or authorize the decision to surplus. CL
F.S. 112.312(21): CD
E
U)
"Relative,"unless otherwise specified in this part,means an individual who is related to a
public officer or employee as father,mother,son,daughter,brother,sister,uncle,aunt,first
cousin,nephew,niece,husband,wife,father-in-law,mother-in-law, son-in-law,daughter-
in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepson, stepdaughter, CL
stepbrother,stepsister,half-brother,half-sister,grandparent,great grandparent,grandchild, >_
great grandchild, step grandparent, step great grandparent, step grandchild, step great C`
grandchild,person who is engaged to be married to the public officer or employee or who 0
otherwise holds himself or herself out as or is generally known as the person whom the C.
public officer or employee intends to marry or with whom the public officer or employee
intends to form a household,or any other natural person having the same legal residence as
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the public officer or employee.
CHAPTER 13. PURCHASING CARDS(P-CARDS)
The Monroe County Purchasing Card Policy & Procedures establishes detailed procedures and
policies which control the use of Purchase Cards.The Purchasing Card Policy&Procedure is to be Z
followed and is attached hereto as Attachment C.There shall be absolutely no personal purchases W
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made with the County issued P-Card.
re.
CHAPTER 14—FEDERAL FUNDING REQUIREMENTS
This Chapter is provided to ensure that Monroe County has and maintains proper policies and
procedures as required by federal awards and consistent with 2 Code of Federal Regulations
(C.F.R.)Chapter I,Chapter II,Part 200.All procurements must comply with Florida Statutes,rules 0
and procedures as per 2 C.F.R. §§200.318-200.326. CL
C?
All Contracts and procurements in which federal funds are used shall include the following Z
provisions: [See 2 CFR part 200 for a more detailed description of the federal provisions] co
d
A. PROCUREMENT STANDARDS(2 C.F.R.66200.318-200.326) C�
1. General Rules CL
These standards apply to procurement of goods or services using federal funds and program
income.
The procurement must comply with Non-Federal Entity/Monroe County's procurement
procedures which reflect applicable State and local laws and regulations,provided that they
conform to applicable Federal law and the standards identified in 2 C.F.R.Part 200. <
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The Requesting Department,via the designated contract manager,must maintain oversight
to ensure that contracts perform in accordance with the terms,conditions,and specifications
of their contracts or purchase orders.(2 CFR§200.318(b))
2. Procurement Documentation:
The County must maintain all procurement records sufficient to detail the history,including
all competitive bidding documents and all other documentation relating to the evaluation of
the competitive bidding proposals and responses;justification of the award; and approval
of the contract price and type.The Requesting Department must complete either the E.1.or
E.2. Procurement Form (Attachment E.1 (or purchases below $50,000.00) rtr Attachment 0
E.2 for purchases through competitive solicitation,i.e.purchases of$50,000.00 and above), CL
i I and submit with the RTP >[f Hurricane related,use Hurricane R�( r�c��,C f`a��°Pry'Cl se Form, �
(AttachmentE.4/ fie I:1 ll:I or I:2 wc; SUJ� lW11i�1(1.c;aMMM,IN M USA bC s,fbfl(iCCCC; laL JIC �
IBci,cli�C 'wi; I i�M'wc„c Of`f`ice...f'or aIpipi'V\,�I CrCfaWe I86X.0 f`aW,�IMC CMMuc.. .�
,,n,crarc; DAM 1c;c;iCiam..if`hCCac(m e MC �„
�I b Cr��i,°�° c;,S,r�S,lpe IC C a,l D�McI��i&rI I��MCiC:'�.IM 11is,tb �?
or CIMe.
,r�V � " , c; ��Mclr��;� CIM��r� cciClM CIM� I�1 ����fbMi,�,i(M lay IBrfc ,c�C WCM I��i�MWCe ..,�� ��c��r�c�Mt f( CJICSc�lp�°a� r�c�r�c�Ml,MV s,fbflaiCCCC; (m IJle Deleted: and also
Hurricane Audit Slip (Attachment E.5.). These documents must be maintained in Deleted:includeCL
�
accordance with Chapter 119, Public Records Law and the Florida Department of State, 0
Division of Library and Information Services,General Records Schedules GS 1-SL for State 0
and Local Government Agencies. 0.
While 2 C.F.R. 180.220(b)list covered transactions as contracts equal or above$25,000.00;
for auditing services; or where prior federal agency approval is given, since the Florida
Division of Emergency Management (FDEM) Agreement that provides disaster
reimbursement requires this form in all contracts regardless of the amount and since we are
already conducting a check on all vendors,this is best practice and will be required on all
transactions.
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3. Conflict of Interest:
The Monroe County Personnel Policies and Procedures Manual setting forth written
standards of conduct, including conflict of interest, and governing the actions of County
employees shall be followed at all times along with the Monroe County Administrative
Instruction 4301.9,Basic Procedures for Grant Administration,which set forth additional >-
instructions relating to Federal rules and guidelines. No employee, officer or agent may d3
participate in the selection,award,or administration of a contract supported by a Federal
award if he or she has a real or apparent conflict of interest.Such a conflict of interest would CL
arise when the employee,officer,or agent,any member of his or her immediate family,his 0
or her partner,or an organization which employs or is about to employ any of the parties Z
indicated in the contract,has a financial or other interest in or tangible personal benefit from CO
a firm considered for a contract. The officers, employees, and agents of the County may
neither solicit nor accept gratuities,favors,or anything of monetary value from contractors
or parties to subcontracts. However, in accordance with the Personal Policies and
Procedures,a gift of$25.00 or less is considered non- substantial financial interest or an CL
unsolicited item of nominal value. County Employees, officers or agents that violate the
County standards of conduct will be subject for disciplinary actions as set forth in more
detail in the Personnel Policies and Procedures Manual. (2 CFR § 200.318(c)(1), E
200.318(c)(2))
4. Avoidance of unnecessary or duplicative items:
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The Office of Management and Budget (OMB) must review expenditures to avoid the
acquisition of unnecessary or duplicative items; consider consolidating or breaking out
procurements to obtain a more economical purchase; and where appropriate analyze lease
versus purchase alternatives or other analysis to determine the most economical approach.
OMB should foster greater economy and efficiency and promote cost-effective use of shared
services with the Federal Government and state and local government entities through
interlocal agreements or other inter-entity agreements, including use of Federal excess and
surplus property in lieu of purchasing new equipment and property. (2 CFR §§200.318(d),
200.318(e),200.318(f)).
0
5. Contracts may only be awarded to responsible vendor/contractors: CL
The County must award contracts only to responsible contractors possessing the ability to
perform successfully under the terms and conditions of a proposed procurement.
Consideration will be given to such matters as contractor integrity,compliance with public
policy, including County laws and policies,record of past performance,and financial and
technical resources.The Requesting Department must complete the Debarred,Suspended,
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or Ineligible Entity Checklist(Attachment E.3)(2 C.F.R.200.318(h)).
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B. COMPETITION REQUIREMENTS
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1. Full and Open Competition:As per 2 C.F.R.§200.319,and consistent with Monroe County CL
Code§2-347(a)and the Mission Statement of this Policy,all procurement transactions must
be conducted in a manner providing for full and open competition,which prohibits placing W
unreasonable requirements,unnecessary experience or excessive bonding on firms in order
for them to qualify to do business.
County staff shall ensure that procurement transactions do NOT allow: noncompetitive
pricing practices between firms and affiliated companies; noncompetitive contracts to
consultants that are no retainer contracts(e.g.out-of-scope work added to the consultant's LL
work retainer);specifying only a"brand name"product instead of allow"an equal"product;
and any arbitrary action in the procurement process. 2 C.F.R. §319(a)
2. Prohibition on Bidding: The contractor that is bidding on the contract cannot be involved
with developing or drafting the specifications,requirements,statement of work,invitation >_
for bids or request for proposals(2 CFR§200.319(a)). 0
3. No State or Local Preference*: No preference shall be included in the competitive CL
solicitation or in the procurement transactions(2 CFR§200.319(b)). *Please note that the 0
RESTORE ACT allows for state preference. Z
co
4. Solicitation Requirements:The solicitation shall include a clear and accurate description of
the technical requirements for the material,product, or service to be procured, including
requirements that must be fulfilled by offerors/vendors and the evaluation factors/criteria,
e.g. Identify if price or quality is most important in the solicitation. If the County uses CL
prequalified persons or firms,the contract for services or list must be current and include at
least 3 prequalified persons or firms and not preclude any potential bidders from qualifying
during the solicitation period.2 C.F.R. §§319(c)-319(d)„ E
C. METHOD OF PROCUREMENT REQUIREMENTS
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As per 2 CFR§200.320,one of the following methods must be used when procuring goods or
services with any federal funds:
1. Formal Procurement-Over$50,000.00(2 C.F.R.�200.320(c))
a. Sealed Bids:Bids are publicly solicited and a firm fixed price contract(lump sum or unit
price)is awarded to the responsible bidder whose bid,conforming to all the material terms
and conditions of the invitation for bids, is the lowest in price. Sealed bidding is the
preferred method for procuring construction. [Federal Note: Sealed bidding is generally
used where price is the most important evaluation factor for the County.] Contract award 0
under the sealed bidding method of procurement is made to the bidder submitting the lowest CL
priced,responsive and responsible bid. 0)
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U)
i. Responsive and Responsible Defined: "Responsive"refers to whether the bidder meets
all the material requirement of the Request for B ids(RFB)/invitation for bid(IFB),while
"Responsibility" refers to contractors possessing the ability to perform successfully
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under the terms and conditions of a proposed procurement.Consideration will be given
to such matters as contractor integrity,compliance with public policy,records of past >-
performance,and financial and technical resources. [See 2 C.F.R. §200.318(h)] 0
0
ii. Conditions of Sealed Bids:All of the following conditions must be present to use sealed CL
bids: i) a complete, adequate, and realistic specification or purchase description is
available ii)two or more responsible bidders are willing and able to compete effectively W
for the business iii)the procurement lends itself to a firm fixed price contract and the
selection of the successful bidder can be made principally on the basis of price. [ 2
C.F.R.§200.320(c)(1)]
iii. Requirements for Sealed Bids:If sealed bids are used,the following requirements apply:
1) The County must solicit bids from an adequate number of known supplies (via LL
DemandStar and if applicable to a list of suppliers to be provided to OMB from the
Requesting Department),providing sufficient response time prior to the date set for opening
the bids and must be JMNicly advertised (refer to time frame set forth in Chapter 3,
Paragraph A.2.;
2)The competitive solicitation should include any specifications and pertinent attachments,
and define the items or services in order for the bidder to properly respond; C3
3)Set forth the Time and Place for the bids to be publicly opened;
4)Award a firm fixed price contract in writing to the lowest responsive and responsible CL
bidder; 0
5)If any bids are rejected,there must be a sound documented reason supporting the rejection
[2 C.F.R. §200.320((c)(2)]. CO
2
iv. Cost or Price Analysis As per 2 CFR §200.323, if the contract amount (including d3
contract modification) exceeds $50,000.00 the County must perform a cost or price
analysis. CL
A Cost or Price Analysis must be conducted by the Requesting Department.(2 C.F.R.§200.323(a))
The degree of the analysis depends on the nature of the procurement;however,should at least start E
with and independent estimate established before receipt of responses/offers.
Price&Cost Analysis Description:
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a) 'Trice Analysis" is the process of examining and evaluating proposed price without
evaluating its separate cost elements and proposed profit. Techniques i�ICJUcic comparison
of amounts from responses received,comparison of proposed prices to historical prices paid,
comparison with published price lists, comparison to your independent estimate. Price
Analysis is the preferred method to be used by the Requesting Department. g
b) "Cost Analysis"is the review and evaluation of any separate cost elements and profit or fee
in an respondents/offerors'proposal,as needed to determine a fair and reasonable price and
the application of judgement to determine how well the proposed costs represent what the
cost of the contract should be. The Requesting Department must negotiate profit as a 0
separate element of the price for each contract in which there is no price competition,,and CL
in all cases where cost analysis is performed. To establish a fair and reasonable profit,
consideration must be given to the complexity of the work to be performed,the risk borne U)
by the contractor,the contractor's investment,the amount of subcontracting,the quality of
its record of part performance,and industry profit rates in the surrounding geographical area
for similar work.(2 C.F.R.§200.323(b))Cost of prices based on estimated cost for contracts
CL
under the Federal award are allowable only to the extent that cost incurred or cost estimates
included in the negotiated prices would be allowable for the County under Subpart E—Cost >_
Principles of this part.The County/non-Federal entity may reference its own cost principles 0
that comply with the Federal cost principles.(2 C.F.R. §200.323(c)) 0
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c) Cost plus a percentage of cost and percentage of construction cost methods of contracting
must not be used.(2 C.F.R. §200.323(d)). W
b. Procurement by competitive proposals: The technique of competitive proposals is
normally conducted with more than one source submitting a response/offer, and either a
fixed price or cost-reimbursement type contract is awarded. It is generally used when
conditions are not appropriate for the use of sealed bids. (2 C.F.R. §200.320(d)
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i. Requirements for Competitive Proposals: If Procurement by competitive proposals is
used, the following requirements apply: 1)The Request for Proposals (RFP)must be
publicized,i.e.as per Chapter 3,Paragraph A.2.
