Item C09 } C.9
`,
County of Monroe
�y,4 ' �, "tr, BOARD OF COUNTY COMMISSIONERS
Mayor Michelle Coldiron,District 2
�1 nff `ll Mayor Pro Tem David Rice,District 4
-Ile Florida.Keys Craig Cates,District 1
Eddie Martinez,District 3
w Mike Forster,District 5
County Commission Meeting
July 21, 2021
Agenda Item Number: C.9
Agenda Item Summary #3413
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
a revision to the Purchasing Card Policy and Procedures that extends the use of the card for the
payment of fees imposed by any Federal, State or Local agency for work or services performed to
County-owned or operated locations, including applications, permits, and credit card convenience
fees.
ITEM BACKGROUND:
Attachment CMonroe County Board of County Commissioners Purchasing Card Policy &
Procedures, is being updated to include language that allows purchase cards transactions to include
payment of fees imposed by any Federal, State or Local agency for work or services performed to
County-owned or operated locations including applications,permits, and credit card convenience
fees.
The revised Policy is attached in both clean and a marked-up format, along with a Summary of
Changes document.
PREVIOUS RELEVANT BOCC ACTION:
At the April 21, 2021, meeting, the BOCC approved to the Purchasing Policy revisions that included
language that allows purchase cards transactions to include payment of Building Department Permit
Fees for County Buildings (this includes credit card convenience fees that may be imposed by the
issuing agency). Other revisions were made to clarify both allowable and non-allowable expenses
and the submission process of p-card invoices.
At the January 20, 2021, the BOCC approved revisions to the Purchasing Policy that 1) added new
federal contractual language, updated and provided additional details on applicability of certain
federal contractual provision, and added the anti-lobbying certification form; 2) clarified bonding
requirements for construction or facility improvements funded in whole or in part with federal funds;
3) included additional language regarding award of County contracts; and 4)updated our bid protest
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C.9
procedure language. Other minor non-substantive grammatical and formatting corrections were
made throughout the document.
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Purchasing Policy as of 7 212021
Purchasing Policy as of 7 212021 Marked Up Version
Summary of Changes 7 2121
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:
Christine Limbert Completed 06/24/2021 10:07 PM
Tina Boan Completed 06/25/2021 8:17 AM
Liz Yongue Completed 07/02/2021 12:05 PM
Board of County Commissioners Pending 07/21/2021 9:00 AM
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C.9.a
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Monroe County
PurchasingPolicy
(As Revised 712 1 12 0 2 1)
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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 -�
F. Purchasing Authority....................................................................................................................................7
G. Signature Authority for Agreements...........................................................................................................8
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H. Local Preference...........................................................................................................................................10
I. Non-Discrimination.....................................................................................................................................10
J. Payment Dispute Resolution...................................................................................................................... 10
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CHAPTER 3 - COMPETITIVE SOLICITATION PROCESS ...............................................12
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A. Notice Inviting Competitive Solicitation....................................................................................................12 r�
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B. Procedure for Competitive Solicitation.....................................................................................................15
C. Tie Responses...............................................................................................................................................17
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D. Rejection of Responses................................................................................................................................17
E. Waiver of Irregularities..............................................................................................................................17
F. Award of Contract.......................................................................................................................................17
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G. Protest Procedure........................................................................................................................................18
CHAPTER 4 - PURCHASE OF PROFESSIONAL SERVICES..................................... 18
A. Definition......................................................................................................................................................18
B. Methods of Acquisition...............................................................................................................................19
C. Continuing Contracts..................................................................................................................................19
CHAPTER 5 - DESIGN/BUILD CONTRACTS.............................................................. 21
A. Procedure.....................................................................................................................................................21
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CHAPTER 6 - CONTRACTS/AGREEMENTS.............................................................. 22
A. Contract Review..........................................................................................................................................22
B. Requirements...............................................................................................................................................23
C. CPI Computation........................................................................................................................................23
D. Exceptions....................................................................................................................................................23
E. Preference to Florida businesses(FS 287.084)..........................................................................................24
F. Preference to businesses with drug-free workplace programs(F.S.287.087)........................................24
G. Change Orders............................................................................................................................................24
CHAPTER 7 - EXCLUSIONS........................................................................................ 25
A. Sole Source...................................................................................................................................................25
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B. Emergency Purchases 26 c
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C. Cooperative Purchasing 27
D. Previously Approved Projects....................................................................................................................28 2
E. Piggybacking 28
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CHAPTER 8 - BLANKET PURCHASE ORDERS ........................................................ 28 T_
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CHAPTER 9 - MINORITY BUSINESS ENTERPRISE (MBE), SMALL BUSINESS &
DISADVANTAGED BUSINESSES 29 y
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CHAPTER 10 - PURCHASE OF INSURANCE............................................................. 29
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CHAPTER 11 RECYCLED CONTENT PRODUCTS 30
CHAPTER 12 - SURPLUS ITEMS................................................................................ 30
CHAPTER 13 - PURCHASING CARD POLICY..........................................34, 53-72
CHAPTER 14 FEDERAL FUNDING REQUIREMENTS 34
A. Procurement Standards(2CFR)................................................................................................................34
B. Competition Requirements.........................................................................................................................36
C. Method of Procurement Requirements.....................................................................................................36
D. Contracting with Small&Minority Businesses,Women's Business Enterprises,and Labor Surplus
AreaFirms...................................................................................................................................................39
E. Contractual Considerations........................................................................................................................40
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F. Construction Contract Considerations......................................................................................................42
G. Capital Expenditures..................................................................................................................................43
CHAPTER 15 — PAYMENT CARD POLICY AND PROCEDURES...............................45
ATTACHMENTS:
Attachment A. Memorandum of Request for Competitive Solicitation...................................46
Attachment B.a. Notice of Request for Competitive Solicitations Sample 1 ..........................47
Attachment B.b. Notice of Request for Competitive Solicitations Sample 2..........................48
Attachment B.1. Approval to Issue Addendum .........................................................................49
Attachment B.2. Inventory Deletion Request.............................................................................50
Attachment B.3. Computer Related Equipment Inventory Deletion Request........................51
Attachment B.4. Fixed Asset Transfer Form .............................................................................52
Attachment C. Purchasing Card Policy& Procedures.............................................................53 -�
Attachment C.1 Payment Card Policy and Procedures ............................................................73
AttachmentD. Forms ...................................................................................................................80
Attachment D-1. Monroe County Purchasing Authorization Form........................................81
Attachment D-2. Monroe County Request to Purchase Form..................................................82
Attachment D-3. Monroe County BOCC Audit Slip................................................................83 CL
Attachment D-4. Vendor File Request Form.............................................................................84
Attachment D-5. Contract Summary Form for Contracts Less Than $50,000.00..................85
Attachment D-6. Contract Renewal Form for Contracts Less Than $50,000.00...................86
AttachmentD-7. Change Order Form...................................................................................... 87
Attachment D-7.a Change Order Attachment...........................................................................88
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Attachment D-8. Public Entity Crime Statement .....................................................................89
Attachment D-9. Sworn Statement Under Ordinance No. 010-1990 Monroe County,Florida...90
Attachment D-10. Non-Collusion Affidavit...............................................................................91 "
Attachment D-11. Drug-free Workplace Form.........................................................................92 y
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Attachment D-12. Vendor Certification Regarding Scrutinized Companies Lists.................93 >,
Attachment E-1. Monroe County Procurement Form (purchase over 10,000.00) ................95 .2
Attachment E-2. Monroe County Procurement Form (purchase over $50,000.00.................97 ac-
Attachment E-3. Entity Checklist................................................................................................98
Attachment E-4. Disaster Request for Purchase........................................................................99
Attachment E-5. Disaster Audit Slip 100 2
Minority Owned Business Declaration 101
Appendix A Anti-Lobbying Certification Form ......................................................................102
Exhibit A Sample 1—Notice of Intended Decision for Construction Bids 105 E
Exhibit A Sample 2—Notice of Intended Decision for RFPs &RFQs...................................106
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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 ofEthics, avoiding the appearance ofand 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
The purpose of the County's Purchasing Policy (Policy) is to secure economy in the construction
of County public works and in the expenditure of County funds for services, materials, supplies, >,
and equipment. The Policy is intended to promote actual, honest and effective competition and .2
protect the taxpayers from collusive contracts, favoritism, fraud, extravagance, and improvidence. c.
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.
CHAPTER 2. AUTHORITY & DUTIES
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A. Board of County Commissioners
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The Procurement Policy Office consists of the Monroe County Board of County Commissioners
which is hereinafter referred to as the BOCC. c
1. The BOCC shall decide all matters of policy including those referred to it by the Chief
Procurement Officer. c
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2. No contract for goods or services may be awarded without the approval of the BOCC,unless v
authorized by MCC or this Policy.
B. County Administrator CL
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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,
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
Requesting Department must justify in writing the need for a special type of item.
(b) Makes alternative suggestions to the Requesting Department if requested
specifications would restrict competition or otherwise preclude the most economical
purchase of the required items. In case of disagreement as to the content of the 0
specifications, the County Administrator shall make the final determination. c.
(c) Seeks purchases through State, Federal Agencies, Associations or other
governmental agencies if the Requesting Department makes a request for same and 2
such purchases may be in the best interest of the County. e
(c) Reviews all request for purchases of goods and services. Upon review and receipt
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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 r
$1,000.01 or more or is approved by the BOCC. In the event of an irregularity or 0
departure from Policy,the purchase order will be referred to the Purchasing Director
or County Administrator. 2'
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(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.
c.
(� 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
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" (Attachment D.2) 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
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
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 0
additional employees involved in the process and/or through documentation of the receipt CL,
and application of the goods.
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
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.4.)" and "W-9" or "W-8" for foreign corporations if
such documentation is not already maintained in the finance system. The Requesting 0
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 2
system. Whenever there is a change of the vendor name, a new "Vendor File request CL
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 2
the Requesting Department to the Purchasing Department. NOTE: Internal Revenue CL
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;
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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.
E 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 (Attachment D.3), 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
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. Requests for Purchasing Authority
are submitted using the Monroe County Purchasing Authorization Form (Attachment D.1) 0
PURCHASING LEVELS WHAT TO DO? PURCHASING AUTHORITY
FOR TOTAL DOLLAR (WHO APPROVES/PAYS)
AMOUNT
$.01 -$1,000.00 Purchase Order not required Department Director or their
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$1,000.01 -$5,000.00 Requires electronic Request to Purchase form Department Director or designees N
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 0
justification is required to be submitted as CL
documented by Requesting Departments.
$10,000.00-$19,999.99 Request to Purchase form along with three(3) Department Director authorized for y
or more price quotes as documented by purchases of$10,000.01 and
Requesting Departments. above.(Designee allowed for 2
purchases up to$10,000.00 only.) :5
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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 E
will solicit quotes. Purchasing Director
$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
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
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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
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,
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 2
services, goods or public improvement are issued because the full scope of the service, good CL
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 2
contracts shall not be considered as split and each contract shall stand alone for purposes of
purchasing level classification.
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4. The following purchase thresholds shall be applied to all purchases based on the cumulative N
value of the purchase regardless of whether the purchase is a one-time, one 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%.
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G. Signature Authority for Agreements —,
Signature Authority is defined as authority to execute agreements/contracts or leases where the total 2
cumulative value is less than $50,000.00. The Board hereby approves, authorizes, and delegates to e
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 approve and E
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 only when C
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.S) 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.
All executed agreements/contracts or leases must be furnished to the Clerk for record keeping and
retention purposes.
Contract amendments/contract extensions: Contract amendments which provide for the 2
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alteration of specifications, extensions of delivery dates and performance time or similar provisions CL
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of a contract without changing the scope of the project, may be approved by the County S
Administrator (or his designee) if the total cumulative value of the contract including the
amendment is less than $50,000.00.
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
the BOCC. 0
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: CL
l. 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 2
verified satisfactory performance. CL
2. The BOCC approved agreement provided for a renewal subject to the terms and
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conditions set forth in the initial contract. Cost and term modifications must be E
addressed in the original solicitation document and/or resulting contract.
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.
The Contract Manager of the Requesting Department shall provide a completed Contract Renewal
Form for contracts less than $50,000.00 (See Attachment D.6.) 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 Understanding
MOU : The BOCC shall approve all assignments of contract(s), and IL,As 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
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,
ancestry, sexual orientation, gender identity or expression, familial status or disability in its 0
purchase of goods and services. .
J. Payment Dispute Resolution
The purpose of this procedure is to ensure the prompt review and payment of all vendor invoices
and if a dispute arises regarding a vendor invoice, a procedure for the prompt resolution of the
dispute. Payment of invoices for work performed for Monroe County Board of County N
Commissioners (County) is made in accordance with Section 218.70, et. seq., Florida Statutes,
the Local Government Prompt Payment Act. This procedure will apply to any payment dispute
between the County and a contractor or vendor(both referred to as "vendors" in this section) over
the County's nonpayment of a payment request or invoice when there is no specific dispute >,
resolution procedure prescribed in the contract. .2
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If the invoice reviewed is determined to be in compliance with the terms of the contract or
purchase order that governs payment, the invoice shall be noted as "proper" and forwarded to the
Clerk for payment. 2
Dispute Resolution Procedure
1. If an improper invoice is submitted by a vendor, Monroe County shall notify a vendor in c,
writing within ten (10) days after receipt of an improper invoice, that the invoice is improper.
The notice should indicate what corrective action on the part of the vendor is needed to make
the payment request or invoice proper. The vendor should take corrective action and
resubmit a Proper Invoice to the County. The vendor's steps shall be that of initially
contacting the Requesting Department to validate their invoice and receive a sign off from
that entity that would indicate that the invoice in question is in accordance with the terms
and conditions of the agreement. Once sign off is obtained, the vendor should then resubmit
the invoice as a "Corrected Invoice" to the Requesting Department which will initiate the
payment timeline of a Proper Invoice.
a Requesting Department for this purpose is defined as the County department for whom
the work is performed.
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C.9.a
b. Proper Invoice for this purpose is defined as an invoice submitted for work performed that
meets prior agreed upon terms or conditions to the satisfaction of Monroe County and in
accordance with Sec. 218.72,Florida Statutes.
2. Should a dispute result between the vendor and the County over payment of a payment request
or an invoice,then the vendor should submit their notice of dispute in writing to the Requesting
Department. The Requesting Department should acknowledge receipt of the vendor's notice of
dispute and provide the vendor with the County's dispute resolution procedure by mail or email,
if available. Each Requesting Department shall assign a representative who shall act as a
"Dispute Manager"to resolve the issue at departmental level.
3. The Dispute Manager shall investigate the dispute and document the steps taken to resolve the
issue. The Dispute Manager should, as part of his or her investigation, ascertain if the work,
for which the payment request or invoice has been submitted, was performed to Monroe
County's satisfaction and duly accepted by the Proper Authority. Proper Authority for this
purpose is defined as the Monroe County representative who is designated as the approving
authority for the work performed in the contractual document. 2
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4. Dispute resolution procedures shall be commenced no later than forty-five (45) days after the
date on which the payment request or invoice was received by Monroe County and shall not
extend beyond sixty (60) days. The Dispute Manager must complete the investigation and 2
furnish a written determination to the vendor.
5. If the vendor is not satisfied with the Dispute Manager's resolution of the dispute, the
County Administrator or his or her designee shall be the final arbiter in resolving the
issue and will issue their final decision in writing within sixty (60) days after the date on r
which the payment request or invoice was received by Monroe County 0
6. If the County does not commence the dispute resolution procedure within the time frame as
set forth above and in accordance with F.S. 218.76, a vendor may give written notice to the 0
County of the failure to timely commence its dispute resolution procedure. If the County fails
to commence the dispute resolution process within 4 business days after such notice, any
amount resolved in the contractor's favor shall bear mandatory interest, as set forth in sec.
218.735(9),from the date the payment request or invoice containing the disputed amounts was
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submitted to the County. If the dispute resolution procedure is not commenced within 4
business days after the notice,the objection to the payment request or invoice shall be deemed
waived as per F.S. 218.76(2)(b). This waiver of an objection pursuant to this paragraph does
not relieve a contractor of its contractual obligations.
7. Monroe County Dispute Resolution Procedures shall not be subject to Chapter 120 of the
Florida Statutes. The procedures shall also, per section 218.76, Florida Statutes, not be
intended as an administrative proceeding which would prohibit a court from ruling again on
any action resulting from the dispute.
8. Should the dispute be resolved in the County's favor interest charges begin to accrue fifteen
(15) days after the final decision made by the County. Should the dispute be resolved in the
vendor's favor the County shall pay interest as of the original date the payment was due.
9. For any legal action to recover any fees due because of the application of sections 218.70 et.
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seq., Florida Statutes, an award shall be made to cover court costs and reasonable attorney
fees, including those fees incurred as a result of an appeal, to the prevailing party.
CHAPTER 3. COMPETITIVE SOLICITATION PROCESS
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.
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
Attachment A. or Administrative Instruction 44802, Competitive Solicitation Process), and 2'
deliver simultaneously to the County Attorney's office via email to obtain prior legal CL
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review/approval 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 2
toward the competitive solicitation or "rig" the competitive solicitation for any one
c.
particular vendor. It is the responsibility of the Requesting Department to electronically
obtain the approved competitive solicitation from the reviewing attorney.