2)identify all evaluation factors and their relative importance,i.e. evaluation/selection
factors and points/percentage allocation for each factor;
3)solicit proposals from an adequate number of qualified sources(via DemandStar and 0
if applicable to a list of qualified sources to be provided to OMB from the Requesting
Department); CL
4) the method for conducting technical evaluations of the proposal received and for 0
selecting recipients as outlined in Chapter 3,Paragraph B should be followed and when Z
appropriate should be outlined in the RFP; CO
5)The County shall award the contract to the responsible firm whose proposal is most
advantageous to the program/project,with price and other factors considered.
[Federal Note regarding architectural/engineering(A/E)professional services:the County may use CL
competitive proposal procedures, i.e. Request for Qualifications (RFQs) and the Consultants
Competitive Negotiation Act(CCNA),for qualifications-based procurement of A/E professional
services whereby competitors' qualifications are evaluated and the most qualified competitor is E
selected, subject to negotiation of fair and reasonable compensation. The method,where price is
not used as a selector factor,can only be used in procurement of A/E professional services.It cannot
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C.6.b
be used to purchases other types of services though A/E firms that are a potential source to perform
the proposed effort.2 C.F.R. §200.320(d)(5)]
2. Informal Procurement- Over $10,000.00 up to $49,999.99 Small purchases
procedures: Small purchase procedures are those relatively simple and informal
procurement methods for securing services,supplies,or other property that do not cost more
than the lesser of either(1)the Simplified Acquisition threshold (i.e. $50,000.00), or(2)
whatever amount State (if applicable F.S. Statute requirement) or Monroe County's
competitive procurement rules(i.e. $49,999.99 or less).Price and rate quotations must be
obtained from an adequate number of qualified sources.The Requesting Department should 0
to the maximum extent possible obtain 3 or more price quotes and give consideration to the CL
amount of the purchase when obtaining rate and price quotes. When purchasing complex
supplies or services, please document and include justification for the number of price
quotes obtained. (NOTE: FEMA has determined that for simplified purchase procedures,
an adequate number of qualified sources are considered to be three (3)). The Requesting
Department should follow the procedure as set forth in Chapter 2 F.2.and ensure that proper
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documentation is maintained in this regard to justify the purchase.(2 C.F.R. §200.320(b))
CL
3. Micro-purchases: Up to S10,000.00 (i.e. purchases below $10,000.00, See 2 CFR §
200.67) Micro-purchases are awarded based on price ,reasonableness For purchases of 0
$5,000.00 or less, the Requesting Department will maintain documentation of price CL
reasonableness. For purchases greater than $5,000.00 price reasonableness is required and
documented by the Requesting Department for procurement. [Note: Action to verify the W
reasonableness,includes utilizing price quotes,telephone or internet research.]The Requesting
Department, to the extent practicable, should distribute micro-purchases equitably among
qualified suppliers.Documentation of the purchase in the form of a RTP,when applicable, is
necessary to the extent to demonstrate that it is an allowable cost for performance of the Federal
award(as per 2 C.F.R.§200.403)and to keep record of equal distribution to qualified suppliers.
2 C.F.R. §200.320(a) LL
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4. Noncompetitive proposals: [2 C.F.R. �200.320(f)1 [Note: this does not apply to Micro-
purchases;RESTORE ACT/Department of Treasury has sole source section that provides more
detail and should be referred to when using RESTORE ACT funds]
i. Procurement by noncompetitive proposals: Procurement through solicitation of a C3
proposal from only one source and may be used only when one or more of the following
circumstances apply: CL
CL
1)the item is available from a single source; (substantial duplication of services to
reach other sources is justification for proceeding with sole source, but this must be Z
sufficiently documented by the Requesting Department and provided to OMB/Purchasing d
Director)
2) the public exigency or emergency for the requirement will not permit a delay
resulting from competitive solicitation [Federal Note: Exigency" is generally defined as
something that is necessary in a particular situation that requires or demands immediate aid CL
or action. By comparison, the term "emergency" means an unexpected and usually
dangerous situation that calls from immediate action. Emergency will typically involve a
threat to the public or private property or some other form of dangerous situation,whereas E
an exigency is not necessarily limited.];
3) the Federal awarding agency or pass-through entity expressly authorizes
noncompetitive proposals in response to a written request from the County;or
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4)after solicitation of a number of sources,a competition is determined inadequate
[Before utilizing this exception,the Requesting Department should review the solicitation
and the publicizing of the solicitation to ensure that it was not inadvertently drafted in a
manner to reduce or eliminate competition, which resulted in the receipt of one or no
proposals. If this is found to be the case, the Requesting Department should revise the
solicitation and re-publicized the solicitation in order to resolve the competitive concerns.
The Requesting Department should also document justification for the noncompetitive
procurement and provide to OMB/Purchasing Director].
D. CONTRACTING WITH SMALL AND MINORITY BUSINESSES,WOMEN'S
BUSINESS ENTERPRISES,AND LABOR SURPLUS AREA FIRMS CL
0)
E
As per 2 CFR 200.321,the County must take the affirmative steps below and in accordance with U)
Chapter 9-Minority Business Enterprise(MBE),Small business&disadvantaged Business of this
Policy to assure minority businesses,women's business enterprises,and labor surplus area firms
are used when possible:
CL
While some of the steps below may be duplicative with those set forth in Chapter 9 of this Policy, >-
CL
the Requesting Department in conjunction with the County's OMB Department shall: 0
0
1. Ensure that qualified small and minority businesses,and women's business enterprises are CL
placed on solicitation lists.
2. Ensure that qualified small and minority businesses,and women's business enterprises are W
solicited whenever they are potential sources, including the list of DemandStar suppliers
that are notified of competitive solicitations,the Small Business Administration's Dynamic
Small Business Search website,and any additional supplier listed that may be generated.
3. Divide total requirements,when economically feasible, into smaller tasks or quantities to
Z
permit maximum participation by small and minority businesses, and women's business
enterprises.
4. Establish delivery schedules,where the requirement permits,which encourage participation r*
by small and minority businesses,and women's business enterprises.
5. Use the services and assistance,as appropriate,of such organizations as the Small Business
Administrator and the Minority Business Development Agency of the Department of q j
Commerce. ®7
6. Require the prime contractor, if subcontractors are to be let, to take the affirmative steps CL
listed above. 0
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[Federal Note: Collectively referred to as "socioeconomic contractors" or "socioeconomic co
contracting",this requirement does not impose an obligation to set aside either the solicitation or
award of a contract to these types of firms;this requirement only imposes an obligation to carry out
and document the six identified affirmative steps.]
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E. CONTRACTUAL CONSIDERATIONS
Contract(s)must include(See Appendix II to part 200):
• Mandatory standards and policies relating to energy efficiency which are contained in the
state energy conservation plan issued in compliance with the Energy Policy and
Conservation Act(42 U.S.C. §6201).
• Suspension and Debarment clause 2
• Anti-Lobbying Clause; If the contract exceeds$100,000.00,bidders must submit an Anti- CL
Lobbying Certification. 0)
E
• All procurements and contracts, involving the use of materials (e.g. debris removal and U)
other services), must comply with the requirement to make maximum use of
recovered/recycled materials as per 2 CFR§200.317, §200.322,and Chapter 11 (Recycled
Content Products)of this Policy and include the recovered/recycled materials clause.
• If the contract amount exceeds$150,000.00,it must address administrative,contractual,or >_
CL
legal remedies in instances where contractor violates or breaches contract terms and provide 0
for sanctions and penalties 0
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• If the contract amount exceeds$10,000.00, it must address termination for cause and for
convenience,including the manner by which it will be effected and the basis for settlement.
W
• Rights to Inventions Made Under Contract or Agreement must be included if applicable.
[This is not applicable to Federal Emergency Management Agency(FEMA)funding since
d
it does not award grants of subgrants associated with research and development projects.]
• If the contract or subgrant amount exceeds$150,000.00,it must include the Clean Air Act
d
and the Federal Water Pollution Control Act.
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F. CONSTRUCTION CONTRACT CONSIDERATIONS
re.
County Departments that handle construction projects are encouraged to use value engineering
clauses in contracts for construction projects of sufficient size to offer reasonable opportunities for
cost reductions.The County may use a time and material type contract only after a determination
C)
that no other contract is suitable and if the contract includes a ceiling price, i.e. lump sum/not to
exceed amount that the contractor exceeds at its own risk. 0
Time and Material contracts means that a contract whose cost to the County is the sum of i) C"
the actual cost of materials; and ii) direct labor hours charged at fixed hourly rates that Z
reflect wages, general and administrative expenses, and profit. (Please refer to time and co
material provisions as set forth in more detail in 2 C.F.R.§200.3180)(2 C.F.R.§200.318(g)
C3
If the contract is for construction,is must include the Equal Opportunity Clause.
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For construction contracts exceeding$2,000 awarded under a Federal grant, it must include a
Davis-Bacon Act Clause and Copeland Anti-Kickback Act clause addressing prevailing wage rates.
[Note that Public Assistance and Hazard Mitigation Grant Program contracts do NOT require these
clauses.]
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If the contract amount exceeds$100,000.00 and involves the employment of mechanics or
laborers,it must include a Contract Work Hours and Safety Standards Clause.
Bonding requirements for construction or facility improvement contracts exceeding$50,000.00:
The Requesting Department shall require the procurement to include 1.A bid guarantee from such
bidder equivalent to five percent(5%)of the bid price.The"bid guarantee"must consist of a firm
commitment such as a bid bond, certified check,or other negotiable instrument accompanying a
bid as assurance that the bidder will, upon acceptance of the bid, execute such contractual
documents as may be required within the time specified.2.A performance bond on the part of the 0
contractor for 100 percent of the contract price. A "performance bond" is one executed in CL
connection with a contract to secure fulfillment of all the contractor's obligations under such
contract.3.A payment bond on the part of the contract for 100 percent of the contractor price.A
"payment bond"is one executed in connection with a contract to assure payment as required by law
of all persons supplying labor and material in the execution of the work provided for in the contract.
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G. CAPITAL EXPENDITURECL
Federal Funds may not be expended for capital expenditures for improvements to land,buildings,
or equipment which materially increase their value or useful life without prior written approval of 0
the Federal Awarding Agency or pass-through entity.(2 C.F.R. §200.439(3) CL
1. Insurance Coverage: The County must provide equivalent insurance coverage for real UJ
property and equipment acquired or improved with Federal funds as provided to property
owned by the County.(2 CFR 200.310) �(
2. Real Property:
a. Title: Subjection to obligations and conditions set forth in 2 CFR 200.311,title to
real property acquired or improved under a Federal award will vest upon acquisition Z
to County. U_
b. Use: Except as otherwise provided by Federal Statutes or by the Federal awarding
agency,real property will be used for the originally authorized purpose as long as
needed for that purpose, during which time the County must not dispose of or
encumber its title or other interests.
c. Disposition: When real property is no longer needed for the originally authorized >_
purpose,the County must obtain disposition instructions from the Federal awarding
agency or pass-through entity.The instruction must provide for one of the following
alternatives: 1)Retain title after compensating the Federal awarding agenda 2)Sell CL
the property and compensate the Federal awarding agency 3) Transfer title to the 0
Federal awarding agency or third party designated/approved by the Federal Z
awarding agency. CO
3. Equipment: 2
a. Title: Subjection to obligations and conditions set forth in 2 CFR 200.313,title to
equipment acquired under a Federal award will vest upon acquisition to County.
Unless a statute specifically authorizes the Federal agency to vest title in the county CL
without further obligations to the Federal Government,the Federal agency elects to
do so,the title must be a conditional title. Title must vest in the County subject to
the following conditions: E
1. Use of equipment for the authorized purposes of the project during
the period of performance,or until the property is no longer needed
for the purposes of the project.
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2. Not encumber the property without approval of the Federal awarding
agency or pass-through entity.
3. Use and dispose of the property in accordance with 2 CFR 200.313
(b),(c)and(e)
b. Use: Equipment must be used by the County in the program or project for which it
was acquired as long as needed,whether or not the project or program continues to
be supported by Federal Award, and the County must not encumber the property
without prior approval of the Federal awarding agency. When equipment is no
longer needed for the original program or project, the equipment may be used in 0
other activities in the order of priority as set forth in 2 CFR 200.313(c)(i)&(ii) CL
c. Management Requirements: Procedures for managing equipment (including
replacement equipment), whether acquired in whole or in part under a Federal U)
award, until disposition takes place will, as a minimum meet with following
requirements: 1)Property records must be maintained that include a description of
the property,a serial number or other identification number,the source of funding
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for the property(including FAIN),who hold title,the acquisition date,and cost of
the property,percentage of Federal participation in the project costs for the Federal >_
award under which the property was acquired,the location,use and condition of the 0
property,and any ultimate disposition data include the date of disposal and sale price 0
of the property.2)a physical inventory of the property must be taken and the results CL
reconciled with the property records at least once every two years.3)The Requesting
Department along with the Property Inventory Clerk should ensure that equipment W
is part of the control system to ensure adequate safeguards to prevent loss,damage,
or theft of the property as set forth in Chapter 12 of the Policy.Any loss,damage or
theft must be investigated. 4) The Requesting Department should ensure that
adequate maintenance procedure is performed to keep the property in good
condition. 5)The County shall follow the process as outlined in Chapter 12 and
below to ensure the highest possible return. LL
i. The Requesting Department shall coordinate with the Property Inventory
Clerk to provide information as needed for their records and to maintain
information and comply with the above requirements.
d. Disposition:When the original or replacement equipment acquired under a Federal
award is no longer needed for the original project or program or for other activities >_
currently or previously supported by the Federal awarding agency, except as d3
otherwise provided in Federal statutes, regulations, or Federal awarding agency
disposition instructions,the County must request disposition instructions from the CL
Federal awarding agency if required by the terms and conditions of the Federal 0
award. Disposition of the equipment will be made as follows, in accordance with Z
Federal awarding agency disposition instruction: CO
1)Items of equipment with a current per unit fair market value of$5,000.00 or less
may be retained, sold, or otherwise disposed of with no further obligation to the
Federal awarding agency.