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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 0
(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 ofRequest for Competitive Solicitation is attached as Attachment B.a. and B.b., or
see Administrative Instruction 44802, Competitive Solicitation Process.
a.
Following transmittal of the Notice to the newspapers by the County Attorney's Office a
requesting publication, the County Attorney's Office will email the executed original
Memorandum to the Requesting Department. It is the responsibility of the Requesting
Department to email omb-purchasing@monroecounty-fl.gov: 1) the executed original <
Memorandum of Request for Competitive Solicitations 2) a copy of the final approved
competitive solicitation (in .pdf format) and the Notice (as it will publish and in Word
format), 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
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 uploaded to Onvia by DemandStar for distribution.
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C.9.a
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
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
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
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 0
newspaper of general circulation in the County, on a date that is no later C.
than 45 days (excluding the publication date) before the date established
for the for the competitive solicitation opening.
In addition, Notice shall also be publicly posted by the Purchasing Office in a
consistent public location for the same time periods shown above. --
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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 0
Attachment B or see Administrative Instruction 44802, Competitive Solicitation Process.
4. All competitive solicitations received must remain valid for a minimum period of ninety .2
(90) days from the competitive solicitation opening. C.
5. Bid Security Deposit:
Construction Projects. 2
Each bid to a competitive solicitation for a construction project estimated to be $200,000.00 CL
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 E
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
as amended.
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C.9.a
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
may be required in the contract documents and (c) commences performance of the
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.
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
opening date shall be returned to unsuccessful bidders in accordance with Monroe
County Code Section 2-347(i).
Bidders may withdraw their bid and request, in writing, an earlier return of their bid C 0L
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. 2
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 N
quotations or an announcement has been posted for competitive solicitation.
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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 0
Requesting Department. The executed Approval to Issue Addendum Form
must be attached to the Addenda upon receipt by Purchasing for execution
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 c.
addition or change to the specifications.
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Addenda must be posted and available for viewing on Demandstar no later c,
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
writing five (5) calendar days prior to the competitive solicitation opening
date (also see Administrative Instruction 44802, Competitive Solicitation
Process). Specifications and addenda in the possession of the Purchasing
Office are controlling.
c) Each responder shall examine all competitive solicitation documents and
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C.9.a
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
interpretation, clarification or additional information can be given. If any
addenda are issued, Monroe County will attempt to notify all prospective
responders who have secured the same.
B. Procedure for Competitive Solicitation
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.
2. All responses shall be opened by the Purchasing Office in accordance with the Notice of
Competitive Solicitation. All competitive solicitations shall remain valid for a minimum
period of 90 days.
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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. N
4. All Respondents submitting responses for construction, improvement, remodeling or repair y
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 2
6
F.S. a.
5. All openings shall be open to the public and the Purchasing Office shall certify and keep a
record of said openings. The bid openings will be held in accordance with the Notice of 2
Competitive Solicitation,which may provide for members of the public to attend virtually.
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.
7. The Requesting Department shall review the information submitted pursuant to MCC
Section 2-347(h) in determining a responsible responder. The Department
Director/Requesting Department may consult with the County Attorney or other
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
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C.9.a
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.
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
same department. There shall be no consultants contracted by the County and no
County Commissioners on a selection committee. Generally, no County Attorney
shall be a voting member of a selection committee unless the County Attorney's
office is the Requesting Department.
If the issue(s) involve any other government agency, the Department Director may
appoint someone from an affected agency to be on the committee. .2
a.
b) Should a selection committee be formed, the following documents must be sent to
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
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committee member
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c) A copy of the Notice of Intended Decision (Samples are attached as Exhibit A) or 0
similar document must be sent to the Purchasing Department to be posted on
DemandStar. 02
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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 after
the BOCC has approved the item to be retained in the competitive solicitation file.
a.
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 E
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
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
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
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.
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C.9.a
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
1. The BOCC shall have the authority to reject any and all responses to a competitive
solicitation request.
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
1) to amend the project specifications and re-advertise the competitive solicitation or 2) to
reduce the scope of the project and negotiate a contract for a portion of the project
specifications with the lowest responsive bidder and re-advertise a competitive solicitation
for the remaining work when, and if, funding becomes available. 0
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3. If no response is received, the BOCC may be requested to authorize the County S
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 0
not be accepted.
E. Waiver of Irregularities 0
0.
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. The board of county
commissioners' determination as to the following is discretionary with the board and is final:
whether a bid is the lowest in price, based upon the same criteria set forth in subsection 2-347(i)(3)
of the Monroe County Code; whether a proposal is the highest ranked, with price as a
consideration when applicable; whether a bid variation from the county's specification is slight
and immaterial or substantial and material; and whether a response is submitted by a responsive
responsible bidder, as defined in the Monroe County Code.
The board of county commissioners at all times reserves the right to waive variations from the
specifications that do not render a bid nonconforming, to reject all competitive solicitations, re-
advertise for competitive solicitations, or to abandon any project, purchase of goods, or request
for competitive solicitations.
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C.9.a
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 Attorney's Office 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 Commissioners' (BOCC) 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 bled the protest 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 individual has three (3)
minutes to address the Commission and a person representing an organization has five (5) 0
minutes to address the Commission. The BOCC decision to award the contract is final and c.
at their sole discretion. Failure to timely protest within the times and in the manner
prescribed herein shall constitute a waiver of the ability to protest the award of contract,
unless the BOCC determines that it is in the best interest of the County to do so. The filing
of a protest shall not stop the solicitation, negotiations, or contract award process, unless it �-
is determined that it is in the best interest of the County to do so.
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CHAPTER 4. PURCHASE OF PROFESSIONAL SERVICES
A. Definition c
0.
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.).
2. Architecture,professional engineering, landscape architecture, or registered landsurveying a
services (as per Chapter 287.055, F.S.).
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
(DOAH) services, lobbying services, investigative services, interpreter services, court
reporting services or advertising services and any other services required by the Office of
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C.9.a
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:
1. Competitive Selection and Negotiation -per Chapter 287.055, (4) & (5) F.S. Consultants
Competitive Negotiations Act("CCNA").
2. Request for Qualifications (RFQ). 2
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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
F.S. 286.0113. 2
b) The County will negotiate a contract with the firm selected by the BOCC as the
highest ranked firm/individual.
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c) The negotiated contract will be reviewed and placed before the BOCC for approval_
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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 0
request of the County Administrator or County Attorney. L
C. Continuing ContractsCL
Definition:
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.9.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
rotating basis beginning with the top ranked professional service contractor and continuing
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 2
individual project. If the County and the next ranked contractor in rotation are unable to CL
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
negotiations, and the process shall continue until an agreement can be reached. 2
5. The order of rotation may be changed by the County Administrator, or an Assistant County
Administrator, upon written request by the Department documenting any one of the
following reasons: N
a) If the next ranked contractor is not available within the time required by the County
for an upcoming project, the contract may be awarded to the next contractor in
rotation who is available; or 0
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 0
regardless of rank order; 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.
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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).
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.9.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
certified or registered building contractor as the qualifying agent: and;
(2) Qualified 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. a.
b) A "design/build contract" means a single contract with a design build firm for the
design and construction of a public construction project. 2
c) A "design criteria package" means concise performance-oriented drawings or
specifications of the public construction project. The purpose of the design criteria
package is to furnish sufficient information so as to permit design-build firms to
prepare a bid or a response to a Department request for proposal, or to permit a
Department to enter into negotiated design-build contract. The design criteria
package shall specify such performance-based criteria for the public construction
project, including, but not limited to, the legal description of the site, survey
information concerning the site interior space requirements, material quality 0
standards, schematic layouts and conceptual design criteria of the project, cost or
budget estimates,design and construction schedules,site development requirements,
provisions for utilities, storm water retention and disposal, and parking
requirements, as may be applicable to the project.
d) A "design criteria professional" means a firm that holds a current certificate of
registration under Chapter 481 F.S.to practice architecture or landscape architecture E
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
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
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C.9.a
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.
5. The BOCC may appoint, direct and empower a technically qualified screening committee
to review, analyze, evaluate and rank/rate the applicable Design/Build proposals and report
their findings and recommendations back to the BOCC for consideration and contract
award.
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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- S
build firm available at that time.
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:
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 0
(1) The technical proposal must include all the information requested in
response to the scope of services described in the design criteria package. 0
(2) The price proposal must include one lump sum cost for all costs of they
project as defined by the scope of services of the design criteria package.
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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
Manager who shall be responsible for enforcing performance of said contract/agreement
terms and conditions.
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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 (Attachment D.8): 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 goods or services to a public entity, may not submit a bid,proposal,
or reply on a contract with a public entity for the construction or repair of a public building
or public work, may not submit bids on leases of real property to public entity, may not be
awarded or perform work as a contractor, supplier, subcontractor, or consultant under a
contract with any public entity, and may not transact business with any public entity in
excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a
period of 36 months from the date of being placed on the convicted vendor list." 0
3. Ethics Clause (Attachment D.9): Each contract/agreement entered into by the County shall
contain in accordance with Section 5 (b) Monroe County Ordinance No. 010-1990 the
following ethics clause; "(Person or business entity) warrants that he/it had not employed,
retained or otherwise had act on 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 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 (Attachment D.10): Each bid shall contain the appropriately CL
worded non-collusion certification.
5. Drug Free Workplace (Attachment D.11): Each bid shall contain an executed "Drug Free 2
Workplace" form. CL
6. Vendor Certification Regarding Scrutinized Companies List (Attachment D.12): Each bid
shall contain this certification.
C. CPI Computation
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:
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a) Employee expenses such as conference expenses, hotel expenses, mileage and other
reimbursable expenses in performance of day-to-day duties.
b) Interdepartmental charges - billings for specific office repairs, fuels from bulk
storage, County vehicle maintenance or repairs, etc.
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.
0
d) Business cards are subject to Monroe County Administrative Instruction 44800. CL
e) All travel shall be approved and/or regulated by the Monroe County Administrative
Instruction 44716. 2
f) All purchase of vehicles, rolling equipment or emergency generators (excluding fire
trucks and ambulances)shall conform to Monroe County Administrative Instruction
46402.
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E. Preference to Florida businesses (F.S. 287.084) 0
When required to make purchases of personal property through competitive solicitation and the 2
lowest responsible and responsive response is a vendor whose principal place of business is in the 0
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)
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
be given preference in the award process.
G. Change Orders
1. Whenever there is a change to a construction contract or professional services contract or
task order, a Change Order must be prepared(see Attachment D.7 and D.7a) explaining the
revision. A change to a construction contract or professional services contract or task order
modifies the agreement and work and includes changing the original contract price and/or
extending the date of substantial completion of the subject project or final date that the
professional service must be completed or performed.
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2. The County Administrator has the final approval and authority for execution of a Change
Order provided the Change Order for a given project or service does not exceed$50,000.00,
or five (5)percent of the original contract price, whichever is greater. Change Orders may
be approved and executed according to the Signatory Authority provided in 2.G and Monroe
County Code Section 2-59.
3. Before the County Administrator executes a Change Order described in the above item G.2.,
he must first notify the members of the Board of County Commissioners of his intent to do
so at least 24 hours before executing it. The County Administrator has the authority,without
notifying the Board of County Commissioners, to approve a Change Order to alter the
substantial completion date by up to six (6) months provided that it does not change the
contract amount.
4. A report must be provided at each monthly County Commission meeting listing the Change
Orders approved by the County Administrator during the prior month and the reasons for
those Change Orders.
5. Any Change Order which exceeds the amount approvable by the County Administrator as
described in the above item G.2. must be approved by the Board of County Commissioners.
6. All Change Orders must be approved prior to any commencement of work.
0.
CHAPTER 7. EXCLUSIONS 2
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:
0
1. All Sole Source purchases are subject to approval by either the BOCC, County
Administrator, Assistant County Administrators or Purchasing Director in accordance with 2
purchasing level authority. The Purchasing Office must in all cases evaluate the request for 0.
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 a
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
services desired. The documentation shall include a log of phone calls made and
the emails and letters sent with a compilation of results from all phone calls,
responding letters and other correspondence.
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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
written justification as to the sole source nature of the procurement.
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
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:
1. The public emergency for the requirements will not permit a delay resulting from
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:
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
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 v,
on longest consecutive tenure on the Board of County Commission, but the
purchase must be ratified after-the-fact by the Board of County .2
Commissioners at the next practicable meeting of the BOCC. c.
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 2
Chapter 2 of this Manual, including the requirement to obtain competitive price e
quotes, where necessary.
a�
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,
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.
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6. Authorization Outside of Normal Business Hours. A Department Director, during
non-business hours, is authorized to make purchases without competitive
solicitation, when an emergency arises.
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-
fact. All emergency purchases equal to or exceeding $50,000.00 must be
approved by the BOCC after-the-fact.
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
shall not serve to waive competition of future purchases of a similar or exact
nature.
Emergency purchases are to be used only when unforeseen circumstances occur. C 0L
Poor planning does not constitute an emergency.
C. Cooperative Purchasing
a.
1. State and Federal Contracts. Purchases equal to $50,000.00 or more from vendors
holding current"State" and General 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 0
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 or services must 0
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
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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 a
by the Purchasing Director of County Administrator. E
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
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.
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D. Previously Approved Projects
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
Proposals (RFPs) or replies.. (BOCC action 5-26-93, Page 93/254 41). 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
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.
2 Piggyback purchases equal to $50,000.00 or more are not subject to the competitive C 0L
solicitation 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 2
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 0
and verify the Requesting Department's information or documentation.
3. Conversely,Monroe County will allow other governmental entities to piggyback on Monroe 0
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County's quotes when requested.
4. Please note the term "piggyback" only applies when the items(s) or services(s) being
purchased are exactly the same as the original award. 2
CHAPTER 8. BLANKET PURCHASE ORDERS E
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)
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.
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CHAPTER 9. MINORITY BUSINESS ENTERPRISE (MBE). SMALL BUSINESS &
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.
2. Name of an individual employed or retained who will administer the firm's subcontracting
program.
3. Description of efforts to be made to ensure such firms have an equitable opportunity to
compete for subcontracts.
4. Assurance that federally funded contracts comply with the provisions contained therein. .2
0.
5. Assurance to cooperate on surveys for compliance.
CHAPTER 10. PURCHASE OF INSURANCE
Any purchase of insurance by the Monroe County BOCC shall be treated as the purchase of a
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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 6
builder's risk insurance expected to cost more than $50,000, the County Administrator should a.
authorize the purchase and report to the Monroe County BOCC the purchase of the premiums. It is
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. c.
The purchase of insurance which is exclusive, due to the unique terms and conditions and/or the E
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 II. RECYCLED CONTENT PRODUCTS
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.
For the purposes of this section "recycled content" means materials that have been used, recycled
and are contained in the products or materials to be procured as "post" recycled. 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
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 2
County. The rules also apply to constitutional officers, contracting parties, and third-party entities 0..
in possession of fixed assets belonging to Monroe County. (Each such department, or office shall
be known as a"using agency".)
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"). 0
2. Classification of Surplus Property:
a) Property may be designated as surplus by the using agency for any of the following 0
0.
reasons:
(1) It becomes inoperable and cannot be repaired;
(2) It is more economical to replace the asset than to repair it;
a.
(3) Property becomes obsolete;
(4) The department or office no longer has need of the item; or E
(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#);
(4) Computers, computer-related, and telecommunication equipment.
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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
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
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/ ublic
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
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 2
Attachment B.3). The Information Technology Department will send CL
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 2
disposal of the surplus computer equipment. (See Administrative
Instruction 4725.).
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(b) BOCC must agprove the request to advertise for competitive
solicitation/public auction for the sale of surplus Uroperty. 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 0
for the sale of the surplus items.
(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 CL
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.
(c) 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
requesting publication one time in the Key West Citizen (as the local
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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. Additional
notification is also posted on Monroe County's social media platforms
(i.e. Facebook Page). The Purchasing Director places the item(s) on
DemandStar.
(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.
(� 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 2
County Attorney's Office transmits the Bill of Sale, Absolute to the 0.
County Administrator for execution. Upon execution the Bill of Sale,
Absolute shall be forwarded to the Clerk for recording of the document
in BOCC records. The Clerk then transmits the fully executed original 2
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 r
of documents with the vendor and may do so prior to payment to the 0
County and/or in accordance with the public auction vendor's
contract. 2
0
0.
(2) Assets with a fair market value equal to or greater than $5,000 for which no bid was
received shallagainbeofferedforsaIeby competitive solicitation. Ifno
acceptable bids are received after a second attempt to sell by competitive solicitation, then 2
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.
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(4)Property estimated to be less than $5,000 that has a useful life, may, but is not required
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
submitted to the Property Inventory Clerk with a copy to Risk Management.
(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
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
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. 2
0
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(6) If it is determined that the trade-in value is more beneficial to the County, a vehicle or
piece of equipment may be used as a trade-in for the purchase of replacement equipment.
(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
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.
4. Subject to the procedures noted above, responsibility for disposition is as follows: 0
a) Fleet Management is responsible for the disposition of vehicles and other heavy
equipment, excluding Emergency Services, Airports and Social Services 0
Department vehicles. Those Departments are responsible for disposition of their
vehicles and are required to follow the surplus property as set forth above.
b) Property Custodians are responsible for the disposition of fixed assets of any
value, other than vehicles, computers, computer-related, and telecommunication c.
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
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,
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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
otherwise holds himself or herself out as or is generally known as the person whom the
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
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
followed and is attached hereto as Attachment C. There shall be absolutely no personal purchases
made with the County issued P-Card.
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
(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
provisions: [See 2 CFR part 200 for a more detailed description of the federal provisions]
N
A. Procurement Standards (2 C.F.R. §§200.318-200.326)
1. General Rules
These standards apply to procurement of goods or services using federal funds and program 0
CL
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. CL
The Requesting Department, via the designated contract manager, must maintain oversight
to ensure that contracts perform in accordance with the terms, conditions, and specifications E
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 Disaster related, use Disaster 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
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award. In addition, if Attachment E.3 (Debarred, Suspended or Ineligible Entity Checklist)
and/or the Minority Owned Business Declaration are required, include them with the E4
submission to Budget and Finance. Payment for these procurements are submitted on the
Disaster 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 GS1-SL for State and Local
Government Agencies.
While 2 C.F.R. 180.220(b) lists 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 (See Form E.3.) 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.
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 2
employees shall be followed at all times along with the Monroe County Administrative CL
Instruction 4301.10, Basic Procedures for Grant Administration,which set forth additional
instructions relating to Federal rules and guidelines. No employee, officer or agent may
participate in the selection, award, or administration of a contract supported by a Federal 2
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
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
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 a non- substantial financial interest or an
unsolicited item of nominal value. County Employees, officers or agents that violate the 0
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: CL
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
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policy, including County laws and policies, record of past performance, and financial and
technical resources. The Requesting Department must complete the Debarred, Suspended,
or Ineligible Entity Checklist(Attachment E.3) (2 C.F.R.200.318(h)).
B. Competition Requirements
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
be conducted in a manner providing for full and open competition, which prohibits placing
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
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 C 0L
with developing or drafting the specifications, requirements, statement of work, invitation
for bids or request for proposals (2 CFR § 200.319(a)).
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 0
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 0
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
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
under the sealed bidding method of procurement is made to the bidder submitting the lowest
priced, responsive and responsible bid.
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i. Responsive and Responsible Defined: "Responsive" refers to whether the bidder meets
all the material requirement of the Request for Bids (RFB)/invitation forbid(IFB),while
"Responsibility" refers to 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, 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
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
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
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 2
opening the bids and must be publicly advertised(refer to time frame set forth in Chapter CL
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; 2
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; N
5) If any bids are rejected, there must be a sound documented reason supporting the
rejection [2 C.F.R. §200.320((c)(2)]. r�
c
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. 0
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, it should at least
start with an independent estimate established before receipt of responses/offers.
CL
Price & Cost Analysis Description: a
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
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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
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
that comply with the Federal cost principles. (2 C.F.R. §200.323(c))
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)).
h 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)
i. Requirements for Competitive Proposals: If Procurement by competitive proposals is
used, the following requirements apply: 1) The Request for Proposals (RFP) must be 2
publicized, i.e. as per Chapter 3, Paragraph A. 2. CL
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 2
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
appropriate should be outlined in the RFP; r�
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 c
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
selected, subject to negotiation of fair and reasonable compensation. The method, where price is
CL
not used as a selector factor,can only be used in procurement of A/E professional services. It cannot
be used to purchases other types of services though A/E firms that are a potential source to perform W
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,
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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
documentation is maintained in this regard to justify the purchase. (2 C.F.R. §200.320(b))
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
documented by the Requesting Department for procurement. [Note: Action to verify the
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)
4. Noncompetitive Proposals: [2 C.F.R. §200.320(f)] [Note: this does not apply to Micro-
purchases; RESTORE ACT/Department of Treasury has sole source section that provides more 2
detail and should be referred to when using RESTORE ACT funds] CL
i. Procurement by noncompetitive proposals: Procurement through solicitation of a
proposal from only one source and may be used only when one or more of the following 2
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
sufficiently documented by the Requesting Department and provided to OMB/Purchasing
Director) r�
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 0
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
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noncompetitive proposals in response to a written request from the County; or
4) after solicitation of a number of sources, a competition is determined inadequate a
[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 Business, 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
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Business of this Policy to assure minority businesses, women's business enterprises, and
labor surplus area firms are used when possible:
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.
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 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.
a. Divide total requirements, when economically feasible, into smaller tasks or
quantities to permit maximum participation by small and minority businesses, and
women's business enterprises. 0
CL
b. Establish delivery schedules, where the requirement permits, which encourage
participation by small and minority businesses, and women's business enterprises.
c. Use the services and assistance, as appropriate, of such organizations as the Small 2
Business Administration and the Minority Business Development Agency of the
Department of Commerce.
N
d. Require the prime contractor, if subcontractors are to be let, to take the affirmative
steps listed above.
[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
award of a contract to these types of firms; this requirement only imposes an obligation to carry out 2
and document the six identified affirmative steps.] CL
E. Contractual Considerations
Contract(s) must include the provisions of 2 C.F.R. 200 and Appendix 11 to 2 C.F.R. Part 200, 2
as amended and as applicable depending upon the Federal program legislation (See Appendix e
II for details:
a�
• Davis-Bacon Act, as amended(40 U.S.C. §§3141-3148)and Copeland"Anti-Kickback Act
(40 U.S.C. § 3145) ifthe contract amount exceeds $2,000.00 [Davis-Bacon Act applies only
to Emergency Management Preparedness Grant Program, Homeland Security Grant
Program, Nonprofit Security Grant Program, Tribal Homeland Security Grant Program,
Port Security Grant Program and Transit Security Grant Program; This is not applicable to
the Federal Emergency Management Agency (FEMA) Public Assistance (PA) Program
Grants]
• Contract Work Hours and Safety Standards Act (40 U.S.C. §§3701-3708) if the contract
amount exceeds $100,000. It must include provision for compliance with 40 U.S.C. §§3702
and 3704, as supplemented by the Department of Labor regulations at 29 C.F.R. Part 5 (See
Appendix II(E)) [Applies to FEMA contacts in excess $100,000 under grant and cooperative
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agreement programs that involved the employment of mechanics and laborers. It is
applicable to construction work. These requirements do not apply to the purchase of supplies
or materials or articles ordinarily available on the open market, or contracts for
transportation or transmission of intelligence]
• Equal Employment Opportunity Clause (41 C.F.R. Part 60-1.4(b)) [All contracts that meet
the definition of "federally assisted construction contract" in 41 C.F.R. § 60-1.3 must
include the Equal Opportunity Clause; Applies to FEMA grant and cooperative agreement
programs] (See 2 C.F.R. Part 200, Appendix II(C)
Debarment and Suspension Clause (A contract award must not be made to parties listed in
the governmentwide exclusions in the System for Award Management(SAM.gov) (See 2
C.F.R. Part 200, Appendix II(H); See also See Executive Order 12549, Executive Order
12689,2 C.F.R.Part 180.530 and 2 C.F.R.Part 3000)[This requirement applies to all FEMA
grant and cooperative agreement programs]. A"covered transaction" includes contracts for
goods or services in the amount of at least $25,000; when the contract requires FEMA
approval, regardless of the amount, the contract is for federally-required audit services, a >%
subcontract is also a covered transaction if it is awarded by the contractor of a recipient or .2
0.
subrecipient and requires either FEMA approval or is in excess of$25,000.
• Byrd Anti-Lobbying Clause on all contracts; If the contract exceeds $100,000.00, bidders
must also submit an Anti-Lobbying Certification (see Attached Certification Regarding
Lobbying Form). [This requirement applies to all FEMA grant and cooperative agreement
programs.] (See 2 C.F.R. Part 200, Appendix II(I); 31 U.S.C. § 1352; and 44 C.F.R. Part
18) N
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• Procurement of Recovered Materials: All procurements and contracts, involving the use of
materials must comply with the requirement to procure only items designated in the EPA
at 40 C.F.R. Part 247 that contain the highest percentage of recovered materials practicable,
consistent with maintaining a satisfactory level of competition, where the purchase price of
the items exceed $10,000 or the value of the quantity acquired by the preceding fiscal year 0
exceeded $10,000;procuring solid waste management services in a manner that maximizes
energy and resource recovery; and establishing an affirmative program for procurement of
recovered materials identified in the EPA guidelines. (See 2 C.F.R. Part 200, Appendix
II(J); 2 C.F.R. §200.322, and Chapter 11 (Recycled Content Products) of this Policy and c.
include the recovered/recycled materials clause.) [This requirement applies to all contracts
awarded under FEMA grant and cooperative agreement programs]
If the contract amount exceeds $250,000.00, it must address administrative, contractual, or
legal remedies in instances where contractors violate or breach contract terms, and provide
for sanctions and penalties (See 2 C.F.R. 200, Appendix II(A) [Applies to all FEMA grant
and cooperative agreement programs)
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.
(See 2 C.F.R. Part 200, Appendix II(B) [Applies to all FEMA grant and cooperative
agreement programs]
• Rights to Inventions Made Under Contract or Agreement must be included if applicable.
(See 2 C.F.R. Part 200, Appendix II(F) [This applies to "funding agreements" under 37
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C.F.R. §401.2(a)but DOES NOT apply to FEMA's PA Program , Hazard Mitigation Grant
Program, Fire Management Assistance Grant Program, Crisis Counseling Assistance and
Training Grant Program, Disaster Case Management Grant Program, and Federal
Assistance to Individuals and Households- Other Needs Assistance Grant Program, as
FEMA awards under these programs do not meet the definition of"funding Agreement"]
• If the contract or subgrant amount exceeds $150,000.00, it must include a provision that
requires the contractor to agree to comply with applicable standards, orders, or regulations
issued pursuant to the Clean Air Act (42 U.S.C. §§ 7401-7671q.) and the Federal Water
Pollution Control Act(33 U.S.C. §§ 1251-1387). Violations must be report to FEMA and
the Regional Office of the Environmental Protection Agency (EPA) (See 2 C.F.R.part 200,
Appendix II(G).
• Prohibitions on certain telecommunications and video surveillance services or equipment _
as set forth in 2 C.F.R. § 200.216
• Domestic preference for procurements as set forth in 2 C.F.R. § 200.322
Other Federal Contract Requirements:
• Mandatory standards and policies relating to energy efficiency which are contained in the 0
c.
state energy conservation plan issued in compliance with the Energy Policy and
Conservation Act(42 U.S.C. § 6201).
F. Construction Contract Considerations
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N
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 c
determination 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. 2
0
CL
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 reflect
wages, general and administrative expenses, and profit. (Please refer to time and material 2
provisions as set forth in more detail in 2 C.F.R. §200.3180) (2 C.F.R. § 200.318(g) CL
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 FEMA Public Assistance and Hazard Mitigation Grant Program contracts do
NOT require these clauses.]
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
$200,000.00:
The Requesting Department shall require the procurement to include
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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 from a surety insurer
authorized to do business in Florida as a surety or any method permitted in F.S. 255.051, as
amended, including but not limited to, 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 in accordance with Monroe
County Code Sec. 2-347(i).
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. The performance bond shall be in accordance
with F.S. 255.05
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.
The payment and performance bonds shall be in accordance with F.S. 255.05, as applicable and
unless waived under the provisions of F.S. 255.05(1)(d)
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G. Capital Expenditure CL
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 2
approval of the Federal Awarding Agency or pass-through entity. (2 C.F.R. §200.439(3) e
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 N
owned by the County. (2 CFR 200.310)
2. Real Property: c
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 2
to County. CL
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.
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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
the property and compensate the Federal awarding agency 3) Transfer title to the
Federal awarding agency or third party designated/approved by the Federal
awarding agency.
3. Equipment:
a. Title: Subject 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:
Page 43 of 106
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C.9.a
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.
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 2
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
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 2
property, and any ultimate disposition data including 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 Department along with the Property Inventory Clerk should ensure that
equipment 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 0
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 0
and 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.
CL
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
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
Federal awarding agency disposition instruction:
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
(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
Page 44 of 106
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C.9.a
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
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 actions, the Federal awarding
agency may direct the County to take disposition actions.
CHAPTER 15—ACCEPTANCE OF PAYMENT CARDS
The Monroe County Policy and Procedures for Acceptance of Payment Card establishes detailed
procedures and policies which control the acceptance of payment cards. The Policy and Procedures
are to be followed and is attached hereto as C.I. 2
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C.9.a
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 via email one (1) copy of the competitive solicitation
approved by legal and the Notice of Request for Competitive Solicitations, as it will publish, 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:
(Name as appears on the cover page of the Competitive Solicitation)
1. BOCC Approval Date: or 2'
Asst. County Administrator or County Admin. Approval: Date: CL
c
(if emergency Asst. County Administrator or County Administrator must approve as per chapter 7 D.
Previously Approved Projects) and
Department Director Approval: Date: 2
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 email a signed original of their bid (minimum required) or as specified below.
4. Contact person/phone 4 for questions regarding specifications:
5. Advertising expenses are to be charged against account: 0.
6. Notice to run 21 30 45 60 (circle one) or days prior to bid opening.
7. To add "supplemental suppliers" please email an Excel spreadsheet that lists each supplier's name, 2
company name and email address to OMB-Purchasing@monroecounty-fl.gov e
8. In addition to the local newspapers,please place notice in the following advertising E
newspapers.
Must have Department Director approval for additional advertising.
Enclosures: One (1) copy of approved competitive solicitation and notice emailed to omb-
purchasing@monroecounty-fl.gov and if applicable, Supplemental Suppliers Excel Spreadsheet
Revised BOCC 10/21/2020
Page 46 of 106
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C.9.a
ATTACHMENT B.a.
(Sample Form 1)
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:
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
www.floridaptiblicnotices.com, a searchable statewide repository for all published legal notices. �
Requirements for submission and the selection criteria may be requested from DemandStar by 0
Onvia at www.demandstar.com OR www.monroecountybids.com. The Public Record is CL
C,
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
the Monroe County Purchasing Office.
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Publication dates
Citizen Mon., 03/26/18 & 04/02/18
News Barometer
Keys Weekly .2
(please note that as per F.S.336.44 publication at least once each week for 2 consecutive weeks C.
CD
is required for road projects. Consult with the reviewing county attorney for specific S
advertising requirements.
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C.9.a
ATTACHMENT B.b.
(Sample Form 2)
NOTICE OF REQUEST FOR COMPETITIVE SOLICITATIONS
NOTICE IS HEREBY GIVEN that on Wednesday, November 18, 2020, at 3:00 P.M., the
Monroe County Purchasing Office will receive and open sealed responses for the following:
lst STREET and BERTHA STREET ROADWAY IMPROVEMENTS PROJECT
MONROE COUNTY, FLORIDA
Pursuant to F.S. § 50.0211(3)(a), all published competitive solicitation notices can be viewed at:
www.flondgpublicnotices.com, a searchable Statewide repository for all published legal notices.
Requirements for submission and the selection criteria may be requested from DemandStar by Onvia at
www.dein dstar.cum OR www.munrueeuunty ids.eum. The Public Record is available upon request.
2
In response to Covid-19, the Monroe County Purchasing Department has implemented a new C 0L
electronic process for receiving and opening sealed bids. Monroe County is committed to
continuing to receive and process competitive solicitations while maintaining the health and safety
of our employees and those who attend bid openings. Please do not mail or attempt to deliver in
person any sealed bids. Mailed/physically delivered bids/proposals/responses WILL NOT be
accepted. �--
cv
The Monroe County Purchasing Department hereby directs that bids be submitted via email to: ci
6DMB-BMSkmonra munty,��, no later than 3:OOP.M., on 11/18/2020. Please submit your N
confidential financial information in a SEPARATE EMAIL from your bid and required t"
documents. Your subject line on both emails must read as follows: o
1st Street and Bertha Street Roadway Improvement Project 11/18/2020 0�
0.
Files that do not contain this subject line WILL BE REJECTED.Please note that the maximum CD
file size that will be accepted by email is 25MB. Please plan accordingly to ensure that your bid N
is not rejected due to the file size.Should your bid documents exceed 25MB,in advance of the bid
opening, please email: omb-purchasin,akm urcuunty-fl. ov. The bid opening for this
�� p g �
solicitation will be held virtually,via the internet, at 3:00 P.M., on November 18,2020.You may
call in by phone or internet using the following:
Join Zoom Meeting m
h �s:// cbmccamo .us/,�/4509326156 �
Meeting ID: 4509326156
One tap mobile:
+16465189805„4509326156#US (New York)
+16699006833„4509326156#US (San Jose)
Dial by your location:
+1 646 518 9805 US (New York)
+1 669 900 6833 US (San Jose)
Publication Dates
Citizen & Miami Herald: Sat., 10/03/2020
Keys Weekly: Thur., 10/08/2020
News Barometer: Fri., 10/09/2020
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C.9.a
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
Department Director (as applicable) or their designee PRIOR to submission to Purchasing for
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 6
Department Director. a.
County Attorney or Assistant County Attorney Date
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0
Department Director(or designee) Date
0
0.
Purchasing Director(or designee) Date
Re:
(Name as appears on the cover page of the Competitive Solicitation)
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C.9.a
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
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CD
CHECK ONE(1)APPROPRIATE LINE BELOW: N
T-
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APPROVAL TO ADVERTISE FOR BIDS.