2)Except as provided in§200.312 Federally-owed and exempt property,paragraph CL
(b), or if the Federal awarding agency fails to provide requested disposition
instructions within 120 days,item of equipment with a current per-unit fair market
value in excess of $5,000 may be retained by the County or sold. The Federal E
awarding agency is entitled to an amount calculated by multiplying the current
market value or proceeds from sale by the Federal awarding agency's percentage of
the participation in the cost of the original purchase. If the equipment if sold, the
Page 40 of 86
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C.6.b
Federal awarding agency may permit the non-Federal entity to deduct and retain
from the Federal share$500 or ten percent of the proceeds,whichever is less,for its
selling and handling expenses.
3)The County may transfer title to the property to the Federal Government or to an
eligible third party provided that, in such cases, the County must be entitled to
compensation for its attributable percentage of the current fair market value of the
property.
4)In cases where County fails to take appropriate disposition actions,the Federal
awarding agency may direct the County to take disposition actions.
0
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Page 41 of 86
Packet Pg. 915
C.6.b
TTACHMENT A.
MEMORANDUM
To: Purchasing Department VIA: County Attorney's Office (for prior legal review/approval)
rrom: Date:,,,,,,,,,,,
Subject: Request for Competitive Solicitations
2
After obtaining legal approval,I have attached one(1)copy of the competitive solicitation approved
CL
y Pa I� w�i i'and the Notice of Request for Competitive Solicitations,as it will publish,along with one(1)
by legal the notice,P containing a copy of the approved competitive solicitation(in.pdf format)and a (eieted:C�
„
copy f e,as it will publish,(in Word format)for: ao
(Name as appears on the cover page of the Competitive Solicitation)
CL
1. BOCC Approval Date: or
CL
Asst.County Administrator or County Admin.Approval: Date:
(if emergency Asst.County Administrator or County Administrator must approve as per chapter 0
7 D.Previously Approved Projects)au�iw CL
Department Director Approval: Date:
2. Date Received for Legal Review/Approval:
Legal Approval Date: Reviewing Attorney
Opening Date Assigned by Purchasing: Date assigned:
Date Notice Transmitted to Papers by Legal/Memo Returned to Department:
3. Require vendors to submit 1 signed original of their bid(minimum required)or as specified below. LL
4. Contact person/phone#for questions regarding specifications:
5. Advertising expenses are to be charged against account:
6. Notice to run 21 30 45 60 (circle one)or days prior to bid opening.
7. To add"supplemental suppliers"please provide company name and email address
(attach list if more than one or more room needed). CL
In addition to the local newspapers,please place notice in the following advertising z
newspapers.
Must have Department Director approval for additional advertising.
nc os copy approved competitive pmpetitive solicitation,notice and one(1)fjaal f: iryi a arty
arle O ia a lui O el a ii: GiV l
I Revised BOCC 7 07 F, Deleted: E ,
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Page 42 of 86
Packet Pg. 916
C.6.b
ATTACHMENT B.
(Sample Form)
NOTICE OF REQUEST FOR COMPETITIVE SOLICITATIONS
NOTICE IS HEREBY GIVEN that on May 10, 2018 at 3:00 P.M. the Monroe County
Purchasing Office will receive and open sealed responses for the following: 0
KEY LARGO II ROADWAY AND DRAINAGE
IMPROVEMENT PROJECT
MONROE COUNTY,FLORIDA
Pursuant to F.S. 50.0211(3)(a), all published competitive solicitation notices can be viewed at CL
www.floridapublicnotices.com, a searchable statewide repository for all published legal notices. >-
Requirements for submission and the selection criteria may be requested from DemandStar by CL
Onvia at www.demandstar.com OR www.monroecountNbids.com. The Public Record is 0
available at the Monroe County Purchasing Office located at The Gato Building, 1100 Simonton CL
Street,Room 2-213,Key West,Florida. All Responses must be sealed and must be submitted to :3
the Monroe County Purchasing Office. W
Publication dates
Citizen Mon.,03/26/18&04/02/18 Z
News Barometer LL
cxs
Keys Weekly
(please note that as per F.S.336.44 publication at least once each week for 2 consecutive weeks
is required for road projects. Consult with the reviewing county attorney for specific r*
advertising requirements.)
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Page 43 of 86
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C.6.b
ATTACHMENT B.I.
APPROVAL TO ISSUE ADDENDUM
All addenda to a request for sealed competitive solicitations must be available for viewing on
Demandstar no later than five(5)days prior to the advertised opening(not counting the day of
the opening) and/or in compliance with any other applicable requirements. Addenda shall
clearly point out any addition or change to the specifications.
0
It is the responsibility of the Requesting Department Director to ensure that all CL
addenda is reviewed and approved by legal prior to submission to Purchasing.
a�
All addenda must be accompanied by this Approval to Issue Addendum form which must be
executed by the reviewing County Attorney or Assistant County Attorney and the Requesting
Department Director (as applicable) or their designee PRIOR to submission to Purchasing for CL
approval and execution by the Purchasing Director or designee. Addenda received by >-
Purchasing without this form or without proper execution will be returned to the Requesting CL
Department Director. 0
CL
County Attorney or Assistant County Attorney Date
d
Department Director(or designee) Date
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cxs
Purchasing Director(or designee) Date
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Re: CL
(Name as appears on the cover page of the Competitive Solicitation)
Page 44 of 86
Packet Pg. 918
C.6.b
ATTACHMENT B.2.
MONROE COUNTY
INVENTORY DELETION REQUEST
TO: ,Property Clerk FROM:
Finance Dept.,Stop 8
DATE:
2
M.C. Serial Asset Date Original&Est. 0
I.D.Number Number Description Purchased Present Value
U)
0
CHECK ONE(1)APPROPRIATE LINE BELOW:
APPROVAL TO ADVERTISE FOR BIDS.
APPROVAL TO DISPOSE OF IT. _
APPROVAL TO REMOVE FROM INVENTORY AND DONATE TO: U-
REASON FOR REQUEST:
PREPARED
C�
BY: DATE:
Signature
CL
DEPARTMENT DIRECTOR C0
APPROVAL:
Signature O
CL
Page 45 of 86
Packet Pg. 919
C.6.b
MONROE COUNTY
COMPUTER RELATED EQUIPMENT
INVENTORY DELETION REQUEST
(ATTACHMENT B.3.)
TO: ,Property Clerk FROM:
Finance Dept.,Stop 8
DATE:
M.C. Serial Date Original&Est.
I.D.Number Number Asset Description Purchased Present Value CL
U)
CHECK ONE(1)APPROPRIATE LINE BELOW:
CL
APPROVAL TO ADVERTISE FOR BIDS. L)
APPROVAL TO REMOVE FROM INVENTORY AND DISPOSE OF IT. CL
APPROVAL TO REMOVE FROM INVENTORY AND DONATE TO:
REASON FOR REQUEST:
PREPARED BY:
DATE:
Signature
LL
Printed Name
DEPARTMENT DIRECTOR
C)
APPROVAL:
Signature
CL
Printed Name C0
INFORMATION TECHNOLOGY
APPROVAL:
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Signature
CL
Printed Name
Page 46 of 86
Packet Pg. 920
C.6.b
MONROE COUNTY
FIXED ASSET TRANSFER FORM
(ATTACHMENT B.4.)
TO: ,Property Manager FROM:
FINANCE DEPT,Stop#8
2
ASSET I.D.NUMBER&DESCRIPTION SERIAL NUMBER
CL
0)
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U)
CL
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LOCATION LOCATION
FROM: TO:
Cost Center Number: Cost Center Number:
Cost Center Name: Cost Center Name:
Location of Asset: LL
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OWNERSHIP CHANGE: YES NO
0
DATE:
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SURRENDERING
DEPARTMENT: co
Print name:
2
RECEIVING DEPARTMENT:
Print name:
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Page 47 of 86
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C.6.b
ATTACHMENT C.
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS g
PURCHASING CARD POLICY & PROCEDURES
PURPOSE: To establish those procedures under which departments will control the use
of Purchase Cards assigned to and utilized by Board of County Commissioners (BOCC)
employees for purchasing non-restricted commodities and services on behalf of the BOCC. CL
These procedures are intended to accomplish the following: CD
E
1. To ensure that the procurement with Purchasing Cards is accomplished in
accordance with the policy and procedure established within this and other
sections of this manual.
2. To enhance productivity, significantly reduce paperwork, improve controls, and CL
overall cost associated with purchases. >-
3. To ensure appropriate internal controls are established within each department CL
procuring with Purchasing Cards so that they are used only for authorized purposes. 0
C)
4. To have timely and meaningful management reports which detail and summarize CL
periodic activity.
5. To ensure that the BOCC bears no legal liability from inappropriate use of
Purchasing Cards.
6. To provide a convenient method for purchases, consolidate payments, improve
customer service, reduce transaction cost, streamline processes, and capture
spending information.
7. Ensure prompt payment to vendors.
8. Provide hard data on purchase activity with vendors in order to achieve savings by Z
negotiated discounts based upon the volume of business with the vendor.
9. Specific advantages within the Purchasing Card Program itself include the various
ways that limits and restrictions can be established that allow the tailoring of
individual cards to fit the needs of the user. This will extend purchasing
responsibility to more individuals than in the current purchasing environment,
while maintaining or even increasing accountability.
C3
The success of the BOCC Purchasing Card Program relies on the cooperation and
professionalism of all personnel associated with this initiative. The most important CL
C?
participant is the Cardholder. The individual user is the key element in making this Z
program successful. co
Finally, it is intended that the procedures established herein are viewed as minimum 0
standards for each department,who may wish to establish additional controls beyond those 0�
suggested by the procedures. �
SCOPE: This procedure will be applicable to those departments who have selected
employees to use Purchasing Cards to purchase goods,services,travel and training,or for
specific expenditures incurred under conditions approved by these procedures, i.e.
emergencies. The decision of when a Purchasing card is issued,to whom,and the dollar
Page 48 of 86
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C.6.b
limitations will be as requested by the Department Director and approved by the Office of
Management and Budget Director and/or the Purchasing Card Program Administrator.
APPLICABILITY: This procedure applies to all departments of the BOCC.
BACKGROUND: A number of unique controls have been developed for this program
that does not exist in a traditional credit card environment. These controls ensure that each
card can be used only for specific purposes and within specific dollar limits.
In addition,certification of all purchases is required by each Cardholder,with verification 0
performed by their immediate supervisor before payment is made to the vendor. CL
0)
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LIMITS AND RESTRICTIONS: The following limits can be uniquely established: U)
1. Spending amount per day,billing cycle,and month. The Cardholder can only
incur transactions totaling a predetermined dollar amount within any defined
period. CL
2. Number of transactions per day,billing cycle,and month.The Cardholder can CL
only incur a predetermined number of transactions within a predefined period. 0
CL
3. Single Purchase Amount. A limited dollar amount for any single transaction.
Cardholders shall not split transactions to stay within their limits.
W
4. Merchant Category Codes (MCC). The MCC are assigned by VISA to a
merchant which identifies the primary type of goods or service they provide. The
MCC are designed to offer every combination possible and restrictions are imposed
at the point of sale if the blocked merchant requests authorization for the
transaction.
U-
BENEFITS: There are many benefits to using the Purchasing Card including:
re.
1. Board of Countv Commissioners Benefits:
a. Simplifies the purchasing process for the large number of low dollar
purchases,freeing up time for large dollar purchases.
b. Significantly reduces the overall transaction processing cost per purchase.
C. Increased accountability. 0
d. Provides management information electronically which is currently CL
unavailable. 0
Z
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2. Cardholder Benefits:
a. Convenience of purchasing without an intensive Requisition/Purchase
Order processing system.
b. Expedites the delivery of goods or services to the job site.
C. Expands the list of merchants from whom purchases can be made. CL
3. Merchant Benefits:
a. Expedites payment to the merchant within 48 hours
b. Reduces merchant maintained"account"paperwork.
C. Lowers risk of nonpayment.
Page 49 of 86
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C.6.b
TRAINING: All Cardholders i� l;,,complete training before they are issued a Purchasing Deleted:will
Card.
1. Participating in the Purchasing Card Program is a privilege being offered by the
BOCC. If the County Administrator through the Purchasing Card Program
Administrator becomes aware of any inappropriate or late approval of
transactions,Cardholder privileges may be cancelled.
2. It is expected that the Purchasing Card Procedures and N [raining
i;; will assist you in making this program a success. Deleted: program
6
CL
1. CARDHOLDER SPENDING LIMITS 0)
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U)
1.1. The Delegation of Authority that has been provided to each Cardholder
will set the maximum dollar amount for each single transaction up to a
maximum amount of$2,499.99 at the Director Level for the small non-
CL
stocked products and services or for travel and training. Each time a
Cardholder makes a purchase with his/her Purchasing Card,this limit will >-
be checked, and the authorization request will be declined should the 0
amount exceed the limitation. 0
CL
1.2. Purchasing Cards issued to the Mayor and County Commissioners,
County Administrator, Assistant County Administrators, Department W
Directors, Purchasing Card Program Administrator, Purchasing
Agents/Buyers may be authorized for a higher maximum amount per
purchase.