APPROVAL TO DISPOSE OF IT. c
APPROVAL TO REMOVE FROM INVENTORY AND DONATE TO:
2
REASON FOR REQUEST:
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PREPARED
BY: DATE: CL
Signature
DEPARTMENT DIRECTOR
APPROVAL:
Signature
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C.9.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
CHECK ONE(1)APPROPRIATE LINE BELOW: .2
CL
APPROVAL TO ADVERTISE FOR BIDS.
APPROVAL TO REMOVE FROM INVENTORY AND DISPOSE OF IT.
APPROVAL TO REMOVE FROM INVENTORY AND DONATE TO:
REASON FOR REQUEST:
cv
CD
cv
PREPARED BY:
DATE:
0
Signature v,
0
Printed Name CL
DEPARTMENT DIRECTOR
APPROVAL: c-
Signature
Printed Name
INFORMATION TECHNOLOGY
APPROVAL:
Signature
Printed Name
Page 51 of 106
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C.9.a
MONROE COUNTY
FIXED ASSET TRANSFER FORM
(ATTACHMENT B.4.)
TO: , Property Manager FROM:
FINANCE DEPT, Stop #8
ASSET I.D. NUMBER &'DESCRIPTION SERIAL NUMBER
0
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LOCATION LOCATION
FROM: TO:
Cost Center Number: Cost Center Number:
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Cost Center Name: Cost Center Name: `44
T-
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r.
0
Location of Asset:
0
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OWNERSHIP CHANGE: YES NO
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DATE:
SURRENDERING
DEPARTMENT:
Print name:
RECEIVING DEPARTMENT:
Print name:
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C.9.a
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 and BOCC appointed County representatives as approved by BOCC resolution
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
sections of this manual_
2. To enhance productivity, significantly reduce paperwork, improve controls, and
overall cost associated with purchases. 0
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.
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
negotiated discounts based upon the volume of business with the vendor. 0
9. Specific advantages within the Purchasing Card Program itself include the various L
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. c.
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
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, filing
fees for cases filed by the County Attorney's office, or for specific expenditures incurred
under conditions approved by these procedures, i.e., emergencies. The decision of when a
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C.9.a
Purchasing card is issued, to whom, and the dollar 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
incur transactions totaling a predetermined dollar amount within any defined
period.
0
0.
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.
Cardholders shall not split transactions to stay within their limits.
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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 N
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.
0
BENEFITS: There are many benefits to using the Purchasing Card including: CL
1. Board of County Commissioners Benefits:
a. Simplifies the purchasing process for the large number of low dollar 2
purchases, freeing up time for large dollar purchases. e
b. Significantly reduces the overall transaction processing cost per purchase.
C. Increased accountability. E
d. Provides management information electronically which is currently
unavailable.
�t
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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C.9.a
TRAINING: All Cardholders must attend training and sign the Cardholder Agreement
form confirming that he/she has been fully trained and understands and will abide by all
policies and procedures prior to receiving 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 maximum amount of
$4,999.99 at the Director Level and $2,499.99 for the small non-stocked products 2
and services or for travel and training. Each time a Cardholder makes a purchase 0..
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
Directors, Purchasing Card Program Administrator, Purchasing
Agents/Buyers may be authorized for a higher maximum amount per
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purchase.
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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 0
the County Administrator or Assistant County Administrator. Assistant
County Administrators or Purchasing Director may delegate authority when
and where such action is deemed necessary.
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2. USE OF PURCHASING CARD
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.
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C.9.a
22.1. 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.
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.
2.42. Determine if the intended purchase is within Cardholder's
Purchasing Card limits.
2.43. Advise the supplier/merchant that the purchase will be made
using the VISA Purchasing Card in advance.
2.44. Inform the merchant that the purchase is tax-exempt. Review the
receipt before leaving the store and if taxes were included 2
request a credit. CL
2.45. If using the Purchasing Card for travel, membership dues,
conference, training or other transactions that require prior
approval, make sure all appropriate forms are completed and 2
approved prior to making the purchase.
2.5. When placing telephone and internet orders, Cardholders should notify the
merchant in advance and request that a credit be processed for the amount
of the tax charged.
25.1. If you place a telephone or internet order and sales tax was charged,
contact the merchant and request that a credit be processed for 2
the amount of the tax charged. 0
252. 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.
CL
253. As with all BCOC purchases, the Cardholder must be diligent a
when dealing with the merchant regarding taxes.
25A Make sure the merchant understands that charges are not to
be billed until the item(s) are received by the Cardholder.
255. 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
back ordered item(s) are received by the Cardholder.
25.6. To ensure prompt delivery of items ordered by telephone or by
internet, provide the merchant with the appropriate County
Business Address for delivery. Do not use a Personal "Ship To"
address.
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C.9.a
25.7. 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.
25.8. 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.
2.62. Review your next card statement to ensure that your account is
properly credited for the return.
2.63. A pattern of returns and exchanges that indicate improper or 2
inaccurate initial product selection shall be reviewed and may CL
result in loss of privileges for the card holder.
2.7 The Purchasing Card may be used for travel-related expenses, , small non- 2
stocked products and services, training and other County business related
expenses as follows:
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2.7.1. When Cardholder must check a bag, and the airline imposes a
charge, the check bag charge is allowed.
2.72. A 20%tip for taxi drivers is allowed. The tip should not
exceed 20% and should be included as part of the original
transaction."
2.7.3. Hotel internet charges necessary to conduct OFFICIAL 0
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.
2.7.4. Airline tickets. �.
(If purchasing airline tickets in advance, you must submit an
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
close out any travel advances made.)
2.7.5. Rental vehicles and related expenses e.g., toll charges and fuel
expenses
2.7.6. Non-Ethanol fuel for Marine Boating Resources
2.7.7. Filing fees for cases filed by the County Attorney's Office (this
includes credit card convenience fees that may be imposed by
Federal, State or Local Clerks).
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C.9.a
2.7.8. Fees imposed by any Federal, State or Local agency for work or
services performed to County-owned or operated locations
including applications,permits, and credit card convenience fees
2.7.9. Registration fees for conferences
2.7.10. Educational course materials
2.7.11. Books,periodicals, magazines and subscriptions in paper, online or
electronic format with publishers, distributors and vendors.
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 receipt,
which will become the accounting document.
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 2
by the Clerk of the Court for payment. ac.
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.
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331. 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,
and any Telephone Order Forms, are to be stapled to the Daily
Purchase Card Purchase Report. Failure to keep adequate 0
receipts will lead to the loss of Purchasing Card privileges. 0,
332. The Purchasing Card issuer, Bank of America, will provide one
copy of the billing statement to the Program Card Administrator 2
at the end of the billing cycle. The Cardholder may request a e
copy of the billing statement at any time. This statement will have
a listing of all items processed with the billing cycle. In addition E
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.
333. 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 accompany the completed Daily
Purchase Card Purchase Report and must be electronically
submitted to the Purchasing Card Program Administrator within
three (3)business days. Non-compliance may mean denial of future
use, or other disciplinary action.
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C.9.a
334. The department's director reviews the Daily Purchase Card
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
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.
335. 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
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 2
by the employee at the time he/she returns and submitted. CL
33.6. The Purchasing Card Administrator will be responsible for
reviewing completed statements from all Cardholders, verifying 2
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 and
have the statements furnished at once. If, however, one or more 0
statements are for some reason not received, the remaining
statements shall not be held while that one or more are pending.
33.6.1. All late attachments to the Statement must be stapled to the
CL
statement and be sent to the Clerk's Office not later than the
seventh working day after being received by the Card
Administrator.
33.7. 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).
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
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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
against any Cardholder who misuses their privileges of up to and
including dismissal.
42.1. Should it be evident that an unauthorized purchase was C 0L
knowingly made, the County Administrator will determine what
action will be taken based on the facts presented by the
Purchasing Card Program Administrator. 2
5. DISPUTES/UNAUTHORIZED CHARGES
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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
the statement through the end-of-month processing cycle for the statement. 0
The bank will research the disputed charge and make the necessary
adjustments.
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5.2 Credit to Account — When the bank receives proper notification of a
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
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).
53. 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.
If the merchant refuses to replace or correct the faulty item, then the
purchase of this item will be considered to be in DISPUTE.
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54. 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
processing cycle for the statement.
55. 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
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. 2
However, disputed items are not considered fraudulent. 0..
6. REQUEST FOR INITIAL.ADDITIONAL OR CHANGES TO 2
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.
6.2. All requests for Purchasing Cards must be approved by the Purchasing Card
Program Administrator and/or the Office of Management and Budget 0
Director.
6.3. The Purchasing Card Program Administrator's name must be provided to
Clerk's Accounts Payable/Receivable Department and kept current.
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6.4. When Purchasing Card Program Administrator receives the Purchasing a
Card from the credit card issuer, they shall print on the back of the card the
following statement: "SEE DRIVER'S LICENSE"
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7. CARD USAGE DURING DISASTER EVENT
7.1 During Hurricane season or other disasters, the Purchasing Card Program
Administrator may increase the monthly limit for selected Cardholders. The
Purchasing Card Program Administrator will update the accounts in the
Bank's online program to reflect the increased spending limits. Once the
emergency situation is over, the Purchasing Cards will be returned to the
previously approved spending limits by updating the accounts in the Bank's
online program.
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8. 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.
9. LOST OR STOLEN PURCHASING CARDS
9.1. 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 2
Purchasing Card is issued to the Cardholder. 0.
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9.2. To reUort a lost/stolen card:
The Cardholder must call Bank of America, Customer Service, at 800-538- 2
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)292-4467.
N
h
9.3. Failure to promptly notify the issuing bank of the theft, loss, or 0
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. 0
10. EMPLOYEE TERMINATION/TRANSFER
10.1 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
will notify the bank and the Cardholder's card will be immediately
deactivated. A Cardholder who fraudulently uses the Purchasing Card
after separation from BOCC will be subject to legal action.
102 Transfer of an employee within their Department — If a Cardholder is
transferred within their department, it will be the responsibility of the
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
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New Card/Change From, thereby eliminating the need for issuing a new
Purchase Card.
103. 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
of a new Purchasing Card.
104. 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
Purchasing Card Program Administrator for recording and destruction.
11. AUDITS/REVIEWS
11.1. The Card Program Administrator may randomly review Card activity C 0L
usage and receipt retention for compliance.
11.2. The Clerk's office may conduct random audits on card activity usage, 2
receipt retention, reconciliations, and compliance, etc.
12. FEEDBACK `V
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Your feedback regarding this program is important. The Purchasing Card Program
Administrator needs to know if you have any issues and we welcome suggestions 0
for improvement.
13. ACCOUNTING/PURCHASING PROCEDURES AND ACCOUNTING/
0.
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. �.
14. MERCHANT SIGN-UP
It is important to the success of the Purchasing Card Program that merchants
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
currently accepting VISA credit cards should contact the Bank of America
merchant service provider,their own financial institution, or other merchant service
provider.
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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
purchases, travel and training, expenditures for non-stocked products and
services, and filing fees for cases filed by the County Attorney's Office 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?
Any Commissioner and/or employee responsible for making purchases
that is recommended by their Department Director and is approved by 2
the Purchasing Card Program Administrator. CL
4. What is the responsibility of the Cardholder?
Upon acceptance of the Purchasing Card, employee must sign a 2
"Cardholder Agreement". Signing this agreement, acknowledges �
employee receipt of the card and acceptance of responsibility for abiding
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
Daily Purchase Card Purchase Report. 0
Initiate and handle disputed charges.
5. What is the Department Director's responsibility?
Identify and recommend employees who should be issued a Purchasing
CL
Card.
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.
Forward Reports with receipts to the Purchasing Card Program
Administrator.
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?
imit?
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.
Cardholder works with the vendor to arrange for returns and credit.
Cardholder verifies that credit appears on next statement.
10. What types of purchases are allowable? C 0L
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 internet and delivered to the 2
Cardholder.
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. 0
Splitting of requirements —not allowed.
Entertainment expenses
Meals—The County has an ordinance in effect with respect to meals,please 0
see Ordinance No. 009-2015. Restaurant commodity codes will be
excluded, and meals are prohibited.
Personal use.
Cash advances or refunds, money order, or wire transfers.
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Fuel (except for rental vehicles while on County Business) �.
Vehicle Repairs (excluding Fleet Management).
Alcoholic beverages.
Tobacco products.
Non-work or personal use items and services.
Services such as consultants or construction.
Telephone Credit Card.
Usage of card by anyone other than the Cardholder.
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 26th day of each month and ends
the 25th 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.
Cash Advance—Prohibited on the Purchasing Card as well as personal purchases.
Charge Slip/Documentation—Itemized list of individual purchases on receipt. 2
Contractor/Issuer —Bank of America. CL
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. 2
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.
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 2
statement's receipts and transactions to ensure the appropriateness of activity and timely 0
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.
VISA, which identifies the primary goods or services provided by the merchant. a
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.
Official Use—Necessary merchandise purchased for BOCC use.
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.
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.
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Services—Non-personal temporary work.
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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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)
Sample Signature:
0
CL
Title: Employee Number: _
Florida Driver's License#
Immediate Supervisor:
N
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Restrictions: Single limitation: $
0
Monthly limitation: $
Types of products to be authorized: 0
0.
COUNTYADMINISTRATOR/ PURCHASING CARD ADMINISTRATOR
ASSISTANT COUNTY ADMINISTRATOR (TYPE OR PRINT)
.N
(TYPE OR PRINT)
SIGNATURE OF COUNTY ADMINISTRATOR/ SIGNATURE OF PURCHASING CARD ADMINISTRATOR
ASSISTANT COUNTY ADMINISTRATOR
cc: Authorized Employee
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C.9.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
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. 0
CD
I agree to surrender the Purchasing Card immediately upon retirement, termination or upon S
request of an authorized representative of the BOCC. I understand that use of the Purchasing
Card after privileges are withdrawn is prohibited.
c.
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
Purchasing Card could make me responsible for any fraudulent use of the card.
Bank Contact: Jeri Winkleblack, Account Manager 0
850-561-5921 Fax: 850-561-1965 c-
Cardholder Customer Service: 888-449-2273 Fax: 757-823-7473
Cardholder: CL
TYPE OR PRINT NAME
Signature:
Date:
Department:
Phone Number:
cc: Cardholder
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C.9.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 cu
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0
Cardholder's Signature:
0
Director's Signature for Approval: CL
*REMEMBER TO ATTACH ALL RECEIPTS (PURCHASE AND CREDIT).
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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:
Statement Transaction Merchant Name/Description
Date Date
2
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.
1. Alteration of Amount: r
The amount of the sales draft has been altered from$ to$ N
CD
(Please include copy of sales draft.) N
2. Unauthorized Mail or Phone Order: N
ram.
I certify the charge listed above was not authorized by me or any person authorized by 0
me to use this account. I have not ordered merchandise by phone or mail,or received
os
goods and services as represented above.
3. Cardholder Dispute: 2
I did participate in the above transaction;however,I dispute the entire charge,or portion, 0
CL
in the amount of$ because:
4. Credit Not Received:
The merchant has issued me a credit slip for the transaction listed above,however,the
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.)
5. Imprinting of Multiple Slips: C-
The above transaction represents multiple billing to my account.I only authorized one
charge from this merchant for$
6. Merchandise Not Received:
My account has been charged for the above transaction,but I have not received this
os
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
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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
Order called in by
Cardholder's Name
Order Called to (name of
supplier's representative)
0
0.
Item# Detailed description of items/services U/I Quantity Cost per U/I Extended Cost:
ordered(size,etc.)
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0
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TOTAL PURCHASE: $
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Monroe County Purchasing Policy and Procedures
ATTACHMENT C.1
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
POLICY & PROCEDURES FOR ACCEPTANCE OF PAYMENT CARDS
I. BACKGROUND
Acceptance of credit and debit cards (herein referred to as payment cards) as a payment method has
become universal within both the private and public sectors. Many governments now accept cards for
taxes, fines, user charges and fees. For a fee, a payment card processing service provider works with 2
a government entity to accept and process payment card payments.
Benefits to accepting payment cards include: 2
0
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• Enhanced customer service and convenience.
• Increased certainty of collection.
• Accelerated payments and the availability of funds. 2
• Improved audit trail
• Reduced cashiering costs. N
• Improved overall cash flow and forecasting.
• Lessened delinquencies. N
• Reduced return check processing costs.
• Reduced collection costs.
The Payment Card Industry, also known as PCI, is made up of the major credit card companies (e.g. 0
VISA, Master Card, Discover and other major card issuers). PCI has established for merchants a.
accepting payment cards for payment of goods and services important and stringent security S
requirements to protect credit card data. These are called the PCI Data Security Standards or "PCI-
DSS." These standards include controls for handling and restricting credit card information, computer
and internet security, and reporting of a breach of credit card information. c.
II. PURPOSE E
The purpose of this policy is to establish for authorized Monroe County departments business
processes and procedures for accepting payment cards that will minimize the County's risk and
provide the greatest value,security of data,and availability of services to each county customer within
the rules and regulations established by PCI and articulated in PCI-DSS.Additionally,these processes
are intended to ensure that payment card acceptance procedures are appropriately integrated with the
County's business processes and automated systems.
In response to increasing incidents of identity theft, PCI created the PCI-DSS to help prevent theft of
customer data.PCI-DSS applies to all entities that accept payment cards to procure goods or services.