1.3. Purchasing Card Program Administrator or Backup Purchasing Card
Administrator may establish different limits for each employee with the U-
recommendation of the employee's Department Director and
approval by the County Administrator or Assistant County Administrator.
Assistant County Administrators or Purchasing Director may delegate
authority when and where such action is deemed necessary.
2. USE OF PURCHASING CARD 0
2.1. THE PURCHASING CARD IS TO BE USED FOR BOCC CL
PURCHASES ONLY. CASH ADVANCES THROUGH BANK 0
TELLERS OR AUTOMATED TELLER MACHINES ARE _
PROHIBITED. co
2.2. CARDHOLDER RESPONSIBILITY — The Purchasing Card that the d3
Cardholder receives has his/her name embossed on it and the card shall
not be lent to any other person. CL
2.2.1. Every Cardholder is responsible for the security of their Purchasing
Card. All precautions shall be used to maintain confidentiality of the E
Cardholder's account number and expiration date of the Purchasing Card.
Page 50 of 86
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C.6.b
2.3. CONDITIONS FOR USE—The total of a single purchase to be paid for
using the card may be comprised of multiple items but cannot exceed the
authorized single invoice limitation. Purchases will be denied if any preset
limits are exceeded. Payments for purchases are not to be split in order
to stay within the single purchase limit.
2.4. When using the Purchasing Card,Cardholders should:
2.4.1. Ensure that the goods or services to be purchased are allowable.
2.4.2. Determine if the intended purchase is within Cardholder's
Purchasing Card limits. 0
2.4.3. Advise the supplier/merchant that the purchase will be made CL
using the VISA Purchasing Card in advance. 0)
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2.4.4. Inform the merchant that the purchase is tax-exempt. Review the U)
receipt before leaving the store and if taxes were included,
request a credit.
2.4.5. If using the Purchasing Card for travel, membership dues,
CL
conference, training or other transactions that require prior
approval, make sure all appropriate forms are completed and >_
approved prior to making the purchase. 0
0
2.5. When placing telephone ; o 1 orders,Cardholders should notify the Deleted:or mail CL
merchant in advance and request that a credit be processed for the amount
of the tax charged. W
2.5.1. If you place a telephone or i�Mten Met order and sales tax was charged, Deleted:mail
contact the merchant and request that a credit be processed for
the amount of the tax charged.
d
2.5.2. Purchases made in Florida and for use in Florida are exempt LL
from Florida sales and use taxes. The BOCC tax exempt
identification number is printed on the Purchasing Card.
2.5.2.1. As with all BCOC purchases, the Cardholder must be diligent
when dealing with the merchant regarding taxes.
C)
2.5.3. Make sure the merchant understands that charges are not to
be billed until the item(s) are actually received by the CL
Cardholder. 0
2.5.4. If an item(s)is not currently in stock,and is back ordered, remind co
the merchant that the Purchasing Card cannot be billed until the
back ordered item(s)are actually received by the Cardholder.
2.5.5. To ensure prompt delivery of items ordered by telephone or by CL the
appropriatedelivery of Deleted:mail
information— do not use Pot Office Box orr" ip To" drre
� .
Request that you name and"Ship To"address with room number E
(where applicable) are clearly marked on the outside of the
package.
Page 51 of 86
Packet Pg. 925
C.6.b
2.5.6. Instruct the merchant to send the sales receipt directly to the
Cardholder and not to send an invoice to the Clerk's Office,
since the merchant will be paid by the merchant's financial
institution.
2.5.7. Tell the supplier/merchant that any shipping or delivery fees
must be included in the unit price — FOB: Destination. (A
delivery point in Monroe County.)
2.6. Returning Merchandise Purchased with the Card — Cardholder is 0
responsible for managing any returns/exchanges and ensuring that proper CL
credit is received for returned merchandise. 0)
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U)
2.6.1. Contact the vendor and obtain instructions for return.
2.6.2. Review your next card statement to ensure that your account is
properly credited for the return.
CL
2.6.3. A pattern of returns and exchanges that indicate improper or
inaccurate initial product selection shall be reviewed and may >-
result in loss of privileges for the card holder. 0
0
2.7 The Purchasing Card may be used for other travel or transportation related CL
expenses as follows:
2.7.1. When Cardholder must check a bag, and the airline imposes a
charge,the check bag charge is allowed.
2.7.2. A 20%tip for taxi drivers is allowed. The tip should not
exceed 20% and should be included as part of the original
transaction."
Z
2.7.3. Hotel internet charges necessary to conduct OFFICIAL LL
COUNTY BUSINESS while on County travel is allowed.
Traveler must certify on the daily transaction log and official
Florida State Travel Voucher that the expense was required to
conduct County business.
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rJf Jlcr I11 j t r rjo Jff„1 lr�i�i rl11 lrJf 1 f,'r,f]�Y
to f„i 1111' J If 111 fl,t�fr 1 itjn,m to alr��� to z
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3. DOCUMENTATION, RECONCILIATION AND PAYMENT
PROCEDURESCL
3.1. Documentation—Any time a purchase is made that will be paid using the
Purchasing Card,the Cardholder is to obtain a customer copy of the charge
slip,which will become the accounting document. Make sure all carbons,
if used,and any excess copies are destroyed.
Page 52 of 86
Packet Pg. 926
C.6.b
3.2. Missing Documentation — Missing documentation may result in the
cancellation of the employee's purchasing card. NO exceptions will be
made. Cardholders must keep all receipts,boarding passes and any other
documentation such as packing slips registration,etc.as normally required
by the Clerk of the Court for payment.
3.3. Payment and Invoice Procedures—Purchases made by employees will be
paid by the Clerk's Office once the Cardholder's certification and the
approving official's verification as been completed an the _t��x,,,,,, 0
8C`COLIi MY number has been assigned for each transaction. 2
CL
3.3.1. Receipts: The Purchasing Card receipt or vendor's sales receipt 0)
for purchases must be supplied. When purchases are conducted E
by telephone, you must fill out the Telephone Order Forms and
request the vendor to forward the receipt to you. These receipts,
and any Telephone Order Forms, are to be stapled to the Daily
Purchase Card Purchase Report. Failure to keep adequate
receipts will lead to the loss of Purchasing Card privileges. >_
CL
3.3.2. The Purchasing Card issuer, Bank of America, will provide one
copy of the billing statement to the Program Card Administrator 0
CL
at the end of the billing cycle. The Cardholder may request a
copy of the billing statement at any time. This statement will have
a listing of all items processed with the billing cycle. In addition W
to the monthly billing statement,the Purchase Card Administrator
or designee will periodically review the Cardholder's statement
using Bank of America's on-line services.
3.3.3. Immediately following a purchase, the Cardholder must submit
LL
the charge slip to his/her department's director, via their
immediate supervisor. The charge slip must be stapled to a
completed Daily Purchase Card Purchase Report. Non-
compliance may mean denial of future use, or other disciplinary
action.
C3
3.3.4. The department's director reviews the Daily Purchase Card
Purchase Report received from the Cardholder and where 0
applicable,a"Statement of Dispute",is attached. Once review is CL
C?
completed,the department's director will forward to the Z
Purchasing Card Program Administrator within tlMre�, (_,� days Deleted:goo 55 �
after receipt from Cardholder. The department's director will fax Deleted:z
all"Statement of Disputes"to Bank of America. 0
3.3.5. Travel: The Purchasing Card Issuer will issue the "StatementCL
on a scheduled basis each month. It will be the responsibility of
the Cardholder to provide his/her designated representative with
the receipt for that month should travel or extended leave be
scheduled at the time the statement is due and he/she will not be
able to complete the statement. The designated representative
will complete and make a copy of the statement for the absent <
Page 53 of 86
Packet Pg. 927
C.6.b
o shall forward the copy of the statement to the
Purchasing Card Administrator with the rest of the Cardholder's
statements. The original Cardholder statement will be signed
by the employee at the time he/she returns and submitted.
3.3.6. The Purchasing Card Administrator will be responsible for
reviewing completed statements from all Cardholders, verifying
approval of purchases, resolving any questions on the purchases,
and signing the cover letter that accompanies the statements and
forwarding completed package with all attachments to the Clerk's 0
Office within seven(7)working days after receipt from the CL
department directors.All statements should be furnished to
Clerk's Office at the same time. Should the Purchasing Card U)
Program Administrator not receive all of the statements,it will be
his/her responsibility to contact the appropriate department director
and have the statements furnished at once. If,however,one or more
CL
statements are for some reason not received, the remaining
statements shall not be held while that one or more are pending. >-
0
3.3.6.1. All late attachments to the Statement must be stapled to the 0
statement and be sent to the Clerk's Office not later than the CL
seventh working day after being received by the Card
Administrator. W
ll!
3.3.7. If a Cardholder had no purchase activity on his/her credit card
for a particular billing cycle,no Statement will be generated for
the Cardholder (unless adjustments for previously billed
transactions are processed during that cycle).
U-
4. TRANSACTION APPROVAL
4.1. Approval of the transactions that a Cardholder had made using their
Purchasing Cards, will not be totally defined in this procedure.
Department Directors, because of his/her knowledge of the job >-
responsibilities of Cardholder, are required to look at each d3
Cardholder's purchases,and at the merchant who made the sale in
order to determine if these items were for Official Use and if they CL
were items allowed to be purchased in accordance with the 0
instructions provided. Z
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4.1.1. If for any reason the Department Director questions the
purchase(s), it is his/her responsibility to resolve the issue with
the Cardholder. If they cannot be satisfied that the purchase was
necessary and for Official Use, this would include an accidental CL
or inadvertent purchase, then the Cardholder must provide an
immediate payment for the purchase or a Credit Voucher proving
the item(s)had been returned for credit. E
4.2. The County Administrator will be responsible for resolving abuses
by each Cardholder. Appropriate disciplinary action will be taken
Page 54 of 86
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C.6.b
against any Cardholder who misuses their privileges of up to and
including dismissal.
4.2.1. Should it be evident that an unauthorized purchase was
knowingly made, the County Administrator will determine what
action will be taken based on the facts presented by the
Purchasing Card Program Administrator.
5. DISPUTES/UNAUTHORIZED CHARGES
0
5.1. If a suspicious charge appears on a monthly statement, the Cardholder CL
should first attempt to verify the charge with records of purchase. If the 0)
E
Cardholder does not agree with the charge posted on the statement, the U)
Cardholder must notify the bank in writing,using the"Cardholder Dispute
Form". A copy of the"Cardholder Dispute Form"will be forwarded with
the statement through the end-of-month processing cycle for the statement.
CL
The bank will research the disputed charge and make the necessary
adjustments. >-
0
0
5.2 Credit to Account — When the bank receives proper notification of a CL
disputed charge,the charge amount will be removed from the total owed by
BOCC and shown on the monthly statement as a"suspense"item. When UJ
the dispute is resolved,the charge will either be removed from the monthly
statement (if the charge was improper) or charged to the Cardholder's
department(if research shows the charge was valid).
5.3. If items purchased with the Purchasing Card are found defective or the
repair or services faulty, the Cardholder has the responsibility to return LL
item(s) to the merchant for replacement or to receive a credit on the
purchase. (Returns that require shipping will be coordinated through the
Purchasing Department.)CASH REFUNDS WILL NOT BE PERMITTED.
If the merchant refuses to replace or correct the faulty item, then the
purchase of this item will be considered to be in DISPUTE.
C)
5.4. A disputed item must be noted on the Cardholder's Statement. In addition,
a"Cardholder's Statement of Disputed Item"form must be completed by CL
the Cardholder with appropriate documentation attached,if necessary. This 0
form will be forwarded with the statement through the end-of-month Z
processing cycle for the statement. d
2
5.5. Disputed items are items that the customer(County)does not believe he/she d3
has received the item purchased,or the item has a defect. The dispute must
be resolved between the merchant and the cardholder before any payment CL
can be made.
5.6. It is essential that the time frames and documentation requirements
established by the Purchasing Card Issuer be followed to protect the
Cardholder's rights in dispute. Dispute policies and procedures issued by
d
Page 55 of 86
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C.6.b
the Purchasing Card Issuer will be provided at the time Purchasing Cards
are issued to Cardholder.
5.7. Fraudulent or improper items may be covered by the Liability Waiver.
However,disputed items are not considered fraudulent.
6. REQUEST FOR INITIAL,ADDITIONAL OR CHANGES TO
PURCHASING CARD
0
6.1. Requests for a new Cardholder or changes to a current Cardholder will be CL
done by submitting"Request for Purchasing Card"form. The Form will be 0)
E
processed by the affected Department Director, who will forward the U)
request to the Purchasing Card Program Administrator.
6.2. All requests for Purchasing Cards must be approved by the Purchasing Card
CL
Program Administrator and/or the Office of Management and Budget
Director. >-
0
6.3. The Purchasing Card Program Administrator's name must be provided to 0
Clerk's Accounts Payable/Receivable Department and kept current. CL
6.4. When Purchasing Card Program Administrator receives the Purchasing Uj
Card from the credit card issuer,they shall print on the back of the card the
following statement:
"SEE DRIVER'S LICENSE"
7. ANNUAL INVENTORY OF PURCHASING CARDS
On an annual basis,the Purchasing Card Program Administrator will provide a list
of Purchasing Cards issued to employees for each department. The Purchasing
Card Program Administrator will conduct a physical inventory of Purchasing Cards
and prepare a report on the results of the physical inventory. Additionally, spot
check inventories of partial or whole departments may be held at any time and >-
without prior notification. C3
8. LOST OR STOLEN PURCHASING CARDS CL
8.1. Should an employee lose or have their Purchasing Card stolen, it is the
responsibility of the Cardholder to immediately notify the credit card issuer, d
their Department Director,the Purchasing Card Program Administrator and
the Clerk's Accounts Payable/Receivable Department of the loss. The
telephone number of the credit card issuer will be provided when the
Purchasing Card is issued to the Cardholder. CL
8.2. To report a lost/stolen card:
The Cardholder must call Bank of America,Customer Service,at 800-538- E
8788 immediately upon discovering that the card has been lost or stolen.
Help is available 24 hours a day. Also call the BOCC Purchasing Card
d
Page 56 of 86
Packet Pg. 930
C.6.b
Administrator as early as possible on the first available business day during
normal business hours at(305)29" 3 1� Deleted:s 43„15
8.3. Failure to promptly notify the issuing bank of the theft, loss, or
misplacement of the Purchasing Card could make the BOCC and/or the
Cardholder responsible for any fraudulent use of the card and result in loss
of privileges and/or disciplinary action for the Cardholder.
9. EMPLOYEE TERMINATION/TRANSFER 0
CL
9.1 A Cardholder who terminates their employment must relinquish their 0)
E
Purchasing Card at the time of the separation from BOCC to their U)
Department Director who will forward the card to the Purchasing Card
Programs Administrator. The Purchasing Card Program Administrator
will notify the bank and the Cardholder's card will be immediately
CL
deactivated. A Cardholder who fraudulently uses the Purchasing Card
after separation from BOCC will be subject to legal action. >-
0
9.2. Transfer of an employee within their Department — If a Cardholder is 0
transferred with their department, it will be the responsibility of the CL
Department Director to determine if the Cardholder should retain his/her
current Purchasing Card. If it is determined that the Purchasing Card W
should be kept by the Cardholder, the master file will be changed upon
notification to the Purchasing Card Program Administrator, using the
New Card/Change From, thereby eliminating the need for issuing a new
Purchase Card.
d
9.3. Transfer of an employee to another BOCC Department- If a Cardholder
is transferred to another BOCC department,it will be the responsibility of
the new Department Director to determine if the Cardholder should retain
his/her current Purchasing Card. If it is determined that the Purchasing
Card should be kept by the Cardholder, the master file will be changed
upon notification to the Purchasing Card Program Administrator, using >-
the New Card/Change Form, thereby eliminating the need for the issuing d3
of a new Purchasing Card.
0
CL
9.4. Purchasing cards cancelled for any reason,shall be destroyed by cutting it
down the center of the magnetic strip and returning both parts to the Z
Purchasing Card Program Administrator for recording and destruction. CO
2
10. AUDITS/REVIEWS d3
10.1. The Card Program Administrator may randomly review Card activity and CL
usage and receipt retention for compliance.
10.2. The Clerk's office may conduct random audits on card activity and usage
and receipt retention,reconciliations,compliance,etc.
Page 57 of 86
Packet Pg. 931
C.6.b
11. FEEDBACK
Your feedback regarding this program is important. The Purchasing Card Program
Administrator needs to know if you have any issues and we welcome suggestions
for improvement.
12. ACCOUNTING/PURCHASING PROCEDURES AND ACCOUNTING/
TRAVEL AND TRAINING PROCEDURES
These procedures must be in compliance with Monroe County's Purchasing Policy 0
and Procedures and must be incorporated with the State of Florida Purchasing Card CL
Guidelines,where applicable. 0)
E
U)
13. MERCHANT SIGN-UP
It is important to the success of the Purchasing Card Program that merchants
CL
interested in doing business with the BOCC via the Purchasing Card receive
assistance in doing so. If merchants currently accept VISA credit cards,they are >-
already equipped to accept BOCC Purchasing Cards. A merchant who is not 0
currently accepting VISA credit cards should contact the Bank of America 0
merchant service provider,their own financial institution,or other merchant service CL
provider.
C)
CL
co
C)
CL
Page 58 of 86
Packet Pg. 932
C.6.b
QUICK REFERENCE
1. What is a Purchasinz Card?
■ A credit card that is used as an alternative payment method for small dollar
and travel and training expenditures for non-stocked products and services,
for travel and training, or as otherwise approved for the individual
Cardholder.
2. What re the advantages of using the Purchasing Card?
■ Improved user satisfaction due to prompt order confirmation and 0
accelerated product receipt. CL
■ Improved vendor relations by eliminating the potential for late payments 0
the vendor is paid within 48 hours. U)
3. Who may have a Purchasing Card,and how do you obtain one?
■ Any Commissioner and/or employee responsible for making purchases
CL
that is recommended by their Department Director and is approved by
the Purchasing Card Program Administrator. >_
0
4. What is the responsibility of the Cardholder? 0
■ Upon acceptance of the Purchasing Card, employee must sign a CL
"Cardholder Agreement". Signing this agreement, acknowledges
employee receipt of the card and acceptance of responsibility for abiding W
by the terms and conditions of the agreement.
■ Ensure that usage of the card conforms to procedures and that the card is
used only for official business purposes.
■ Cardholder will obtain and verify charge receipts after each purchase and
attach to the Daily Purchase Card Purchase Report.
■ Cardholder must obtain their Department Director's approval on the LL
Daily Purchase Card Purchase Report.
■ Initiate and handle disputed charges.
5. What is the Department Director's responsibility?
■ Identify and recommend employees who should be issued a Purchasing >_
Card. 0
■ Identify and recommend limitations.
■ Ensure that the Purchasing Cards used in their department conform to CL
BOCC policy and program guidelines as well as the Purchasing manual. 0
■ Review and sign detailed Daily Purchase Card Purchase Report. Z
■ Forward Reports with receipts to the Purchasing Card Program CO
Administrator.
C)
6. What is the responsibility of the Purchasing Card Program Administrator?
■ Manage, authorize, terminate, and maintain a file of individuals CL
authorized to conduct Purchasing Card transactions.
■ Respond to questions concerning Purchase Card expenditures.
■ Periodically review Cardholder's activity using Bank of America's on- E
line services. a'
Page 59 of 86
Packet Pg. 933
C.6.b
7. How are purchases made?
■ Cardholder calls or visits vendor and places order.
■ Cardholder provides the vendor with the Purchasing Card number and
delivery instructions.
8. Does the Purchasing Card have a spending limit?
■ Individual transactions limited up to a pre-approved amount for small
non-stocked products and services, for travel and training, or as
otherwise approved by the Purchasing Card Program Administrator
under the direction of the Office of Management and Budget Director and 0
the County Administrator. CL
0)
E
9. What happens if the statement is incorrect or an item needs to be returned? U)
■ Cardholder notifies credit card issuer if incorrect charge is identified on
the statement.
■ Cardholder works with the vendor to arrange for returns and credit.
CL
■ Cardholder verifies that credit appears on next statement.
CL
10. What types of purchases are allowable?
■ The Purchasing Card is to be used for purchases of small dollar 0
expenditures. These items can be purchased and picked up directly at the CL
vendor, or can be ordered by telephone or fax and delivered to the
Cardholder. Uj
ll!
11. What purchases are disallowed?
■ The Purchasing Card cannot exceed limitations placed on the individual
card for non-stocked products and services,for travel and training or as
otherwise approved by the Purchasing Card Program Administrator.
■ Splitting of requirements—not allowed. LL
■ Entertainment
■ Meals—The County has an ordinance in effect with respect to meals,please
see Ordinance No. 009-2015. Restaurant commodity codes will be
excluded and meals are prohibited.
■ Personal use.
■ Cash advance. 0
■ Gasoline.
■ Vehicle Repairs(excluding Fleet Management). CL
■ Alcoholic beverages. 0
■ Tobacco products.
■ Non-work or personal use items and services. d
■ Services such as consultants or construction.
■ Telephone Credit Card.
12. It should be noted that the Purchasing Card will be used by designated personnel to CL
pay for issued Purchase Orders and other purchases not available to the general
users. as
E
Page 60 of 86
Packet Pg. 934
C.6.b
DEFINITIONS
Appointed Representative—An individual the Department Director selects to act on their
behalf.
Approver—A person delegated the responsibility of reviewing Cardholder transactions to
ensure the appropriateness of activity and timely processing of charges (Department
Director).
Billing Cycle—The monthly billing period that begins the 4 h day of each month and ends
the 27'day of each month with a 14-day grace period before payment is due. 2
Cardholder—The BOCC employee to whom a written Delegation of Authority has been 0
given granting the use of the Purchasing Card to make purchases within present limits on CL
behalf of BOCC. 0)
E
Cardholder Profile—Parameters that are set for a designated Cardholder that identify the U)
Cardholder,sets default accounting codes and provides restrictions or spending limitations
in the Purchasing Card system.
Cash Advance—Prohibited on the Purchasing Card as well as personal purchases.
CL
Charge Slip/Documentation—Itemized list of individual purchases on receipt.
Contractor/Issuer—Bank of America. >_
Credit—Charged amount removed from total owed by the BOCC. 0
Cycle Limit—A maximum dollar value of charges and/or number of transactions that may 0
be applied to a Cardholder's purchasing authority for the billing cycle. CL
Daily Limit-A maximum dollar value of charges and/or number of transactions that may
be applied to a Cardholder's purchasing authority per day. W
Delegation of Authority — A document issued by the Purchasing Card Program
Administrator that established the individual as an authorized Cardholder. The delegation
of authority will specify spending and usage limitations unique to that Cardholder.
Delivery Address — Complete address including Cardholder's name and room number
(where applicable).
Designated Representative — Department Director is to review Cardholder's monthly U_
statement's receipts and transactions to ensure the appropriateness of activity and timely
processing of charges and/or credits applied to that department.
Dispute—For items purchased and found defective or faulty,the Cardholder can return the
item to the merchant who will initiate a credit that will appear on the next month's statement
of account.
MCC—Merchant Category Code assigned to merchant by the Credit Card Company, i.e. 0
VISA,which identifies the primary goods or services provided by the merchant.
Monthly Limit—A maximum dollar value of charges and/or number of transactions that CL
may be applied to a Cardholder's purchasing authority during a month. 0
Non-stock Materials—Materials not available through supply inventory. Z
Official Use—Necessary merchandise purchased for BOCC use. d
Payer-The payer will be Monroe County Board of County Commissioners, through the
Finance Department,ensuring that adequate or appropriate accounting codes are assigned.
Normally,this will be the last level of review prior to processing for payment but is not part
of the"approval"levels. CL
Purchasing Card—A credit card that is used as an alternative payment method.
Purchasing Card Programs Administrator—The individual who is responsible for the
Board of County Commissioners'(BOCC)Purchasing Card Program. E
Reconciler—The individual who reconciles Cardholder receipts.
Reconciliation—Balancing charge slips with bank statement.
Services—Non-personal temporary work.
Page 61 of 86
Packet Pg. 935
C.6.b
Single Purchase Limit—Each Cardholder will be limited to a preset maximum amount on
any single small non-stocked product or service, for travel and training or as otherwise
determined by the Purchasing Card Program Administrator.
Small Purchase—An acquisition of supplies,and non-personal services in the amount of
$999.99 or less and purchased without a Purchase Order.
Statement—Monthly record of charges and credits.
Tax Exemption—All purchases shall be exempt from state and local taxes,in accordance
with state law.
0
CL
a�
CL
CL
0
CL
C)
CL
cia
C)
CL
Page 62 of 86
Packet Pg. 936
C.6.b
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
REQUEST FOR PURCHASING CARD
To: Purchasing Card Program Administrator
From:
DEPARTMENT NAME
2
Subject: REQUEST FOR PURCHASING CARD CL
0)
Request the following employee be authorized a BOCC Purchasing Card: E
U)
Full Name: (Type or Print)
CL
Sample Signature: >-
CL
Title: Employee Number: 0
CL
Florida Driver's License#
Immediate Supervisor:
Restrictions: Single limitation: $
d
Monthlylimitation: $................................................................................................... LL
cxs
Types of products to be authorized:
re.
CL
C)
COUNTYADMINISTRATOR/ PURCHASING CARD ADMINISTRATOR
ASSISTANT COUNTY ADMINISTRATOR (TYPE OR PRINT) Z
(TYPE OR PRINT)
SIGNATURE OF COUNTY ADMINISTRATOR/ SIGNATURE OF PURCHASING CARD ADMINISTRATOR
ASSISTANT COUNTY ADMINISTRATOR CL
cc:Authorized Employee
Page 63 of 86
Packet Pg. 937
C.6.b
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
k)j hf I f "iI , I; y
2
CL
,s ..
Deleted:Please review the terms stated below
-fi and sign:T .�
I
Deleted:T
I agree to use this Purchasing Card only for actual and neci
BOCC business expenses incurred by me in accordance wi 1
fl
BOCC Purchasing Card Procedures¶ CL
i )j 1 C1)f C { Deleted: have read
the Purcha therein d Procedures,
e CL to
�...` abide by thePacknowledge
of this card for any purpose other than BOCC approved bu
expenses are prohibited and will be grounds for corrective CL up
to and including termination. In addition,I agree that I mu
;, ,'.