Compliance with this standard is enforced by PCI through guidelines and self-assessment for smaller
volume participants and through validated on-site inspection for larger volume participants.
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Monroe County Purchasing Policy and Procedures
Following PCI guidelines positions providers to effectively safeguard this data—however it is often
discovered after a security breach has occurred that the company/entity breached had been deficient
in at least one section of their PCI audit review.
Security breaches can result in serious consequences for Monroe County, including release of
confidential information, damage to reputation, the assessment of substantial fines, possible legal
liability and the potential loss of the ability to accept payment card and eCommerce payments.
III. DEFINITIONS
Cardholder: The customer to whom a payment card has been issued or the individual authorized to
use the card.
Cardholder Data: All personally identifiable dataa about the cardholder (i.e., account number,
expiration date, cardholder name.)
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Cashiering Services: Monroe County department that approves all third-party service providers and
coordinates the policies and procedures for accepting payment cards.
Encryption: The process of converting information into an unintelligible form to anyone except
holders of a specific cryptographic key. Use of encryption protects information between the �-
encryption process and the decryption process against unauthorized disclosure.
N
Merchant Department: For the purposes of the PCI-DSS and this policy, a merchant department is
defined as a Monroe County department that is authorized to accept payment cards as payment for
goods and/or services provided by Monroe County.
Merchant Department Responsible Person (MDRP): A designated employee within each Monroe '2
County Merchant Department who has primary authority and responsibility for payment card and c.
eCommerce transaction processing within that department.
Payment Card: Any payment card/device that bears the logo of Discover Financial Services,
MasterCard Worldwide, or VISA, Inc. or other major credit card issuer. e
Payment Card Account Change: Any change in the payment account including, but not limited to: E
the use of existing payment card accounts for new purposes;
the alternation of business processes that involve payment card processing activities;
the addition or alteration of payment systems;
the addition or alternation of relationships with third-parry payment card service providers,
and
the addition or alternation of payment card processing technologies or channel
Payment Card Industry (PCI)-Data Security Standard (DSS): A multi-faceted security standard
that includes requirements for security management, policies, procedures, network architecture,
software design and other critical protective measures.
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Monroe County Purchasing Policy and Procedures
Self-Assessment: The PCI Self-Assessment Questionnaire(SAQ) is a validation tool that is primarily
used by merchants to demonstrate compliance to the PCI-DSS.
Sensitive Authentication Data: Security-related information (card validation codes/values, full
magnetic-stripe data, or personal identification number (PIN)) used to authenticate cardholders,
appearing in plain-text or otherwise unprotected form.
IV. APPLICABILITY
This policy applies to all Monroe County employees, contractors, consultants or agents who, in the
course of doing business on behalf of the County, accept, process, transmit, or otherwise handle
cardholder information in physical or electronic format.
This policy applies to all County departments and administrative areas which accept payment cards
regardless of whether revenue is deposited in a County financial account.
0
0.
V. ACCEPTABLE PAYMENT CARDS
Monroe County Board of County Commissioners accepts VISA, MasterCard,Discover cards and has
negotiated contracts for processing payment card transactions.
c.
VI. PROHIBITED PAYMENT CARD ACTIVITIES
cv
Monroe County prohibits certain credit card activities that include, but are not limited to:
Accepting payment cards for cash advances.
Discounting a good or service based on the method of payment.
Adding a surcharge or additional fee to payment card transactions, except for payment card
fees as allowed by F.S. 215.322 and as set forth in more detail below c.
CD
Using a paper imprinting machine unless specifically authorized by County management. S
No Monroe County employee, contractor or agent who obtains access to payment card or other 2
personal payment information in the course of conducting business on behalf of the County may sell, e
purchase, provide, share, or exchange said information in any form including but not limited to
imprinted sales slips, copies of imprinted sales slips, mailing lists, tapes, or other media obtained by GE
reason of a card transaction to any third party other than to the County's depository bank, Visa u
MasterCard or other credit card company, or pursuant to a government request.
VIL PAYMENT CARD FEES
Each transaction will have 2 sales slips; one slip will be for the County charge and one slip will be
for the associated fee charged by the credit card company. The fees will not be recorded in Monroe
County's general ledger but will be sent directly to the County's merchant services provider.
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Monroe County Purchasing Policy and Procedures
VIII. REFUNDS
When a good or service is purchased using a payment card and a refund is necessary, the refund must
be credited back to the account that was originally charged. Refunds in excess of the original sale
amount or cash refunds are prohibited. The associated fee charged by the credit card company is non-
refundable. There is no fee charged by the credit card company for refunds.
IX. CHARGEBACKS
Occasionally a customer will dispute a payment card transaction,ultimately leading to a chargeback.
In the case of a chargeback, the County department initiating the transaction is responsible for
notifying the Monroe County Clerk's Finance Department and for providing appropriate supporting
documentation.
X. MAINTAINING SECURITY
0
CL
County departments and administrative areas accepting payment cards on behalf of the County
are subject to the PCI-DSS.
The County prohibits the transmission of cardholder data or sensitive authentication data via
email or unsealed envelopes through County inter-departmental mail as these are not secure. �-
N
The County requires that all external services providers that handle payment card information be
PCI compliant.
The County restricts access to cardholder data to those with a business "need to know."
For electronic media, cardholder data shall not be stored on servers, local hard drives, or external
(removable) media including floppy discs, CDs or thumb (flash) drives unless encrypted and c.
otherwise in full compliance with PCI DSS.
For paper media, cardholder data shall not be stored unless approved for legitimate business
purposes. c.
XI. RESPONSIBILITIES E
Merchant Department Responsible Persons (MDRPs) are responsible for:
Executing on behalf of the relevant County Department, Payment Card Account Acquisition
or Change Procedures.
Ensuring that County employees (including the MDRP), contractors and agents with access to
payment card data within the respective County department acknowledge in writing that they
have read and understood this Policy.
Ensuring that all payment card data collected by authorized County departments accepted in the
course of performing County business, regardless of whether the data is stored physically or
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electronically, is secured. Data is considered to be secured only if all of the following criteria are
met:
• Only those with a"need-to-know" are granted access to payment card and electronic payment
data;
• Email should not be used to transmit credit card or personal payment information. If it should
be necessary to transmit credit card information via email only the last four digits of the credit
card number can be displayed;
• Credit card or personal information is never downloaded onto any portable devices or media
such as USB flash drives, compact disks, laptop computers or personal digital assistants;
• Fax transmissions (both sending and receiving) of credit card and electronic payment
information occurs using only fax machines which are attended by those individuals who must >
have contact with payment card data to do their jobs; 0
c.
CD
• The processing and storage of personally identifiable credit card or payment information on .S
County computers and servers is prohibited;
• Only secure communication protocols and/or encrypted connections to the authorized vendor R.
are used during the processing of payment card transactions;
N
• The three or four digit validation code printed on the payment card is never stored in any 'N
form;
0
• The full contents of any track data from the magnetic stripe are never stored in any form;
0
• The personal identification number (PIN) or encrypted PIN block are never stored in any CL
form;
• The primary account number(PAN)is rendered unreadable anywhere it is stored; 2
CL
• All but the last four digits of any credit card account number are masked when it is necessary
to display credit card data; E
• All media containing payment card or personal payment data is retained no longer than a
maximum of six (6)months and then destroyed or rendered unreadable; and
• Notifying the Monroe County Information Technology Department in the event of suspected
or confirmed loss of cardholder data. Details of any suspected or confirmed breach should not
be disclosed in any email correspondence.
Information Technology Department shall regularly monitor and test the County network and
coordinate the County's compliance with the PCI Standard's technical requirements and verify the
security controls of systems authorized to process credit cards.
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The Information Technology Director shall ensure that Monroe County maintains currency with
the requirements of the PCI-DSS and related requirements to ensure that this policy remains current
and shall coordinate and lead the County's response to a security breach involving cardholder data.
The Monroe County Clerk's Finance Department shall coordinate with the respective County
Departments authorized to accept payment cards to:
Provide training to ensure that County departments are trained in accepting and processing
payment cards in compliance with this policy;
Work with external vendors and coordinate payment card policies, standards, and
procedures;
Serve as liaison between the bank and the merchant services' provider for Payment Card account
acquisition or change procedures; and
0
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Review and modify the Application for Payment Card Account Acquisition or Change as
necessary.
XII. RESPONDING TO A SECURITY BREACH
In the event of an actual, possible, or suspected breach, the County department must:
N
Prevent any further access to or alteration of the compromised system(s) (e.g., do not log on at N
the machine and/or change passwords);
Do not switch off the compromised machine. Instead, isolate the compromised system(s) from
the network by unplugging the network connection cable; .2
c.
Preserve logs and electronic evidence;
Contact the County's Information Technology Department and the Clerk's Finance Department 2
immediately for further direction; and CL
Log all actions taken.
XIII. APPROVAL FOR PAYMENT CARD PROCESSING OR CHANGE PROCEDURES
To receive authorization to accept payment cards or change a payment card processing, the MDRP
must submit an Application for Accepting Payment Cards or Change PayPayment Card Authorization to
the Monroe County Clerk's Finance Department. The application must be signed by the MDRP and
the appropriate Assistant County Administrator.
XIV. SANCTIONS
The County Administrator may suspend credit card account privileges of any department or
administrative unit not in compliance with this policy or that places the County at risk.
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Any department or administrative unit engaged in payment card activities will be responsible for any
financial loss due to inadequate internal controls or negligence in adhering to the PCI-DSS.
XV. TRAINING
Employees who are expected to be given access to cardholder data shall be required to complete upon
hire, and at least annually thereafter, security awareness training focused on cardholder data security.
Employees shall be required to acknowledge at least annually that they have received training,
understand cardholder security requirements, and agree to comply with these requirements. The
Assistant County Administrator or MDRP may require employees to attend additional training as
needed.
0
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N
N
0
0
CL
CL
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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
7. Change Order Form
7.a Change Order Attachment
8. Public Entity Crime Statement
9. Sworn Statement Under Ordinance No. 010-1990 Monroe County,Florida CL
10. Non-Collusion Affidavit
11. Drug-free Workplace Form
12. Vendor Certification Regarding Scrutinized Companies Lists
13. Minority Owned-Business Declaration (required as per the provisions
outlined in Chapter 14-Federal Funding Requirements)
14. Anti-Lobbying Certification (required when the contract exceeds$100,000.00
per the provisions outlined in Chapter 14- Federal Funding Requirements)
0
CL
CL
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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
PURCHASING LEVELS PURCHASING AUTHORITY
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. 0
CL
$1,000.01-$5,000.00 Department Director or their designees.
Requires Request to Purchase form or electronic to
Purchasing.Price reasonableness documentation is
required to be maintained by the Requesting Department. 2
$5,000.01 -$9,999.99 Department Director or their designees.Request to
Purchase form along with documentation of price
reasonableness justification is required to be submitted as N
documented by the Requesting Departments. Q
$10,000.00-$19,999.99 Department Director only for purchases of$10,000.01 T_
and above.(Designee allowed for purchases up to N
$10,000.00 only).Request to Purchase form along with
three(3)or more price quotes as documented by 0
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 '0
or Purchasing Director only CL
$50,000.00 AND OVER Competitive Bid process BOCC
BOCC prior approval required.Governed by N
County ordinance,as supplemented by the
Purchasing Policies and Procedures Manual. 2
COST CENTERS CL
Employee Signature Initials
Approved By: Approved By:
Department Director County Administrator
Assistant County Administrator
Purchasing Director
PURCHASING USE ONLY:
Data received&sent to Finance
( ) Purchasing Section
Initials Date
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MONROE COUNTY BUDGET & FINANCE
PURCHASING DEPARTMENT
PH: 305-292-4453 FAX: 305-292-4515
REQUEST TO PURCHASE (D.2)
To: Purchasing Department Date:
From (Dept.): Purchasing Approval:
Name: By:
Phone/Ext: Account:
Ship Code to Location: Grant/Project .6
0.
Qty. Unit Prod.# Description Unit Total Cost Acct. # N
Cost
N
N
N
0
0
0.
Total
Items needed by:
Vendor Name:
Remarks/Recommendations:
Administrative Instructions:
Reviewed ( ) By: Date:
Purchasing Office use only;
Reviewed ( ) By: Date:
Revised BOCC 3/15/17
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MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
AUDIT SLIP (D.3)
Vendor Name Vendor Number
Invoice 4
Invoice Date
Invoice Amount$
Fund/ (Optional) (Optional)
Cost Ctr Account 4 Project 4 Project Acct Amount
2
Description(Opt) 0.
c
Description(Opt) 2
Description(Opt)
cv
_ cV
Description(Opt)
2
Description(Opt) 0.
c
Review Signature Date
Approve to $1,000.00 Signature Date
$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
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.
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ATTACHMENT DA
FOR FINANCE OFFICE USE ONLY MONROE COUNTY VENDOR#:
BOARD OF COUNTY COMMISSIONERS
` POSTED BY:
VENDOR REQUEST FORM DATE:
VENDOR REQUEST FORM MUST BE ACCOMPANIED BY
W-9 FORM COMPLETED&SIGNED BY THE VENDOR
Form W-9:https://www.irs.zov/pub/irs-pdf/fw9.pdf
(NOTE:Form W-8 must be completed for foreign corporations-https://www.irs.goy/pub/irs-pdf/iw8.pdff
❑New Vendor ❑Change Vendor Information
Vendor Name:
Search Name/Abbrev:
2
Street Address:
CL
P.O. Box:
City/State/Zip:
Phone: Email:
Vendor Remittance Name and Address(if different from above)
cv
CD
Vendor Name: cV
r
Street Add ress: P.O.Box:
City/State/Zip:
Contact Name: Contact Phone:
1099 Required? '
CL
Tax ID Number or SSN: Yes No
FAX Number: Yves,please check 1099Type: N
Email: 0 a attorneys
Purpose of New Vendor: 0 M Medical/Healthcare Payments
CL
0 N Non-Employee Compensation
D Other Income
R Rentals
U
Requested By: Dept: Date:
Signature of Requestor:
Please Return the Completed Form&W-9 to the Clerk's Office
via AP@monroe-clerk.com or via Courier STOP 8
MCCFINEDCC-IM(11.17,2019(
Revised BOCC 3/18/2020
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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:
Contract is Original Agreement Contract Amendment/Extension Renewal
Contract Manager: >,
(Name) (Ext.) (Department/Stop #) 2
6
0.
CONTRACT COSTS
Total Dollar Value of Contract: $ Current Year Portion: $
(must be less than$50,000) (If multiyear agreement then
requires BOCC approval,unless the
.owl ..lln1loli lc""101111lCD
N
y U t)0(r.UOj.
Budgeted? Yes❑ No ❑ Account Codes: - - - - N
Grant: $ - - - -
County Match: $ - - - -
ADDITIONAL COSTS 2
Estimated Ongoing Costs: $ /yr For: CL
c
(Not included in dollar value above) (e.g.maintenance,utilities,janitorial,salaries,etc.)
IInsurance Required: YES ❑ NO ❑
CONTRACT REVIEW
Changes CL
Date In Needed Reviewer Date In
Department Head Yes❑ No❑ E
County Attorney Yes❑ No❑
Risk Management Yes❑ No❑
O.M.B./Purchasing Yes❑ No❑
Comments:
Revised BOCC 10/21/2020
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ATTACHMENT D.6
COUNTY ADMINISTRATOR
CONTRACT RENEWAL FORM FOR CONTRACTS LESS THAN $50,000.00
Contract with: Contract#
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
❑The BOCC approved agreement provided for a renewal subject to the terms and conditions set
forth in in the initial contract.
0
❑The Contractor has performed in a satisfactory manner and the contract manager has verified 0.
satisfactory performance
❑ The Contractor has requested and agrees to renewal (renewal agreement should first be
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 $50,000.00
The following Contract Manager has verified that the above conditions have been met.
Contract Manager:
(Name) (Ext.) (Department/Stop #)
Revised BOCC 7/17/19 0
a.
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ATTACHMENT D.7
MONROE COUNTY/ENGINEERING/ PROJECT MANAGEMENT
CONTRACT CHANGE ORDER
PROJECT TITLE: CHANGE ORDER NO: #
INITIATION DATE: (date requested)
CONTRACT DATE: (date executed)
TO CONTRACTOR:
The Contract is changed as follows: (use underlining only— no highlighting or deletion)
The original (Contract Sum) (Guaranteed Maximum Price) ...........................................$ .2
Net change by previously authorized Change Orders...................................................$
CL
The (Contract Sum) (Guaranteed Maximum Price) prior to this Change order was............$
The (Contract Sum) (Guaranteed Maximum Price)will be (increased) (decreased) (unchanged) by this
Change Order .............$
The new (Contract Sum) (Guaranteed Maximum Price) including this Change Order is .......$ 2
The Contract Time will be increased decreased (unchanged) b #of Days
The date of Substantial Completion as of the date of this Change Order is........................(new date)
cv
Detailed description of change order and justification:
cv
Justification here. If a time change:show original and new substantial completion dates.
0
Change order is 0 % of original contract price
Not valid until signed by Owner. Architect (if applicable), and Contractor 2
0
CL
ARCHITECT:
Sign & Print Name Date CL
CONTRACTOR:
Sign & Print Name Date
DEPARTMENT DIRECTOR:
Sign & Print Name Date
COUNTY/ASSISTANT ADMINISTRATOR:
Sign & Print Name Date
Revised BOCC 3/18/2020
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ATTACHMENT D.7a
Change Order Attachment per Ordinance No. 004-1999
E Change Order was not included in the original contract specifications. Yes ❑ No ❑
If Yes, explanation:
E Change Order was included in the original specifications. Yes ❑ No ❑
0
CL
If Yes, explanation of increase in price:
E Change Order exceeds $50,000 or 5% of contract price (whichever is greater). Yes ❑ No ❑
cv
If Yes, explanation as to why it is not subject for a calling for bids: cv
cv
r.
E Project architect approves the change order. Yes ❑ No ❑ o
If no, explanation of why:
CL
E Change Order is correcting an error or omission in design document. Yes El ❑
CL
Should a claim under the applicable professional liability policy be made? Yes ❑ No ❑
Explain:
Revised BOCC 3/18/2020
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ATTACHMENT D.8
PUBLIC ENTITY CRIME STATEMENT
"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 on a contract to provide any goods or services to a public entity, may
not submit a bid 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 CONTRACTOR 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."
I have read the above and state that neither (Respondent's name) nor any
Affiliate has been placed on the convicted vendor list within the last 36 months.
0
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(Signature)
Date:
cv
cv
STATE OF:
cv
COUNTY OF:
Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or ❑ online
notarization, on (date) by C 0L
(name of affiant). He/She is personally known to me or N
has produced (type of identification) as identification.
NOTARY PUBLIC
My Commission Expires:
Revised BOCC 3/18/2020
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ATTACHMENT D.9
SWORN STATEMENT UNDER ORDINANCE NO. 010-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
A
(Company)
"...warrants that he/it has not employed, retained or otherwise had act on his/her behalf any former
County officer or employee in violation of Section 2 of Ordinance No. 010-1990 or any County officer or
employee in violation of Section 3 of Ordinance No. 010-1990. For breach or violation of this provision
the County may, in its discretion,terminate this Agreement without liability and may also, in its discretion,
deduct from the Agreement or purchase price, or otherwise recover, the full amount of any fee, '
commission, percentage, gift, or consideration paid to the former County officer oremployee."
(Signature)
Date:
cv
STATE OF:
COUNTY OF: c
Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or ❑ online 2
0
notarization, on
(date) by (name of affiant). He/She is personally 2
known to me or has produced (type of identification) as
identification.
NOTARY PUBLIC
My Commission Expires:
Revised BOCC 3/18/2020
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ATTACHMENT D.10
NON-COLLUSION AFFIDAVIT
I, of the city of according to law on my oath,
and under penalty of perjury, depose and say that
a. I am of the firm of
the bidder making the
Proposal for the project described in the Request for Proposals for
and that I executed the said proposal
with full authority to do so;
b. the prices in this bid have been arrived at independently without collusion, consultation,
communication or agreement for the purpose of restricting competition, as to any matter
relating to such prices with any other bidder or with any competitor;
C. unless otherwise required by law, the prices which have been quoted in this bid have not 2
been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder c
prior to bid opening, directly or indirectly, to any other bidder or to any competitor;and
d. no attempt has been made or will be made by the bidder to induce any other person,
partnership or corporation to submit, or not to submit, a bid for the purpose of restricting 2
competition;
e. the statements contained in this affidavit are true and correct, and made with full
knowledge that Monroe County relies upon the truth of the statements contained in this
affidavit in awarding contracts for said project.
0
(Signature)
Date:
CL
STATE OF:
COUNTY OF: 2
CL
Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or ❑ online
notarization, on (date) by
(name of affiant). He/She is personally known to me or has
produced (type of identification) as
identification.
NOTARY PUBLIC
My Commission Expires:
Revised BOCC 3/18/2020
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ATTACHMENT D.11
DRUG-FREE WORKPLACE FORM
The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that:
(Name of Business)
1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession, or use of a controlled substance is prohibited in the workplace and specifying the
actions that will be taken against employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business' policy of
maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee
assistance programs, and the penalties that may be imposed upon employees for drug abuse
violations.
3. Give each employee engaged in providing the commodities or contractual services that are under
bid a copy of the statement specified in subsection (1).
4. In the statement specified in subsection (1), notify the employees that, as a condition of working
on the commodities or contractual services that are under bid, the employee will abide by the
terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo N
contendere to, any violation of Chapter 893 (Florida Statutes) or of any controlled substance law
of the United States or any state, for a violation occurring in the workplace no later than five (5)
days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community, or any employee who is CND
so convicted. `V
6. Make a good faith effort to continue to maintain a drug-free workplace through implementation
of this section.
As the person authorized to sign the statement, I certify that this firm complies fully with the above
requirements.
CL
(Signature)
Date:
CL
STATE OF:
COUNTY OF:
Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or ❑ online
notarization, on (date) by
(name of affiant). He/She is personally known to me or
has produced (type of identification) as identification.
NOTARY PUBLIC
My Commission Expires:
Revised BOCC 3/18/2020
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ATTACHMENT D.12
VENDOR CERTIFICATION REGARDING SCRUTINIZED COMPANIES LISTS
Project Description(s):
Respondent Vendor Name:
Vendor FEIN:
Vendor's Authorized Representative Name and Title:
Address:
City: State: Zip:
Phone Number:
Email Address:
Section 287.135,Florida Statutes prohibits a company from bidding on, submitting a proposal for, or entering into
or renewing a contract for goods or services of any amount if, at the time of contracting or renewal, the company '0
is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes, CL
or is engaged in a Boycott of Israel. Section 287.135, Florida Statutes, also prohibits a company from bidding on,
submitting a proposal for,or entering into or renewing a contract for goods or services of$1,000,000 or more,that 2
are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities 2
in the Iran Petroleum Energy Sector Lists which were created pursuant to s.215.473,Florida Statutes,or is engagedCL
in business operations in Cuba or Syria.
As the person authorized to sign on behalf of Respondent, I hereby certify that the company identified above in
the Section entitled"Respondent Vendor Name"is not listed on the Scrutinized Companies that Boycott Israel List
or engaged in a boycott of Israel and for Projects of$1,000,000 or more is not listed on either the Scrutinized N
Companies with Activities in Sudan List,the Scrutinized Companies with Activities in the Iran Petroleum Energy
Sector List, or engaged in business operations in Cuba or Syria.
I understand that pursuant to Section 287.135, Florida Statutes, the submission of a false certification may subject
company to civil penalties, attorney's fees, and/or costs. I further understand that any contract with the County 2
may be terminated, at the option of the County,if the company is found to have submitted a false certification or C 0L
has been placed on the Scrutinized Companies that Boycott Israel List or engaged in a boycott of Israel or placed
on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the 'Vi
Iran Petroleum Energy Sector List or been engaged in business operations in Cuba or Syria.
Certified By: who is authorized to sign :5
CL
on behalf of the above referenced company.
Authorized Signature:
Print Name:
Title:
Note: The List are available at the following Department of Management Services Site:
httu://www.dms.mvflorida.com/business operations/state purchasing/vendor information/convicted susuended
discriminatory complaints vendor lists — — —
Revised BOCC 3/18/2020
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FEDERAL FORMS TO BE USED WHEN FEDERAL FUNDS ARE UTILIZED OR
EXPECTED TO BE UTILIZED AS SET FORTH IN CHAPTER 14
0
0.
cv
cv
cv
c
0
0.
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ATTACHMENT E.1
Monroe County Procurement Form
(For all Purchasing $10,000.00 or more)
Requirement(good/services to be procured):
If brand name or equal salient characteristics are:
Market Research: CL
Research Method:
❑Internet( ) 2
❑Prior procurement files ( )
❑Personal Knowledge of Local Trade Area( )
❑Other( )
Potential Sources:
0
Estimated Purchase Price: $ .2
0.
Additional Considerations: Considered Notes:
Federal Surplus Property ❑
Aggregates or Break Up ❑
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)
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ATTACHMENT E.1
Monroe County Procurement Form
(For all Purchasing $10,000.00 or more)
Procurement Method:
El Small Purchase Procedure ($10,000.00 Up to El 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
(attach documentation noting oral price quotes)
Vendor contact information/Price quoted
0
CL
N
Notification/Publication Plan: NIA if Micro-Purchase;Must be formally publicized if"estimated N
Purchase Price"is in excess of$50,000.
0
0
Signature Signature CL
Printed Name Printed Name
CL
Title/Department Title/OMB Department E
Updated 7/18/18
Page 96 of 106
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C.9.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:
Name Date Received/Bid opening Date Checked in
SAM/DMS/etc. as
per Entity Checklist 2'
Attachment E.3 c
a.
cv
cv
cv
Selected Firm/Person/Entity/Company: c
Selection Rationale: The bid/Proposal was most advantageous to the County,price and other 2
factors considered because CL
Price Reasonableness Assessment:
CL
❑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.
*Rationale should be Consistent with RFPs stated evaluation factors
*Rational should be consistent with Written Evaluation Plan
Signature Signature
Printed Name Printed Name
Title/Department Title/ OMB Department
Page 97 of 106
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C.9.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 ❑
dms.myflorida/com No ❑
US DHHS List of Excluded Individuals and Entities (LEIS): Yes El0
0.
Exclusions/oig.hhs.gov No El
Verified By:
N
Signature Date
N
h
0
Printed Name Contract/Grant Manager
0
0.
Title, Department
Reviewed By:
CL
Signature
Printed Name
Title/OMB Department
Page 98 of 106
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C.9.a
Monroe County Purchasing Policy and Procedures
Disaster 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:
Incident Name:
Request:
Reason for Request--how was this caused by the incident?
0
Type of purchase: CL
CD
Replenish Stock New Items/Materials Insurance Claim Claim # N
Repair Work Replacement due to damage (Include copy of all claim-related document
Where are the items/materials/goods/services being used?
N
What is the location of the repair or replacement work?
N
If repair or replacement, is this temporary or Priority: Low Routine Urgent y
permanent?
Temporary Permanent
CL
Order Details:
Qty Item Description Cost per Unit Total Expense
CL
Total Cost:
Please attach the required three quotes on purchases $10,000 or greater.
This request for purchase must be approved before submitting to BOCC for contract approval. Use this codinE
for the Agenda Item: Fund/Cost Center Account Project Project Account
OMB Purchasing Approval: Disaster Tracking#
Updated 10/21/20 FDEM Approval Needed? Yes No
Page 99 of 106
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C.9.a
Monroe County Purchasing Policy and Procedures
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
DISASTER AUDIT SLIP ATTACHMENT E.5
Vendor Name Vendor Number
Invoice# Invoice Date Invoice Amount$
Requester Name Requester Department Incident Name
How was this caused by the disaster?
Type of purchase: Replenish Stock New Items/Materials_Repair Work Replacement due to damage 0.
What is the location(Address and Facility Name)of the repair or replacement work or where the items/materials >%
will be used? If this is relating to a vehicle,include the County Vehicle ID and VIN. 2
0
CL
If repair or replacement,is this temporary or permanent? Temporary _Permanent
Has an insurance claim been filed?If yes,what is the claim number? 2
Priority:_Low_Routine _Urgent Disaster Tracking Number :5
CL
Fund/ `✓
Cost Ctr Account# Proiect# Proiect Acct# Amount
N
$
h
Description(Opt) c
CL
Description(Opt)
- $ 2
CL
Description(Opt)
Review Signature Date
Approve to$1,000.00 Signature Date
$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
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 3/18/20
Page 100 of 106
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C.9.a
Monroe County Purchasing Policy and Procedures
ma
Minority Owned Business Declaration
, a sub-contractor engaged by Monroe County during the
completion of work associated with the below indicated project
(Check one)
is a minority business enterprise, as defined in Section 288.703, Florida
Statutes
or
is not a minority business enterprise, as defined in Section 288.703, Florida
Statutes.
F.S. 288.703(3)"Minority business enterprise"means any small business concern as defined in subsection(6)(see 2
below)which is organized to engage in commercial transactions,which is domiciled in Florida,and which is at least 0
5 1-percent-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 M
whose management and daily operations are controlled by such persons.A minority business enterprise may 2
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 minority person within a related immediate family group if W
the combined total net asset value of all members of such family group exceeds$1 million.For purposes of this N
subsection,the term"related immediate family group"means one or more children under 16 years of age and a N
parent of such children or the spouse of such parent residing in the same house or living unit. N
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 0
million or any firm based in this state which has a Small Business Administration 8(a)certification.As applicable to
sole proprietorships,the$5 million net worth requirement shall include both personal and business investments. >%
Contractor may refer to F.S. 288.703 for more information. .2
Contractor Sub-Recipient: Monroe County c.
Signature Signature 2
CL
Print Name: Printed Name:
Title: Title/ OMB Department: E
Verified via:
ems://osd.dms.myflorida.com/directories
Address: DEM Contract:
City/State/Zip
Date: FEMA Project Number:
Page 101 of 106
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C.9.a
Monroe County Purchasing Policy and Procedures
APPENDIX A. 44 C.F.R. PART 18 — CERTIFICATION REGARDING
LOBBYING
(To be submitted with each bid or offer exceeding $100,000)
Certification for Contracts, Grants, Loans, and Cooperative Agreements
The undersigned certifies, to the best of his or her knowledge and belief, that:
1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or
employee of an agency, a Member of Congress, an officer or employee of Congress, or an
employee of a Member of Congress in connection with the awarding of any Federal
contract, the making of any Federal grant, the malting of any Federal loan, the entering into
of any cooperative agreement, and the extension, continuation, renewal, amendment, or
modification of any Federal contract, grant, loan, or cooperative agreement.
2. If any funds other than Federal appropriated funds have been paid orwill 0
be paid to any person for influencing or attempting to influence an officer or employee of 0.
any agency, a Member of Congress, an officer or employee of Congress, or an employee E
of a Member of Congress in connection with this Federal contract, grant, loan, or
cooperative agreement, the undersigned shall complete and submit Standard Form-LLL,
"Disclosure Form to Report Lobbying," in accordance with its instructions.
N
3. The undersigned shall require that the language of this certification be
included in the award documents for all subawards at all tiers (including subcontracts,
subgrants, and contracts under grants, loans, and cooperative agreements) and that all
subrecipients shall certify and disclose accordingly. This certification is a material
representation of fact upon which reliance was placed when this transaction was made or
entered into. Submission of this certification is a prerequisite for malting or entering into 0
this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file a.
CD
the required certification shall be subject to a civil penalty of not less than $10,000 and E
not more than $100,000 for each such failure.
The Contractor certifies or affirms the truthfulness and
accuracy of each statement of its certification and disclosure, if any. In addition,
the Contractor understands and agrees that the provisions of 31 U.S.C. Chap. 38, E
Administrative Remedies for False Claims and Statements, apply to this certification and
disclosure, if any.
Signature of Contractor's Authorized Official
Name and Title of Contractor's Authorized Official Date
Page 102 of 106
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C.9.a
Monroe County Purchasing Policy and Procedures
DISCLOSURE F LOBBI LNG ACTN'T'TIE S,
rL ENNrQ_'�-+I z C W TMrll'P oUm I'll",DISsMD ZI LOBB ` G A gII'=PULSLIANIT TO 3-;.r S i® -3,2
1. Type of Federal Actiom 2. Status of Federal_cfiou!s . Report e:
Hcor-Irma ❑a.bd' o a, plicidou ❑a, LLTal
b. Pmt b. l 10,aw"Ild b, malarial change
'00peTatmx lg�ee ez c. ;post-iramr;
. 'Qm For,kfaiter al Change Only:
E. ioam -aralee Veat rar
f l aom ins,. .:e dam of Lut rqorz
4. N ame ar3d Address of Rqmrfing Entity a.
Emir Name and Address of Pn me:
❑urme ❑aubmardee
Tier 1-munm
Cm,ajT"aaa,FDJsfrkt illmo im, Coagre iion.al Districk,11momm
Federal Prg�ram'Name.,,Descri tbon:
+i7 Federal Tlepartma°mt=- ark: m. p m
2
f;lDA Dumber,if npp'Scoble
CL
�;. Federal irti m l ®rmber•if'kr� a : 9. Award Amnumt ifk .
10. a. Name smAl didress of Lobby Em3fity b indhidua.ls Perriormamg Sera-ices (McI ,_
(If rm"iaal,last Dome,first name,NIIi addrais if lffrrseet;fromNo. IOn)
mr.mare,first nanae,m:ui
cv
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cv
T-
cv
(mtacb Cory ahon S ii'mecesiT ) r�
11. A.mommt of Pad memt(c k&H that apply) 13. "Type of Payment(c k&H that apply)
❑act,ai ❑p, ed n y a, resai�er
❑ b. one-dmefee-
.2
12. Form of Psymeat(check alb that apply): c conmlissjan
I I a cash d. contiugentfee
❑ h name a daferrsj.