�^ reimburse the BOCC for any such charges.¶
' Deleted:I agree to surrender the Purchasing Card imme c
LLJ
upon retirement,termination or upon request of an authori:
representative of the BOCC. I understand that use of the P ng
I Card after privileges are withdrawn is prohibited T
Deleted:
1......... ,�s ,�........................... issuing (Bank-anofAmerica)bytelephone.Inwillacoii LL
� Le 1
telephone notification by mail or facsimile to the issuing N 4M -
Bank Contact: Jeri winldeblacl{_Account Manager with a copy to my Department Director and the Purchasing 'r-
85�- FaX: 85�-561-1965 Program Administrator. I understand that failure to promp fy
the issuing bank of the theft,lost,or misplaced Purchasing 1
could make me responsible for any fraudulent use of the cE C*
Customer Service: 8 Fax:757-823-7473 Deleted: Vice President,Florida
Deleted:561 1737
Cardholder: Deleted:oo ®7
TYPE OR PRINT NAME "'
Deleted:822 CL
Signature: Deleted:5985
Z
55
Date:
2
C3
Department:
CL
Phone Number:
cc: Cardholder
Page 64 of 86
Packet Pg. 938
C.6.b
Monroe County Purchasing Policy and Procedures
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
DAILY PURCHASE CARD PURCHASE REPORT
Cardholder(Type Name) Statement for the Month of: g�j
0
Department Director: Department Ext. CL
0)
E
Date Receipt Description of Merchant's Dollar Dispute(d)/ Cost 6)
Inv.# Purchase Name Amount of Credit(c) Center/Account#
*Attached Purchase 63
CL
CL
0
CL
Cardholder's Signature:
Director's Signature for Approval:
*REMEMBER TO ATTACH ALL RECEIPTS(PURCHASE AND CREDIT).
C3
CL
C0
C3
CL
Page 65 of 86
Packet Pg. 939
C.6.b
Monroe County Purchasing Policy and Procedures
Bank of America
Phone 1-800-538-8788 Fax 1-800-253-5846
Outside of U.S.(757)677-4705 Fax(757)677-4361
Attn:Commercial Card Services
CARDHOLDER STATEMENT OF DISPUTED ITEM 2
0
Company Name: CL
I)
Cardholder Name: E
U)
Cardholder Account Number:
Statement Transaction Merchant Name/Description
Date Date CL
Amount Posting Date Reference Number CL
L)
CL
Check the description most appropriate to your Dispute. If you have any questions,contact Bank of America at 1-800-
538-8788.
W
1. Alteration of Amount:
The amount of the sales draft has been altered from$ to$
(Please include copy of sales draft.)
2. Unauthorized Mail or Phone Order:
I certify the charge listed above was not authorized by me or any person authorized by Z
me to use this account. I have not ordered merchandise by phone or mail,or received l-
goods and services as represented above.
3. Cardholder Dispute:
of$
m tldie arnow t participate the above�because i1 however,I dispute the entire charge,or portion, �
4. Credit Not Received:
The merchant has issued me a credit slip for the transaction listed above,however,the Q
credit has not posted to my account. The date on the voucher is between 30 and 90 days e>-
old. (Please include a copy of the credit voucher.)
5. Imprinting of Multiple Slips:
The above transaction represents multiple billing to my account. I only authorized one
charge from this merchant for$ 0
6. Merchandise Not Received:
My account has been charged for the above transaction,but I have not received this 0
merchandise.I have contacted the merchant.I am still in possession of my card. Z
7. Merchandise Not Received: (0
My account has been charged for the above transaction,but I have since contacted the merchant and
canceled the order. I will refuse delivery should the merchandise still be sent.
8. Merchandise Returned:
My account has been charged for the transaction listed above,but the merchandise has been
returned. Provide a description of the circumstances. (Please include postal receipt if applicable.)
9. Inadequate Description/Unrecognized Charge: CL
I do not recognize this charge;please supply a copy of the sales draft for my review.
10. I am no longer disputing this charge.
�S
it. Other/Comments
4e66of'8(
Packet Pg. 940
C.6.b
PURCHASING CARD TELEPHONE ORDER
(For Internal Use Only,Retain With Receipts)
Reminder: Board of County Commissioners is exempt from Florida Sales Tax. Give vendor the tax exemption
number on the Purchasing Card.
It is the Cardholder's responsibility to obtain receipts from telephone purchases,attach them to this form,and
forward this form and the receipts with their monthly statements.
0
Supplier Name CL
Phone Number
Date Order Placed
Order called in by
(Cardholder's Name) CL
Order Called to(name of e>-
su lier's representative) CL
0
Item# Detailed description of items/services U/I Quantity Cost per U/I Extended Cost: 0
ordered(size,etc.) CL
TOTAL PURCHASE: $
CL
co
CL
,u 67 o
Packet Pg. 941
C.6.b
Monroe County Purchasing Policy and Procedures
ATTACHMENT D.
FORMS:
1. Monroe County Purchasing Authorization Form
2. Monroe County Request to Purchase Form 0
County3. Monroe AuditBOCC Slip CL
Deleted:4. Business Card Order Rorm¶
Vendor File Request 4�orm I Delet �
Contract Summary Form for Contracts Less Than$50,000.00 Deleted:5
Contract Renewal Form for Contracts Less Than$50,000.00 Deleted:r
Deleted:6
Deleted:? .. .. .. .. CL ..
CL
L)
CL
CL
U)
CL
�S
Page 68 of 86
Packet Pg. 942
C.6.b
Monroe County Purchasing Policy and Procedures
MONROE COUNTY PURCHASING AUTHORIZATION FORM—(D.1)
Employee: Title:
Name First Last
Department:
Log-on ID: Phone 4: Ext.: 2
(Finance Plus) 0
CL
Location: Courier Stop 4 0)
E
LEVEL OF PURCHASE AUTHORITY U)
PLACE"X"IN THE BOX TO INDICATE LEVEL/TYPE OF AUTHORITY
PURCHASING LEVELS PURCHASING AUTHORITY "X"
FOR TOTAL DOLLAR AMOUNT (WHO APPROVES/PAYS) AUTHORITY LEVEL CL
$.01-$1,000.00 Department Director or their designees. °>_
Request to Purchase form/Purchase Order not required. CL
0
$1,000.01-$5,000.00 Department Director or their designees. L)
Requires Request to Purchase form or electronic to CL
Purchasing.Price reasonableness docurnentation is
required to be maintained by the Requesting Department.
$5,000.01-$9,999.99 Department Director or their designees.Request to W
Purchase form along with documentation of price
reasonableness justification is required to be submitted as
docuinented by the Requesting Departments.
$10,000.00-$19,999.99 Department Director only for purchases of$10,000.01
and above.(Designee allowed for purchases up to
$10,000.00 only). Request to Purchase form along with
three(3)or more price quotes as docurnented by z
Requesting Departments. lL
$20,000.00-$49,999.99 Request to Purchase form along with three(3)or more County Administrator,
price quotes.Requesting Department will solicit quotes. Assistant County Administrator
or Purchasing Director only
$50,000.00 AND OVER Competitive Bid process BOCC
BOCC prior approval required.Governed by he
County ordinance,as supplemented by the Q
Purchasing Policies and Procedures Manual. a�
COST CENTERS
CL
Employee Signature Initials
C0
Approved By: Approved By:
Department Director County Administrator
Assistant County Administrator
Purchasing Director
CL
PURCHASING USE ONLY:
Data received&sent to Finance �g
E
( ) Purchasing Section
Initials Date
eYS
Page 69 of 86
Packet Pg. 943
C.6.b
Monroe County Purchasing Policy and Procedures
MONROE COUNTY BUDGET&FINANCE
PURCHASING DEPARTMENT
PH:305-292-4453 FAX:305-292-4515
REQUEST TO PURCHASE (D.2.)
To: Purchasing Department Date: .2
CL
From(Dept.): Purchasing Approval:
Name: By:
Phone/Ext: Account:
Shi Code to Location: Grant/Project CL
0
Qty. Unit Prod.# Description Unit Total Cost Acct.# CL
Cost
LL
C3
Total 0
Items needed by: C.
Vendor Name:
C0
Remarks/Recommendations:
C3
Administrative Instructions:
Reviewed ( ) By: Date: CL
Purchasing Office use only:
Reviewed ( ) By: Date: E
Revised BOCC 3/15/17
eYS
Page 70 of 86
Packet Pg. 944
C.6.b
Monroe County Purchasing Policy and Procedures
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
AUDIT SLIP D.3.
( )
Vendor Name Vendor Number
Invoice# 2
0
Invoice Date CL
0)
E
Invoice Amount$ U)
Fund/ (Optional) (Optional)
Cost Ctr Account# Project# Project Acct Amount
CL
CL
Description(Opt)
0
CL
Description(Opt)
W
Description(Opt)
Description(Opt)
U-
Description(Opt)
r*.
Review Signature Date
Approve to$1,000.00 Signature Date
®7
$1,000.01 to$5,000.00 Signature Date
CL
$5,000.01 to$10,000.00 Signature..................................................................................................................................Date................................................................ Z
$10,000.01 to$19,999.99 Signature�.............................................................................................................................Date............. �
$20,000.00 to$49,999.99 Signature _Date
$50,000.00&greater BOCC Approval CL
Notes: Only one invoice per audit slip,please!!
BOCC Depts.complete all areas. �S
Invoice#must be the invoice number from the vendor's invoice.
Description is a 25-position field for additional information.
Page 71 of 86
Packet Pg. 945
C.6.b
Monroe County Purchasing Policy and Procedures
POARD OF COUNTY COMMISSIONERS ar ATTACHMENT D
eleted:
MONROE COUNTY'-FLORMA i° USINEss CARD ORDER FORM(Dj.)¶
a'
Vendor:
Posted By: CL
Date: 0)
Change: ❑ "See Note Below" U)
VENDOR FILE REQUEST FORM
Vendor Name: DU ONLY HAVE FIVE(5)LINES TO PRINT INFORMATI CL
C^
Search Name/Abbrev.:
Street Address:
P.O.Box: .EASE TYPE AND DOUBLE CHECK THE INFORMATIO 0
City/State: DRM WILL BE SENT TO THE VENDOR.¶
Zip: Phone: �
:LOW IS A SAMPLE OF THE STANDARD MONROE C
Remittance Name&Address(If different from above) JSINESS CARD.¶
Vendor Name:
Search Name/Abbrev.: TTACH THIS FORM TO A REQUEST TO PURCHASE FO ID
Street Address: :TURN TO THE PURCHASING OFFICE.¶
P.O.Box: ®7
City/State: ''.. JSINESS CARD ORDERS ARE PROCESSED AND ORE
Zip: Phone: 'ON RECEIPT.¶
ILL
Contact Name: Contact Phone:
Tax ID Number or S.S.N. 1099 TvPe
Fax Number: ❑ A Attorneys
1099 Required: Yes ❑ No ❑ ❑ M Medical/Healthcare Pmts
MB FORM 02/27/2014�j
If yes,please check 1099 type. ❑ N Non-Employee Comp Page Break
0
Notes- CL
-------------------------------------------------------------------------- ❑ O Other Income (eleted:s
❑ R Rentals
C0
Requested By: Dept.: Date:
C3
ALL DEPARTMENTS
Submit this form electronically,with the required W-9 attached,to the Clerk's Finance Department.Finance will
process with a maximum turnaround time of 24 hours.This form must be accompanied 4 a W-9 to set up a new
vendor or i the,vendor information has chanted*Note*In order to change vendor information,
supporting documentation must be attached.Requesting Department must comply with Chapter
U�^ g evised BOCCen submitting this form. Deleted:6
R
2. ised when b Deleted:3/15/17
Page 72 of 86
Packet Pg. 946
C.6.b
Monroe County Purchasing Policy and Procedures
..
ATTACHMENTDeleted:6
D.S,
COUNTY ADMINISTRATOR
CONTRACT SUMMARY FORM FOR CONTRACTS LESS THAN$50,000.00
Contract with: Contract#
Effective Date:
Expiration Date: 2
Contract Purpose/Description: 0
CL
a�
Contract is Original Agreement Contract Amendment/Extension Renewal CL
Contract Manager:
(Name) (Ext.) (Department/Stop#) CL
0
CONTRACT COSTS CL
CL
Total Dollar Value of Contract: $ Current Year Portion: $
(must be less than$50,000) (If multiyear agreement then W
requires BOCC approval,unless the
total11ol ati—an.ouul I, —111m] (�
SSO 000.00).
Budgeted?Yes❑ No❑ Account Codes:
Grant:$
County Match:$ _-_-_-_-
lL
ADDITIONAL COSTS
Estimated Ongoing Costs:$_/yr For:
of included in dollar value above e. .maintenance,utilities,janitorial,salaries,etc.
CONTRACT REVIEW r"
Changes Date Out a)
Date In Needed Reviewer ®7
Department Head Yes❑No❑ 0
CL
Risk Management Yes❑No❑
C0
O.M.B./Purchasing Yes❑No❑
C3
County Attorney Yes❑No❑
CL
Comments:
Ewa° M)CC 7 17 19
Page 73 of 86
Packet Pg. 947
C.6.b
Monroe County Purchasing Policy and Procedures
ATTACHMENT D.�,, Deleted:7
COUNTY ADMINISTRATOR
CONTRACT RENEWAL FORM FOR CONTRACTS LESS THAN$50,000.00
Contract with: Contract#
Renewal Date:
Expiration Date: 0
CL
Contract Renewal Notes:
E
U)
FAILURE TO MEET ONE OR MORE OF THE CONDITIONS SET FORTH BELOW
WILL REQUIRE APPROVAL BY THE BOCC
El The BOCC approved agreement provided for a renewal subject to the terms and conditions set CL
forth in in the initial contract. >-
❑The Contractor has performed in a satisfactory manner and the contract manager has verified CL
satisfactory performance 0
❑The Contractor has requested and agrees to renewal(renewal agreement should first be CL
signed by Contractor)
❑The renewal period is set forth in the BOCC approved agreement
❑The total cumulative value,including any Consumer Price Index(CPI)increase,of the
renewal is less than$50,000.00
The following Contract Manager has verified that the above conditions have been met.