Value f: othEI5specift, N
14. Brief Dersrript na,of Senices;Performed nr to be,performed and liKate(z)of Seri ce.,inclseng2
Gffrcee,$),eMRI5. S),,Or member(s)comtacte&for Pas emt Imdirated in Item 11:
CL
(attach Corti atar Shee!,'s)ifinecese.ary)
IS. Coat mmatiamSheet(s)attar Yes ❑ No ❑ �
i. Ifxm bgom ar7A,.,"cic : a nmmmd CEP
'ids31:1-7 c�.EQc7m 1311 Tl .d<66a,.wa t:I eLtvimg, �i at�dre:
mmmaadso,am =m. Primit1
.asamt m 3:C S C.135 1 .inY=m ari om miLl b&
rWomid m 4 cmF&&s�wmianmuaEymd will availlabla,6jr
d w r�wmaa ' •s•w s pia u za al 'afmad a
is,C�mremF and c mate hs��'1 ^, fs�r cm€�sva fsi t*�a. Tel iaOne I,o.; Date:
Aarthonzed for Decal It_epr s-tom
Federal>r Use p+h-: SlamdmdForm-LLL,
2-6 PART 2.iLCOtJN7Y
Page 103 of 106
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C.9.a
Monroe County Purchasing Policy and Procedures
INSTRUCTIONS FOR COMPLETION OF SF-LLL,
DISCLOSURE OF LOBBYING ACTIVITIES
This disclosure form shall be completed by the reporting entity,whether subawardee or prime Federal recipient,at the initiation or receipt of
covered Federal action or a material change to previous filing pursuant to title 31 U.S.C.section 1352.The filing of a form is required for
such payment or agreement to make payment to lobbying entity for influencing or attempting to influence an officer or employee of any
agency,a Member of Congress an officer or employee of Congress or an employee of a Member of Congress in connection with a covered
Federal action.Attach a continuation sheet for additional information if the space on the form is inadequate.Complete all items that apply
for both the initial filing and material change report. Refer to the implementing guidance published by the Office of Management and
Budget for additional information.
1. Identify the type of covered Federal action for which lobbying activity is and/or has been secured to influence,the outcome
of a covered Federal action.
2. Identify the status of the covered Federal action.
3. Identify the appropriate classification of this report. If this is a follow-up report caused by a material change to the
information previously reported, enter the year and quarter in which the change occurred. Enter the date of the last,
previously submitted report by this reporting entity for this covered Federal action.
4. Enter the full name,address,city,state and zip code of the reporting entity. Include Congressional District if known.Check the
appropriate classification of the reporting entity that designates if it is or expects to be a prime or subaward recipient. Identify >%
the tier of the subawardee,e.g.,the first subawardee of the prime is the first tier.Subawards include but are not limited to
subcontracts,subgrants and contract awards under grants. CL
5. If the organization filing the report in Item 4 checks"Subawardee"then enter the full name,address,city,state and zip code of
the prime Federal recipient. Include Congressional District,ifknown.
6. Enter the name of the Federal agency making the award or loan commitment. Include at least one organization level below
agency name,if known.For example,Department of Transportation,United States Coast Guard. 2-
7. Enter the Federal program name or description for the covered Federal action(item 1). If known,enter the full Catalog of :5
Federal Domestic Assistance(CFDA)number for grants,cooperative agreements,loans and loan commitments. CL
8. Enter the most appropriate Federal identifying number available for the Federal action identification in item 1(e.g., Request for N
Proposal(RFP)number,Invitation for Bid(IFB)number,grant announcement number,the contract grant.or loan award number, CD
the application/proposal control number assi assigned b the Federal agency).Include refixes,e. RFP-DE-90-00L" tV
g Y g Y)� p g�, � r
9. For a covered Federal action where there has been an award or loan commitment by the Federal agency,enter the Federal amount tV
of the award/loan commitments for the prime entity identified in item 4 or 5.
10. (a)Enter the full name,address,city,state and zip code of the lobbying entity engaged by the reporting entity identified in item 4 to 0
influenced the covered Federal action.
(b)Enter the full names of the individual(s)performing services and include full address if different from 10(a). Enter Last >%
Name,First Name and Middle Initial(MI). 2
11. Enter the amount of compensation paid or reasonably expected to be paid by the reporting entity(item 4)to the lobbying entity CL
(item 10).Indicate whether the payment has been made(actual)or will be made(planned).Check all boxes that apply. If this �g
is a material change report,enter the cumulative amount of payment made or planned to be made.
12. Check the appropriate box. Check all boxes that apply. If payment is made through an in-kind contribution,specify the nature
and value of the in-kind payment.
13. Check the appropriate box. Check all boxes that apply. If other,specify nature.
14. Provide a specific and detailed description of the services that the lobbyist has performed or will be expected to perform and the C'
date(s)of any services rendered.Include all preparatory and related activity not just time spent in actual contact with Federal
officials.Identify the Federal officer(s)or employee(s)contacted or the officer(s)employee(s)or Member(s)of Congress that
were contacted.
15. Check whether or not a continuation sheet(s)is attached.
.N
16. The certifying official shall sign and date the form,print his/her name title and telephone number.
Public reporting burden for this collection of information is estimated to average 30 minutes per response,including time for reviewing
instruction,searching existing data sources,gathering and maintaining the data needed,and completing and reviewing the collection of
information.Send comments regarding the burden estimate or any other aspect of this collection of information,including suggestions for
reducing this burden,to the Office of Management and Budget,Paperwork Reduction Project
(0348-0046),Washington,D.C.20503. SF-LLL-Instructions Rev.06-04-
90«ENDIF»
2-6d PART 2/COUNTY
Page 104 of 106
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Exhibit A
Sample 1--Notice of Intended Decision for Construction Bids
February 14, 2013
To: All Bidders
Re: Notice of Intent to Award a Contract
Watson Bridge Repair Project
To Whom it May Concern: C 0L
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 2
the 2014 Board of County Commissioner's Meeting.
Construction bids for the Project were received by the Monroe County N
Purchasing Department on 2014.
0
Sincerely,
0
CL
Judith S. Clarke, P.E.
Director of Engineering Services
CL
Page 105 of 106
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C.9.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 (RFP)
Or
Notice of Intent to Negotiate a Contract
Request for Competitive Solicitations for Engineering Design and Permitting Services for the 2
Card Sound Bridge Repair Project(RFQ) CL
To Whom it May Concern: 2
This letter will serve as notice of Monroe County's intent to grant approval for staff to negotiate
a contract with the highest ranked respondent, for Engineering Design and
Permitting Services for the Card Sound Bridge Project at the March 20, 2013 Board of County
Commissioner's Meeting.
c
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.
0
CL
Sincerely,
Judith S. Clarke, P.E. CL
Director of Engineering Services
Revised 10 212020
Page 106 of 106
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C.9.b
1B 23
� y
1 U
C pVNTY IN ZHf
Monroe County
Purchasing Policy
_______. .._______ _________ _________ ._______._.
(As Revised,�2112021) deleted:a
---- _______ _______ _________ _________ __________
N
CD
T-
N
CL
CL
V
p
Packet Pg.367
C.9.b
Table of Contents
CHAPTER 1 -INTRODUCTION.....................................................................................4
CHAPTER 2 -AUTHORITY&DUTIES..........................................................................4
A. Board of County Commissioners.................................................................................................................4
t�
B. County Administrator...................................................................................................................................4
U
C. Office of Management and Budget..............................................................................................................5
CL
D. Requesting Department................................................................................................................................6
E. Delegation of Authority.................................................................................................................................7
F. Purchasing Authority....................................................................................................................................7 2-
G. Signature Authority for Agreements...........................................................................................................8 CLL
H. Local Preference...........................................................................................................................................10
I. Non-Discrimination.....................................................................................................................................10 0)
J. Payment Dispute Resolution......................................................................................................................10
t�
CHAPTER 3 -COMPETITIVE SOLICITATION PROCESS...............................................12
A. Notice Inviting Competitive Solicitation....................................................................................................12
r
B. Procedure for Competitive Solicitation.....................................................................................................15 N
CD
CN
C. Tie Responses...............................................................................................................................................17 T_
CN
D. Rejection of Responses................................................................................................................................17
0
E. Waiver of Irregularities..............................................................................................................................17
F. Award of Contract.......................................................................................................................................17 U
0
G. Protest Procedure........................................................................................................................................18
CL
CHAPTER 4 -PURCHASE OF PROFESSIONAL SERVICES.....................................18
A. Definition......................................................................................................................................................18 2
B. Methods of Acquisition...............................................................................................................................19
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C. Continuing Contracts..................................................................................................................................19 0)
CHAPTER 5 -DESIGN/BUILD CONTRACTS..............................................................21
A. Procedure.....................................................................................................................................................21
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C.9.b
CHAPTER 6-CONTRACTS/AGREEMENTS..............................................................22
A. Contract Review..........................................................................................................................................22
B. Requirements...............................................................................................................................................23
C. CPI Computation........................................................................................................................................23
D. Exceptions....................................................................................................................................................23
C�
E. Preference to Florida businesses(FS 287.084)..........................................................................................24
U
F. Preference to businesses with drug-free workplace programs(F.S.287.087)........................................24 0
CL
G. Change Orders............................................................................................................................................24
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.N
CHAPTER 7 -EXCLUSIONS........................................................................................25
A. Sole Source...................................................................................................................................................25
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B. Emergency Purchases.................................................................................................................................26
0
C. Cooperative Purchasing..............................................................................................................................27
D. Previously Approved Projects....................................................................................................................28
C�
E. Piggybacking................................................................................................................................................28
CHAPTER 8 -BLANKET PURCHASE ORDERS........................................................28
CHAPTER 9 -MINORITY BUSINESS ENTERPRISE(MBE), SMALL BUSINESS&
DISADVANTAGED BUSINESSES...............................................................................29
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T_
CHAPTER 10 -PURCHASE OF INSURANCE.............................................................29
ram.
0
CHAPTER 11 -RECYCLED CONTENT PRODUCTS..................................................30 cn
CHAPTER 12 -SURPLUS ITEMS................................................................................30 .2
0
CL
CHAPTER 13-PURCHASING CARD POLICY..........................................34,53-72
CHAPTER 14-FEDERAL FUNDING REQUIREMENTS..............................................34
A. Procurement Standards(2CFR)................................................................................................................34 2-
B. Competition Requirements.........................................................................................................................36
CL
C. Method of Procurement Requirements.....................................................................................................36
D. Contracting with Small&Minority Businesses,Women's Business Enterprises,and Labor Surplus O
AreaFirms...................................................................................................................................................39 t8
E. Contractual Considerations........................................................................................................................40
Page 2 of 106
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C.9.b
F. Construction Contract Considerations......................................................................................................42
G. Capital Expenditures..................................................................................................................................43
CHAPTER 15-PAYMENT CARD POLICY AND PROCEDURES...............................45
ATTACHMENTS:
Attachment A.Memorandum of Request for Competitive Solicitation...................................46
Attachment B.a. Notice of Request for Competitive Solicitations Sample 1..........................47
Attachment B.b. Notice of Request for Competitive Solicitations Sample 2..........................48
Attachment B.I.Approval to Issue Addendum.........................................................................49
Attachment B.2.Inventory Deletion Request.............................................................................50
Attachment B.3.Computer Related Equipment Inventory Deletion Request........................51 CL
Attachment BA.Fixed Asset Transfer Form.............................................................................52
Attachment C.Purchasing Card Policy&Procedures.............................................................53
Attachment C.1 Payment Card Policy and Procedures............................................................73
AttachmentD.Forms...................................................................................................................80
Attachment D-1.Monroe County Purchasing Authorization Form........................................81 CL
Attachment D-2.Monroe County Request to Purchase Form..................................................82
Attachment D-3. Monroe County BOCC Audit Slip................................................................83
Attachment D-4. Vendor File Request Form.............................................................................84
Attachment D-5.Contract Summary Form for Contracts Less Than$50,000.00..................85
Attachment D-6. Contract Renewal Form for Contracts Less Than$50,000.00...................86 >
Attachment D-7. Change Order Form......................................................................................87
Attachment D-7.a Change Order Attachment...........................................................................88
Attachment D-8. Public Entity Crime Statement.....................................................................89
Attachment D-9.Sworn Statement Under Ordinance No.010-1990 Monroe County,Florida...90
Attachment D-10.Non-Collusion Affidavit...............................................................................91
Attachment D-11.Drug-free Workplace Form.........................................................................92
Attachment D-12.Vendor Certification Regarding Scrutinized Companies Lists.................93 CD
ty
Attachment E-1. Monroe County Procurement Form(purchase over 10,000.00)................95 r
Attachment E-2.Monroe County Procurement Form(purchase over$50,000.00.................97 N
ram.
Attachment E-3.Entity Checklist................................................................................................98
Attachment E-4.Disaster Request for Purchase........................................................................99 N
Attachment E-5.Disaster Audit Slip.........................................................................................100
Minority Owned Business Declaration.....................................................................................101
Appendix A Anti-Lobbying Certification Form......................................................................102
Exhibit A Sample 1—Notice of Intended Decision for Construction Bids............................105 CL
Exhibit A Sample 2—Notice of Intended Decision for RFPs&RFQs...................................106
CL
Page 3 of 106
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C.9.b
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 0
honest communication. C-
CHAPTER 1. INTRODUCTION
The purpose of the County's Purchasing Policy(Policy)is to secure economy in the construction 2
of County public works and in the expenditure of County funds for services,materials, supplies, �
and equipment. The Policy is intended to promote actual, honest and effective competition and
protect the taxpayers from collusive contracts,favoritism,fraud,extravagance,and improvidence.
0
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.
CHAPTER 2. AUTHORITY&DUTIES
A. Board of County Commissioners
The Procurement Policy Office consists of the Monroe County Board of County Commissioners
which is hereinafter referred to as the BOCC. N
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1. The BOCC shall decide all matters of policy including those referred to it by the Chief N
T-
Procurement Officer. N
2. No contract for goods or services may be awarded without the approval of the BOCC,unless 0
authorized by MCC or this Policy.
B. County Administrator 2
0
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,
services,and construction in accordance with policy adopted by the BOCC.The purpose of in
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 2
inconsistencies,the County Code provisions shall prevail over Policies and Procedures,the CL
Policies and Procedures shall prevail over Administrative Instructions. F
2. The County Administrator has contract approval authority as set forth in Monroe County E
Code Section 2-58.
Page 4 of 106
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C.9.b
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: 2
0
(a) Assures that supplies used by various departments will be uniform whenever CL
CD
consistent with operational goals and in the interest of efficiency or economy.The r-
Requesting Department must justify in writing the need for a special type of item.
(b) Makes alternative suggestions to the Requesting Department if requested
specifications would restrict competition or otherwise preclude the most economical C.
purchase of the required items. In case of disagreement as to the content of the
specifications,the County Administrator shall make the final determination. 0
(c) Seeks purchases through State, Federal Agencies, Associations or other u
governmental agencies if the Requesting Department makes a request for same and
such purchases may be in the best interest of the County.
(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 N
or County Administrator. T
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(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
DemandStar.
2
(f} Checks convicted/suspended vendor list prior to issuance of a bid tabulation. 0
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(g) Tabulates the responses to RFBs and submit the tabulation to the Requesting
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 C.
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.
n 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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C.9.b
D. Requesting Department
I. Must submit an electronic "Request to Purchase" (Attachment D.2) 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 2
the request for any such commodity,service,or source. 0
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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
document.For goods that are purchased in any individual purchase order for which the total CL
dollar amount equals or exceeds$2,500,internal controls should be increased either through r-
additional employees involved in the process and/or through documentation of the receipt e
and application of the goods.
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
utilized in the event that the normal County operations are closed.
6. The Requesting Department or the vendor must complete a"Vendor File Request Form
(attached hereto as Attachment D.4.)" and "W-9" or "W-8" for foreign corporations if
such documentation is not already maintained in the finance system. The Requesting N
Department is responsible for verifying that new vendor(s) are set up correctly in the CD
N
finance system and must verify that the vendor information is correct in the finance T-
system. Whenever there is a change of the vendor name, a new "Vendor File request N
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 0
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
match the name shown on the invoice; contract (if there is a contract); audit slip; W-9; CL
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 2
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 CL
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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C.9.b
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(Attachment D.3),or other
fiscal documents.
1. In order to ensure proper fiscal control,purchasing authority shall be limited to the County 0
Administrator, Assistant County Administrators, Purchasing Director, and Department CL
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
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
Administrator or Assistant Administrators signatures. Requests for Purchasing Authority
are submitted using the Monroe County Purchasing Authorization Form(Attachment D.1)
0
PURCHASING LEVELS R'HAT TO DO? PURCHASING AUTHORITY
FOR TOTAL DOLLAR (WHO APPROVES/PAYS) >
AMOUNT
$.O1-$1,000.00 Prrchase Order not required Deportment Director or their
designees
$1,000.01-$5,000.00 Requires electronic Request to Plschase form Department Director or designeescu
to Prrchasing.Price reasonableness
docimientation is required to be maintained by
the Requesting Department.
N
$5,000.01-$9,999.99 Request to Pluchase form along with Department Director or designee N
docimientation of price reasonableness T"
justification is required to be submitted as N
documented by Requesting Departments. N-
$10,000.00-$19,999.99 Request to Piuchase form along with three(3) Department Director authorized for 0
or more price quotes as docimiented by prrchases of$10,000.01 and N
Requesting Departments. above.(Designee allowed for (B
piuchases up to$10,000.00 only.) �y
L9
$20,000.00-$49,999.99 Request to Purchase form along with three(3) County Administrator,Assistant 0
or more price quotes.Requesting Department County Administrator or CL
will solicit quotes. Purchasing Director
$50,000.00 AND OVER Competitive Bid process BOCC .�
BOCC prior approval required.Govemed by cu
County ordinance,as supplemented by the
Piuchasing Policies and Procedires Manual.