Contract Manager:
(Name) (Ext.) (Department/Stop#)
Ii,o ('('7 l U-
,l 14 �
C3
CL
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Page 74 of 86
Packet Pg. 948
C.6.b
Monroe County Purchasing Policy and Procedures
I^'ED RAL 111FORNISTO BE USED NN HEN Ilf^'EDf RAL IFUNDS,ARE UTILIZED R
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Page 75 of 86
Packet Pg. 949
C.6.b
Monroe County Purchasing Policy and Procedures
ATTACHMENT EA
Monroe County Procurement Form
(For all Purchasing$10,000.00 or more)
Requirement(good/services to be procured):
0
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0)
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If brand name or equal salient characteristics are: U)
CL
CL
Market Research:
0
Research Method: CL
❑Internet( )
❑Prior procurement files( ) W
❑Personal Knowledge of Local Trade Area( )
❑Other( )
Potential Sources:
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Estimated Purchase Price:$
r*.
Additional Considerations: Considered Notes:
Federal Surplus Property ❑
Aggregates or Break Up ❑
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Purchase
Lease vs.Purchase ❑
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Planned/Expected Contract Type:
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El Fixed Price(including fixed price per unit)
❑Cost Reimbursement plus fixed/fee/profit CL
❑Other:
Notes:cost plus percentage-of-cost is prohibited,-time and material has restrictions
(See§200.318 0)(1) E
Page 76 of 86
Packet Pg. 950
C.6.b
Monroe County Purchasing Policy and Procedures
ATTACHMENT EA
Monroe County Procurement Form
(For all Purchasing$10,000.00 or more)
Procurement Method:
0
CL
❑Small Purchase Procedure($10,000.00 Up to ❑Sole Source$10,000.00 or more
$49,999.99) ❑Written Solicitation of Price Noncompetitive-proposals Justification(refer to
Quotes(Please include) Chapter 14/2 CFR 200.320(f):
El Oral Solicitation of Price Quotes
(attach documentation noting oral price CL
quotes)
Vendor contact information/Price quoted CL
0
CL
Notification/Publication Plan: NIA ifMicro-Purchase;Must be formally publicized if"estimated
Purchase Price"is in excess of$50,000.
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�ignature Signature
Printed Name Printed Name
CL
Title/Department Title/OMB Department
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Updated 7/18/18
Page 77 of 86
Packet Pg. 951
C.6.b
Monroe County Purchasing Policy and Procedures
ATTACHMENT E.2
Monroe County Procurement Form
(For all Federal Competitive Solicitations of$50,000.00 or more)
Solicitation Issue Date:
0
Requirement(goods/services to be procured): CL
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Responses/Bids/Offerors Received:
Name Date Received/Bid opening Date Checked in
SAM/DMS/etc.as C`
per Entity Checklist >-
Attachment E.3 CL
0
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CL
Selected Firm/Person/Entity/Company:
LL
Selection Rationale:The bid/Proposal was most advanta¢eous to the ColiM,price and other factors
considered because
Price Reasonableness Assessment:
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❑Bonding Requirements are included:5%of the bid price and Performance Bond of 100%of the CO
contract price and Payment bond of 100%of contract price.
*Rationale should be Consistent with REPS stated evaluation factors
*Rational should be consistent with Written Evaluation Plan
CL
.... .... ....Signature .... .... .... ....5„.. .............................................................................................
ignature
Printed Name Printed Name
Title/Department Title/OMB Department
Page 78 of 86
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C.6.b
Monroe County Purchasing Policy and Procedures
ATTACHMENT E.3
Debarred,Suspended or Ineligible Entity Checklist
Entity Name:
Federal/State Funding Agency:
Federal/State Funding Program: 0
CL
Federal Excluded Parties List System(EPLS): Yes E
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SAM.gov No
State Convicted/Suspended/Discriminatory/Complaints Vendor Lists: Yes �
dms.myflorida/com No C"
US DHHS List of Excluded Individuals and Entities(LEIS): Yes CL
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Exclusions/oig.hhs.gov No 0
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Verified By:
Signature Date
Printed Name Contract/Grant Manager
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Title,Department
Reviewed By:
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Signature
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Printed Name _
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Title/OMB Department C3
Page 79 of 86
Packet Pg. 953
C.6.b
Monroe County Purchasing Policy and Procedures
Hurricane Request for Purchase ATTACHMENT E.4
Date of Request: Requester Name: Requester Signature: Additional Approval:
Requester Phone: Requester Email:
0
Requesting Department: Vendor Name/Vendor Number: CL
Request:
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Reason for Request--how was this caused by the hurricane?
CL
Type of purchase: CL
Replenish Stock Items/Materials
s In u n l m ., I i i r i
ERepair Work Replacement due to damage ( 2 lcaly� : air �. $tc� �a;�� Cl� it CL
CL
Where are the items/materials/goods/services being used?
What is the location of the repair or replacement work?
If repair or replacement,is this temporary or Priority: Low Routine Urgent
permanent?
Temporary _Permanent
Order Details:
Qty Item Description Cost per Unit Total Expense
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Total Cost:
Please attach the required three quotes on purchases$10,000 or greater. CL
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us a � ��u m„u aas �us� �a.d � ���, ro �� �°.su�mir�pl�d�� IBCC �� �r.o..nt ac d.2211 qya.. Use 1iIls coduumd ;
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feu �Ilm d umda Ili u : Fund/Cost Center Account Project Project Account 4)
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l I i av:P. l i�li,i is fl IC.� ::l ll I :J
Updated 7/1; Q
Page 80 of 86
Packet Pg. 954
C.6.b
Monroe County Purchasing Policy and Procedures
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
HURRICANE AUDIT SLIP ATTACHMENT E.5
Vendor Name Vendor Number _ 2
Invoice# Invoice Date_ 0CL
Invoice Amount$ 0)
Requester Name Requester Department E
How was this caused by the hurricane?
Type of purchase:_Replenish Stock New Items/Materials_Repair Work_Replacement due to damage
What is the location(Address and Facility Name)of the repair or replacement work or where the items/materials will be CL
used? If this is relating to a vehicle,include the County Vehicle ID and VIN. +>-
CL
If repair or replacement,is this temporary or permanent? _Temporary _Permanent 0
Has an insurance claim been filed? If yes,what is the claim number? CL
Priority:_Low_Routine _Urgent Hurricane Tracking Number
Fund/ Account (Optional) (Optional)
Cost Ctr Proiect# Proiect Acct Amount
Description(Opt)
Description(Opt)
Description(Opt)
0
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Review Signature Date _
Approve to$1,000.00 Signature Date C0
$1,000.01 to$5,000.00 Signature Date
$5,000.01 to$10,000.00 Signature Date
$10,000.01 to$19,999.99 Signature Date
$20,000.00 to$49,999.99 Signature Date
$50,000.00&greater BOCC Approval C"
Notes: Only one invoice per audit slip,please!! ;j
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BOCC Depts.complete all areas. 4)
Invoice#must be the invoice number from the vendor's invoice. E
Revised 7/18/18 0
Page 81 of 86
Packet Pg. 955
C.6.b
Monroe County Purchasing Policy and Procedures
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Page 82 of 86
Packet Pg. 956
Monroe County Purchasing Policy and Procedures
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Page 83 of 86
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Monroe County Purchasing Policy and Procedures
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Page 84 of 86
Packet Pg. 958
C.6.b
Monroe County Purchasing Policy and Procedures
Index
Addendunn................................................................................................................................................................................13,44
AdministrativeInstructions.........................................................................................................................................................4,70
Advertisement...........................................................................................................................................................................10,25 2
C !
Appraisal Services .... ..... ..... ..... ..... ..... ..... ..... .16...
.....d 20 Deleted:7,15.16..... CL y�
Architecture..............................................................................................................................................................................16,19
Audit and Accounting Services............................ 16 _
Awardof Contract....................................................................................................................................................................16,18
BidDeposit.....................................................................................................................................................................................12 d.9
Bid Security .... .... .... ..... .... .... .... .... .... 12
Bid Specifications ..... .... .... .... .... .. .... ..... .. 10,12 Deleted:9, CL
Bids ... .... ..... .... ..... .... 13 16 21 25 19 30 33 35,42 ! ! 1669 8 8'
.._.......Blanket Purchase Orders(BPOs) .... ..... .... .... .. ....... ........ .. ._ Deleted:7,26 ,. a�
Business Cards................................................................................................................................................................................22
CL
CCNA ....... ... ..... .... .... ..... ..... .... .... .... 17,3 Deleted:6
Competitive Solicitation... .... .... ..... .... .... .... .... ....I O I" rqu_..
CL
Computers....... ....22,28,31 Deleted:37
Consultants.... .... .... .... ..... .... .... ..... ....14,16 17,33,3,w 60 Deleted:6
Contract Manager .... ..... .... .... .... ..... .... 9,15,2(,; 32 ).... Deleted:l
Contract Review ..... .... .... .... .... .... .... ... ... 20 ,,
Contract Summary Form for Contracts Under 50K. 8 I....15 21,24 26.3....33,35,38 39..6n h Deleted:Deleted:74
Contract Renewal Form for Contracts Under$SOK 4-9,12,15,17 18,2 r 2 4 2 !' (, �! 3 8 6O 6� 69 !v
Contracts........
ed:75 �(
County Administrator ratur ...... ......... ......... ......... ......... ......... .................21_.. Deleted:9
CPI Computation .... ..
Delegation of Authority.... ......... ......... ......... ......... ......... ......... .........7 i,50,61 Deleted:3 z
Demandstar..............................................................................................................................5,11 13 I�16,29 34 35,37 1" I i LL
Deleted:5
Design/Building Contracts ..... .... .... ..... .... .... .19-20.....
Direct Negotiations ........ .......15 Deleted:,27
Drug Free Workplace........ ..... ..... .... ..... ..... ..............21 Deleted:, ..
EmergencyPurchases................................................................................................................................................................23-24
E.O.0................................................................................................................................................................................................6
Equal Opportunity .... ..... .... .... .... ..... ..... ..... .... 10,3f(1,._.. Deleted:9 ..
Ethics Clause. .... .... ..... ..... ..... .... .... .... ..... ....21
Exceptions ... .... ..... .... .... .... ..... .... .... .... 21,5 lw. Deleted:2
Exclusions .... ..... ....
CL
FinancialServices...........................................................................................................................................................................16
GSAContracts................................................................................................................................................................................24 C0
Insurance......... .... ..... .... .... ..... .... ..... 1' '6 27,39 80 8 I.
..... ... ..... ..... .... ..... .... ' "f) 40 1� 16 �6 61,..... Deleted:
InventAry Items 8 a Delet
Services. ..... ..... ..... .... .... ..... .... ..... .........16-17w:... Deleted:5 CL
Legal �
LowBidder.......................................................................................................................................................................................5 a.
MBE.........................................................................................................................................................................................26,37 �S
MedicalServices.............................................................................................................................................................................17
Minority Business Enterprise ......... ......... ......... ......... ......... ......... ......... .........26,37 8 r
Monroe County Board of County Commissioners. ........ ......... ......... ......... 4,116,01 6 8I, Deleted:7,
Non-Collusion ........ 24 48 49
21 Deleted:1s, , . ,
Non-Discrimination.......................................................................................................................................................................10
Page 85 of 86
Packet Pg. 959
C.6.b
Monroe County Purchasing Policy and Procedures
Notice Inviting Competitive Solicitation........................................................................................................................................10
Office of Management and Budget............................................................................................................................5,33,49,56,60
Piggyback.... ........ ........ ...... ..... .... ..... .... .... .... .... 25, Deleted: 26
Preference to Drug Free Work Place Programs. .... .... .... ..... ... -- 22 (Deleted:21
Procedures for Competitive Solicitation
Preference to Florida Businesses..... ...... ..... ..... ..... .... ..... ..... ......22
.may
Procurement PolicyOffice .. .... .... ..... .... ____ ____ ____ !? I h 4 (Deleted:10 17,21 23,25,28 3Q 32
,2
CLProfessional Services..... .... 16 0 36 Deleted:20
Public Entity Crime Statement .... .... ..... ..... ..... ..... ..... ..... 21
Public Notice ......... ......... Deleted:
Purchasing Authority..... ..... ..... ..... ..... ..... .... ..... ......... 6 7,h I„ 69 "(Deleted:12 14 .®
Purchasing Cards ... ..... 31,48 50,54,56 59
Purchasing Section .... ..... ..... ..... .... ..... ..... .... ........ ......4-6
RadioCommunications...................................................................................................................................................................22 :3
Recycled Content ......... ......... ......... ......... ......... .........27,38
CL
Rejection of Bids/Proposals ..... .... ..... .... ... ... ... ... ....... 15,, (Deleted:,34
Request to Purchase _ ____ .....5......�17 l.. 20,23_,,25,.... 44... 576,,F Deleted 9
Requesting Department 70.. .... .... .... , R Deleted:t.. .... 32 37 39-40 h) u0 CL
1 0 ,
Sealed Bids... ... .... .... .... .... .... .... .... .... 31 Deleted:1315,
Signature Verification... ..... ..... ..... ..... ..... ..... ..... ..... ......... 7 (� CL
Small Business&Disadvantaged Businesses.... ......... 37 Deleted:,
Software .... .... .... .... .... .... .... Deleted: 26,
22
Sole Source... .... .... .... ..... .... .... ... ... ... 22 23,36
Slate Contracts ..... 24 Deleted:4
v,
Surplus Items ......... ..... ...... ...... ...... .........27 2u,, (Deleted:26, "
Telephone Systems........ ..........22 (HDeleted:9 .M ..
Tie Bids/Proposals .... .... .... ..... .... ..... .... .... ....... ....... 15
Travel ....... ..... ..... .... ..... .... ..... ..... 22,48,50 53,58-6,0 6 Deleted:2 �
Vendor File Request Form ......... ......... ......... ......... ......... ......... ......... 6,Eft 7?. (Deleted:3 LL
4M
Waiverof Irregularities...................................................................................................................................................................16
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Page 86 of 86
Packet Pg. 960
C.6.c
Monroe County Purchasing Policy Update 07/17/19
The following changes were made to the Monroe County Purchasing Policy:
Page 6 of 86:
7. All Task Orders must be reviewed and approved by the County Attorney's office prior to execution
and shall be otherwise treated as a contract. When a contractor or consultant is contracted to
perform work pursuant to a Task Order,the Task Order shall be considered an independent contract
in relation to, but separate from, an existing principal contract when determining the total
cumulative value of$50,000.00. Any Task Order that is less than $50,000.00 may be approved and
executed according to the Ptifehasitig Signatory Authority provided in ''� 2.G and Monroe g
County Code Section 2-58. Any Task Order for individual construction or consultant services that a
is $50,000.00 or more must go to the Board of County Commissioners as a Board agenda item for :3
the Board's approval. When too ettmttlative vast e f all Task Ofde s ..-elating t an individttal �
0
Task Orders and „lati e va4t e must be ri.,ee ,,,, the Be -d's age a,
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Page 8 of 86:
G. Signature Authority for Agreements
Signature Authority is defined as authority to execute agreements/contracts or leases where the total
cumulative value is less than $50,000.00. The Board hereby approves, authorizes, and delegates to the
County Administrator (or his designee) threshold approval signature authority to execute contracts/ 2
agreements or leases as set forth herein. Only the BOCC has the authority to approve and enter into multi- CL
year agreements and to obligate funds based on budget appropriation approval, except that the County C
Administrator has the authority to execute multi-year agreements only when the total cumulative contract
amount is less than $50,000.00. When the County Administrator appoints a designee, it shall be done in the
form of a written memo signed or initialed by the County Administrator and sent to the Clerk of Court and shall CL
identify the date or dates in which the designee is authorized to act on the County Administrator's behalf. If the
delegation of authority is for more than 30 consecutive calendar days, the County Administrator shall issue an
updated memo on a quarterly basis. If the County Administrator authorizes a person to act as a designee,
such person shall comply with Section 112.3145,Florida Statutes and the financial disclosure requirements
set forth therein.
Page 11 of 86:
Following transmittal of the Notice to the newspapers by the County Attorney's Office requesting
publication,the County Attorney's Office will return the executed original Memorandum to the Requesting
Department. It is the responsibility of the Requesting Department to send: 1) the executed original
Memorandum of Request for Competitive Solicitations 2) CB a flash drive or email to omb-
purchasing@monroecounty-fl.gov containing a copy of the final approved competitive solicitation(in .pdf
format) and the Notice(as it will publish and in Word format), and 3) one(1)paper copy of the approved
competitive solicitation and the Notice, to the Purchasing Office in time for the competitive solicitation to
be uploaded to Demandstar prior to first publication of the Notice in the newspapers.
1
Packet Pg. 961
C.6.c
Page 13 and of 86:
Item 2 was split into two separate items and has additional information added:
2. All sealed Fespenses shall be opened at t4e Pttfehasifig Offiee ttaless aaet4ef leeation fef doing so
a f 90 days
New items
2. All sealed responses shall be opened at the Purchasing Office unless another location for
doing so was designated in the applicable Public Notice. All competitive solicitations shall
remain valid for a minimum period of 90 days. 2
0
CL
3. The Purchasing Office shall receive and retain in electronic format all published
competitive solicitations, notices, addenda, Notice of Intended Decision, the Agenda Item
Summary and attachments relating to the solicitation and award of the contract, pre-bid
meeting sign in sheet(s), selection committee meeting sign in sheet(s), scoring sheet(s)s and
ranking sheet(s); and related competitive solicitation documentation pursuant to the Florida
Department of State General Records Schedule GS1-SL for State and Local Government
Agencies, applicable local and statutory regulations and any other regulations that may
apply.
Page 14 and 15 of 86 0
If the issue(s)involve any other government agency,the Department Director may appoint E
someone from an affected agency to be on the committee.
b) Should a selection committee be formed, the following documents must be sent to the
0
Purchasing Department in electronic format:
1) Sign-in sheet(s) for Selection Committee meetings held
2) Individual score sheets for each committee member
3) Ranking sheet that documents the scores for each Respondent, by committee member
c) A copy of the Notice of Intended Decision (Samples are attached as Exhibit A) or similar
document must be sent to the Purchasing Department to be posted on DemandStar.
Page 15 of 86
8. A BOCC meeting agenda item shall be prepared by the Requesting Department and attached to the
recommended bid. An electronic file of the agenda item summary sheet and all
documents attached to that agenda item should be forwarded to the Purchasing Office to be retained
in the competitive solicitation file.
2
Packet Pg. 962
C.6.c
Page 16 of 86:
G. Protest Procedure
Any Bidder/Respondent/Proposer who claims to be adversely affected by the decision or intended decision
to award a contract shall submit in writing a notice of protest which must be received by the County within
seventy-two (72) hours or three (3) business days, whichever is less, after the posting of the notice of
decision or intended decision on DemandStar or posting of the Notice of Decision or Intended Decision
on the Monroe County Board of County Commissioner' agenda, whichever occurs first. Additionally, a
formal written protest must be submitted in writing and must be received by the County Attorney's Office
seventy-two (72) hours or three (3) business days prior to the Board of County Commissioner's meeting
date in which the award of contract by the Board of County Commissioners will be heard. The only
opportunity to address protest claims is before the BOCC at the
designated public meeting in which the agenda item awarding the contract is heard. In accordance with the
Rules of Debate as set forth in the Monroe County Board of County Commissioners Administrative
Procedures, the Bidder/Respondent/Proposer that filed the protest is responsible for providing the Clerk >1
with his/her name and residence prior to the agenda item to award the contract being called in order to .2
preserve their opportunity to be heard on this matter. An individual has three (3) minutes to address the CL
Commission and a person representing an organization has five (5) minutes to address the Commission. _
The Board of Gate ty r,,.,,missione BOCC decision to award the contract is final and at their sole
discretion. Failure to timely protest within the times prescribed herein shall constitute a waiver of the
ability to protest the award of contract,unless it is determined that it is in the best interest of the County to CL
do so.
Page 18 of 86
5. The order of rotation may be changed by the County Administrator, or the-fie an Assistant
County Administrator, for the following reasons: 0
a) If the next ranked contractor is not available within the time required by the County for an 0
upcoming project, the contract may be awarded to the next contractor in rotation who is U)
available; _ffd or
b) If a project requires a particular skill set or expertise which, in the discretion of the County CL
Administrator or his designee,is more suitable to a contractor who is not next ranked in the 0
order of rotation, the County Administrator may award the project regardless of rank order;
a d or
c) If the next ranked contractor has been awarded and is currently working on other County
projects, the contract may be awarded to the next contractor in rotation who is not currently
engaged or working on other County projects.
d)ln case of emergency, the County is not required to follow the order of rotation in order to
accomplish the necessities of the situation. For purposes of this policy, emergency shall be
defined as in the Monroe County Code at Section 2-347 (k) (1).
e) When a contractor is not awarded a contract due to the reasons stated herein, that
contractor shall be given the next project in rotation for which he is available and
possesses the requisite expertise.
Page 18 and 19 of 86
7. The G,ttaty ^am mist..,,,: shall seek appt:eval Requesting Department shall document and
provide an explanation (in the agenda item, Department Report or other reasonable method) to
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the Board of County Commissioners when a contract or task order is $50,000 or more and to be
awarded out of the ranked order of rotation.
Page 32 of 86
2. Procurement Documentation:
The County must maintain all procurement records sufficient to detail the history, including all
competitive bidding documents and all other documentation relating to the evaluation of the
competitive bidding proposals and responses; justification of the award; and approval of the
contract price and type. The Requesting Department must complete either the E.I. or E.2.
Procurement Form (Attachment E.1 for purchases below $50,000.00) & or Attachment E.2 for
purchases through competitive solicitation, i.e. purchases of$50,000.00 and above), and submit
with the RTP. If Hurricane related, use Hurricane RT-P Request for Purchase Form (Attachment
E.4) The E4, El or E2 and supporting documents must be submitted to the Budget and Finance
Office for approval before submitting to the BOCC for the contract award. In addition, if
Attachment E.3 (Debarred, Suspended or Ineligible Entity Checklist) and/or the Minority Owned 0
Business Declaration are required, include them with the E4 submission to Budget and Finance. C`
Payment for these procurements are submitted on the and also ifie „de Hurricane Audit Slip E
(Attachment E.S.). These documents must be maintained in accordance with Chapter 119, Public
Records Law and the Florida Department of State, Division of Library and Information Services,
General Records Schedules GS1-SL for State and Local Government Agencies.
Page 42 or 86
Attachment A. Memorandum 2
0
0.
After obtaining le _gal approval, I have attached one (1) copy of the competitive solicitation approved by 0
legal and the Notice ofRequest for Competitive Solicitations, as it will publish, along with one(1)CD flash U)
drive or email containing a copy of the approved competitive solicitation(in .pdf format) and a copy of the
notice, as it will publish, (in Word format) for:
0
1. BOCC Approval Date: or U)
Asst. County Administrator or County Admin. Approval: Date:
(if emergency Asst. County Administrator or County Administrator must approve as per chapter 7 D.
Previously Approved Projects) and
Department Director Approval: Date:
Enclosures: One (1) copy of approved competitive solicitation, notice and one(1)CD Flash Drive or
email to omb-purchasing@monroecounty-fl.gov <
Page 50 of 86
TRAINING: All Cardholders wi44 must complete training before they are issued a Purchasing
Card.
2. It is expected that the Purchasing Card Procedures and Purchasing Card
Training Manual will assist you in making this program a success.
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Page 51 of 86
2.5. When placing telephone and mail internet orders, Cardholders should notify the
merchant in advance and request that a credit be processed for the amount of the
tax charged.
2.5.1. If you place a telephone or ffht4 internet order and sales tax was charged,
contact the merchant and request that a credit be processed for the amount of
the tax charged.
2.5.5. To ensure prompt delivery of items ordered by telephone or by internet
provide the merchant with the appropriate delivery of information — do not
use Post Office Box or "Ship To" address. Request that you name and "Ship
To" address with room number (where applicable) are clearly marked on the
outside of the package.
Page 52 of 86
0
2.7.4. Airline related expenses, e.g. tickets and baggage check-in fees. CL
(If purchasing airline tickets in advance, you must submit an advance travel voucher E
in addition to the Daily Purchase Report. Upon return from travel, Cardholder must
complete and submit a final travel along with supporting documentation to the
Purchasing Card Administrator for them to be able to close out any travel advances
made.)
Page 53 or 86
3.3. Payment and Invoice Procedures — Purchases made by employees will be paid by the CL
0
Clerk's Office once the Cardholder's certification and the approving official's verification 0
has been completed and the cost center and account number has been assigned for each U)
transaction.
CL
3.3.4. The department's director reviews the Daily Purchase Card Purchase Report received 0
from the Cardholder and where applicable, a"Statement of Dispute", is attached. Once U)
review is completed, the department's director will forward to the Purchasing Card
Program Administrator within twe-(2) three (3) days after receipt from Cardholder. The
department's director will fax all "Statement of Disputes" to Bank of America.
Page 56 or 86
8.2. To report a lost/stolen card:
The Cardholder must call Bank of America, Customer Service, at 800-538-8788
immediately upon discovering that the card has been lost or stolen. Help is available 24
hours a day. Also call the BOCC Purchasing Card Administrator as early as possible on
the first available business day during normal business hours at (305)2925-4315 (305)
292-4467.
Page 64 of 86 has a completely new revised form—Training Acknowledgement and Cardholder
Agreement
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Page 68 of 86—The Business Card Order Form has been deleted from the list and from the policy as
procedures for ordering cards has changed.
Page 80 of 86 Attachment EA Hurricane Request for Purchase—a new line added under"Type of
Purchase", below"Insurance Claim" (Include a copy of all claim-related documents)
The bottom of the form was revised to include:
This request for purchase must be approved before submitting to BOCC for contract approval. Use this
coding for the Agenda Item: Fund/Cost Center Account Project Project Account
g
The following forms were added:
Page 82 of 86
0
CL
The Minority Business Entity Form was Added
U)
Page 83 of 86
Sample Notice of Intended Decision for Construction Bids CL
w
Page 84 of 86
Sample Notice of Intended Decision for RFPs &RFQs
0
CL
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CL
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to
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