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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
interriet 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
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C.9.b
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
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.
0
3. A contract may not be split into multiple contracts for services, goods or public CL
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,
contract for the full scope of the service,good or public improvement based on an estimate 2
of the full scope of service,good or public improvement anticipated to be required at the :5
time of bidding. For purposes of this section when consecutive multiple contracts for C.
services,goods or public improvement are issued because the full scope of the service,good r_
or public improvement are unknown or cannot be determined or is a function of the funding .0
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.
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 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 CD
N
purchase order amount by more than 20%. N
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G. Signature Authority for Agreements 0
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 0
contracts/agreements or leases as set forth herein.Only the BOCC has the authority to approve and C-
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 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 C'
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 E
basis.If the County Administrator authorizes aperson to act as a designee,such person shall comply
with Section 112.3145,Florida Statutes and the financial disclosure requirements set forth therein.
e(
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C.9.b
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.S.) 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 '2
prior to execution.The County Attorney may require approval or ratification of an agreement by CL
the BOCC.
All executed agreements/contracts or leases must be furnished to the Clerk for record keeping and
retention purposes. 2
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
amendment is less than$50,000.00.
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
the BOCC. r~
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Contract Renewal:The County Administrator(or his designee)shall have the authority to execute N
T-
renewals of contracts for commodities and/or services subject to the following conditions: N
1. 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
verified satisfactory performance.
2. The BOCC approved agreement provided for a renewal subject to the terms and
conditions set forth in the initial contract. Cost and term modifications must be C-
addressed in the original solicitation document and/or resulting contract.
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.
The Contract Manager of the Requesting Department shall provide a completed Contract Renewal CL
Form for contracts less than$50,000.00(See AttachmentD.6.)in addition to the County Summary
Form for contracts less than $50,000.00 to the County Administrator along with the renewal E
agreement to be considered for execution by the County Administrator.
os
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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C.9.b
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.
FL 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 2
quotes when pricing is the major consideration and when price quotes are required by this Policy. 0
CL
L Non-discrimination
03
It is the policy of Monroe County to provide equal opportunity to all qualified persons in gaining
entry to do business with the County. To help achieve an optimum level of competitiveness,
Monroe County does not discriminate on the basis of race,color,sex,national origin,religion,age, CL
ancestry, sexual orientation, gender identity or expression, familial status or disability in its
purchase of goods and services. 0
J. Payment DisputeResolution
The purpose of this procedure is to ensure the prompt review and payment of all vendor invoices
and if a dispute arises regarding a vendor invoice, a procedure for the prompt resolution of the
dispute. Payment of invoices for work performed for Monroe County Board of County
Commissioners (County)is made in accordance with Section 218.70, et. seq., Florida Statutes,
the Local Government Prompt Payment Act. This procedure will apply to any payment dispute
between the County and a contractor or vendor(both referred to as"vendors"in this section)over
the County's nonpayment of a payment request or invoice when there is no specific dispute N
resolution procedure prescribed in the contract. N
If the invoice reviewed is determined to be in compliance with the terms of the contract or
purchase order that governs payment,the invoice shall be noted as"proper"and forwarded to the
Clerk for payment.
Dispute Resolution Procedure 0
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1. If an improper invoice is submitted by a vendor, Monroe County shall notify a vendor in
writing within ten(10)days after receipt of an improper invoice,that the invoice is improper. y
The notice should indicate what corrective action on the part of the vendor is needed to make
the payment request or invoice proper. The vendor should take corrective action and 2
resubmit a Proper Invoice to the County. The vendor's steps shall be that of initially :5
contacting the Requesting Department to validate their invoice and receive a sign off from CL
that entity that would indicate that the invoice in question is in accordance with the terms
and conditions of the agreement. Once sign off is obtained,the vendor should then resubmit E
the invoice as a"Corrected Invoice" to the Requesting Department which will initiate the
payment timeline of a Proper Invoice.
a Requesting Department for this purpose is defined as the County department for whom
the work isperformed.
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C.9.b
b. Proper Invoice for this purpose is defined as an invoice submitted for work performed that
meets prior agreed upon terms or conditions to the satisfaction of Monroe County and in
accordance with Sec.218.72,Florida Statutes.
2 Should a dispute result between the vendor and the County over payment of a payment request
or an invoice,then the vendor should submit their notice of dispute in writing to the Requesting
Department.The Requesting Department should acknowledge receipt of the vendor's notice of
dispute and provide the vendor with the County's dispute resolution procedure by mail or email,
if available. Each Requesting Department shall assign a representative who shall act as a
"Dispute Manager"to resolve the issue at departmental level.
CL
3. The Dispute Manager shall investigate the dispute and document the steps taken to resolve the
issue. The Dispute Manager should,as part of his or her investigation,ascertain if the work,
for which the payment request or invoice has been submitted, was performed to Monroe
County's satisfaction and duly accepted by the Proper Authority. Proper Authority for this 2
purpose is defined as the Monroe County representative who is designated as the approving :5
authority for the work performed in the contractual document. CL
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4. Dispute resolution procedures shall be commenced no later than forty-five(45)days after the 2
date on which the payment request or invoice was received by Monroe County and shall not
extend beyond sixty (60) days. The Dispute Manager must complete the investigation and >
furnish a written determination to the vendor.
5. If the vendor is not satisfied with the Dispute Manager's resolution of the dispute, the We
County Administrator or his or her designee shall be the final arbiter in resolving the
issue and will issue their final decision in writing within sixty (60) days after the date on
which the payment request or invoice was received by Monroe County
CD
6 If the County does not commence the dispute resolution procedure within the time frame as N
set forth above and in accordance with F.S. 218.76,a vendor may give written notice to the N
County of the failure to timely commence its dispute resolution procedure.If the County fails
to commence the dispute resolution process within 4 business days after such notice, any 0
amount resolved in the contractor's favor shall bear mandatory interest, as set forth in sec.
218.735(9),from the date the payment request or invoice containing the disputed amounts was
submitted to the County. If the dispute resolution procedure is not commenced within 4
business days after the notice,the objection to the payment request or invoice shall be deemed 0
CL
waived as per F.S.218.76(2)(b).This waiver of an objection pursuant to this paragraph does
not relieve a contractor of its contractual obligations.
7. Monroe County Dispute Resolution Procedures shall not be subject to Chapter 120 of the
Florida Statutes. The procedures shall also, per section 218.76, Florida Statutes, not be
intended as an administrative proceeding which would prohibit a court from ruling again on CL
any action resulting from the dispute.
8. Should the dispute be resolved in the County's favor interest charges begin to accrue fifteen
(15)days after the final decision made by the County.Should the dispute be resolved in the
vendor's favor the County shall pay interest as of the original date the payment was due.
9. For any legal action to recover any fees due because of the application of sections 218.70 et.
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C.9.b
seq.,Florida Statutes,an award shall be made to cover court costs and reasonable attorney
fees,including those fees incurred as a result of an appeal,to the prevailing parry.
CHAPTER 3. COMPETITIVE SOLICITATION PROCESS
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 94802, 0
Competitive Solicitation Process. CL
A. Notice Inviting Competitive Solicitations
1. Specifications: The Requesting Department must prepare competitive solicitation 2
specifications, along with a Memorandum of Request for Competitive Solicitations (see :5
Attachment A.or Administrative Instruction#4802, Competitive Solicitation Process),and CL
deliver simultaneously to the County Attorney's office via email to obtain prior legal r_
review/approval prior to submission to the Purchasing Office. Competitive Solicitation 2
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 solicitation or "rig" the competitive solicitation for any one
particular vendor. It is the responsibility of the Requesting Department to electronically
obtain the approved competitive solicitation from the reviewing attorney.
2. Advertisement: Following legal approval by the reviewing attorney, the County
Attorney's Office will obtain an assigned opening date from Purchasing. The County r
Attorney's Office will prepare and transmit the Notice inviting competitive solicitation for N
publication one time in the Key West Citizen, as the local newspaper qualifying under N
Florida Statutes Chapter 50.031, and, per BOCC direction one time in the Lower Keys j
(News Barometer), Middle Keys and Upper Keys (Keys Weekly) area newspapers. The r�
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.a. and B.b.,or
see Administrative Instruction#4802,Competitive Solicitation Process.
2
Following transmittal of the Notice to the newspapers by the County Attorney's Office 0
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requesting publication, the County Attorney's Office will email the executed original
Memorandum to the Requesting Department. It is the responsibility of the Requesting
Department to email omb-purchasing@monroecounty-fl.gov: 1) the executed original
Memorandum of Request for Competitive Solicitations 2) a copy of the final approved
competitive solicitation (in .pdf format) and the Notice (as it will publish and in Word
format),in time for the competitive solicitation to be uploaded to Demandstar prior to first CL
publication of the Notice in the newspapers.
The notice shall also be publicly posted by the Purchasing Office in a consistent public
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 uploaded to Onvia by DemandStar for distribution.
Page 12 of 106
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C.9.b
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
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
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 2
projected to cost more than $100,000 but less than $500,000 must be CL
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 CL
C
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 0
y ( g P ) .�
for the for the competitive solicitation opening.
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 r
Attachment B or see Administrative Instruction#4802,Competitive Solicitation Process. C44
N
4. All competitive solicitations received must remain valid for a minimum period of ninety N
(90)days from the competitive solicitation opening.
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 0
(5%)of the bid price,by way of a bid bond from a surety insurer authorized to do business C-
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 y
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 2
construction projects estimated to be less than$200,000.00.A construction project may not :5
CL
be divided into subparts to avoid the requirement of the bid security.
Water System or Sewer Improvements. E
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.
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C.9.b
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
may be required in the contract documents and (c) commences performance of the
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.
CL
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
opening date shall be returned to unsuccessful bidders in accordance with Monroe 2
County Code Section 2-347(i). :5
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Bidders may withdraw their bid and request, in writing, an earlier return of their bid r-
security under the conditions set forth in Monroe County Code Section 2-347(i)(1); .0
however, this action removes the bidder from further consideration should the lower W
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 r
prior to submission to the Purchasing for posting on Demandstar. An C44
Approval to Issue Addendum Form(See AttachmentB.1.)must be originally N
executed by the reviewing attorney and the Department Director of the N
Requesting Department. The executed Approval to Issue Addendum Form r�
must be attached to the Addenda upon receipt by Purchasing for execution 0
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 2
addition or change to the specifications. 0
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. 2
b) The Purchasing Office shall be responsible for notifying all prospective CL
responders who have received specifications of any issued addenda in
writing five (5)calendar days prior to the competitive solicitation opening
date (also see Administrative Instruction #4802, Competitive Solicitation E
Process). Specifications and addenda in the possession of the Purchasing
Office are controlling.
c) Each responder shall examine all competitive solicitation documents and
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C.9.b
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
interpretation, clarification or additional information can be given. If any
addenda are issued, Monroe County will attempt to notify all prospective
responders who have secured the same.
B. Procedure for Competitive Solicitation
2
1. All public notices calling for competitive solicitation bids,proposals,or replies will include CL
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.
2. All responses shall be opened by the Purchasing Office in accordance with the Notice of
Competitive Solicitation. All competitive solicitations shall remain valid for a minimum
period of 90 days. �!-
3. The Purchasing Office shall receive and retain in electronic format all published competitive e
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 GS I-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 orrepair N
of public buildings, will furnish evidence that they hold the required and/or appropriate N
current certificate or registration per Ch. 489.131 F.S. unless exempt under Ch. 489.103 r
F.S. N
ram.
5. All openings shall be open to the public and the Purchasing Office shall certify and keep a
record of said openings. The bid openings will be held in accordance with the Notice of
Competitive Solicitation,which may provide for members of the public to attend virtually.
2
6. A comprehensive review of the responses will be conducted by the Requesting Department. CL
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.
7. The Requesting Department shall review the information submitted pursuant to MCC
Section 2-347(h) in determining a responsible responder. The Department CL
Director/Requesting Department may consult with the County Attorney or other
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 e(
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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.
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 C-
County Commissioners on a selection committee. Generally, no County Attorney
shall be a voting member of a selection committee unless the County Attorney's
office is the Requesting Department.
If the issue(s)involve any other government agency,the Department Director may
appoint 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 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
c) A copy of the Notice of Intended Decision(Samples are attached as Exhibit A)or r
similar document must be sent to the Purchasing Department to be posted on �
DemandStar. N
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8. A BOCC meeting agenda item shall be prepared by the Requesting Department and attached r�
to the recommended bid. An electronic file of the agenda item summary sheet and all 0
documents attached to that agenda item should be forwarded to the Purchasing Office after Ch
the BOCC has approved the item to be retained in the competitive solicitation file.
9. Upon approval by the County Administrator,the response(s)will be submitted for BOCC 0
consideration on a future regular meeting agenda (within sixty (60) calendar days of C-
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. :5
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II. 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
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
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.
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C.9.b
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
1. The BOCC shall have the authority to reject any and all responses to a competitive
solicitation request. 0
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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
1)to amend the project specifications and re-advertise the competitive solicitation or 2)to
reduce the scope of the project and negotiate a contract for a portion of the project
specifications with the lowest responsive bidder and re-advertise a competitive solicitation CL
for the remaining work when,and if,funding becomes available.
3. If no response is received, the BOCC may be requested to authorize the County '2
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 N
not be accepted. N
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E. Waiver oflrregularities N
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. 0
F. Award of Contract
The Mayor,when authorized by majority vote of the BOCC,shall execute formal contracts valued '2
at $50,000.00 or more having a binding effect upon the County. The board of county CL
commissioners' determination as to the following is discretionary with the board and is final:
whether a bid is the lowest in price,based upon the same criteria set forth in subsection 2-347(i)(3) �
of the Monroe County Code; whether a proposal is the highest ranked, with price as a �
consideration when applicable; whether a bid variation from the county's specification is slight 2
and immaterial or substantial and material; and whether a response is submitted by a responsive �
responsible bidder,as defined in the Monroe County Code.
The board of county commissioners at all times reserves the right to waive variations from the
specifications that do not render a bid nonconforming, to reject all competitive solicitations,re- E
advertise for competitive solicitations, or to abandon any project,purchase of goods, or request
for competitive solicitations.
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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 Attorney's Office 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 Commissioners'(BOCC)agenda,whichever occurs first.
Additionally,a formal written protest must be submitted in writing and must be received by
the Count Attorne s Office seventy-two 72 hours or three 3 business days prior to the
Y Y� Y ( ) (-) y p �
Board of County Commissioner's meeting date in which the award of contract by the Board 2
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 L
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
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 individual has three(3) CL
minutes to address the Commission and a person representing an organization has five(5)
minutes to address the Commission.The BOCC decision to award the contract is final and 0
at their sole discretion. Failure to timely protest within the times and in the manner
prescribed herein shall constitute a waiver of the ability to protest the award of contract,
unless the BOCC determines that it is in the best interest of the County to do so.The filing
of a protest shall not stop the solicitation,negotiations,or contract award process,unless it
is determined that it is in the best interest of the County to do so.
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CHAPTER 4. PURCHASE OF PROFESSIONAL SERVICES CD
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A. Definition N
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: 0
I. Appraisal Services-real and personal property appraisers(as per Chapter 125.355,F.S.).
2. Architecture,professional engineering,landscape architecture,or registered landsurveying 0
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services(as per Chapter 287.055,F.S.).
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. CL
5. Financial Services-bond counsel,rating and underwriting,financial advisor,and
investment services.
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6. Legal Services-attorneys and legal professionals authorized by the Office of the County
Attorney,including expert witnesses,conflict counsel,Division of Administrative Hearings
(DOAH) services, lobbying services, investigative services, interpreter services, court e(
reporting services or advertising services and any other services required by the Office of
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C.9.b
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. .2
Professional services, subject to the competitive solicitation process, will be typically acquired CL
through one of the following methods:
1. Competitive Selection and Negotiation-per Chapter 287.055,(4)&(5)F.S.Consultants
Competitive Negotiations Act("CCNA"). 2
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2. Request for Qualifications(RFQ).
a) Responding firms are ranked based upon criteria set forth in the RFQ.If 0
presentations are requested by the County,they will be held in compliance with
F.S.286.0113. >
b) The County will negotiate a contract with the firm selected by the BOCC as the
highest ranked firm/individual. We
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 N
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Attorney for review and comment as to whether said services are necessary and/or appropriate. c44
Requests for outside legal services may be exempted from formal competition by the BOCC at the N
request of the County Administrator or County Attorney.
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C. Continuing Contracts
Definition: 2
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A continuing contract is defined as a contract for professional services in accordance with all the CL
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 CL
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 E
providing professional services under the continuing contracts shall not be required to bid against
one another.
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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:
I. 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 CL
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
to the next contractor in ranked order. 2
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 CL
individual project. If the County and the next ranked contractor in rotation are unable to r-
come to agreement as to the terms of a contract, the contractor shall be placed back in .0
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. >
5. The order of rotation may be changed by the County Administrator,or an Assistant County
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
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 CD
County Administrator or his designee,is more suitable to a contractor who is not N
next ranked in the order of rotation,the County Administrator may award the project N
regardless of rank order;or
c) If the next ranked contractor has been awarded and is currently working on other 0
County proj ects,the contract may be awarded to the next contractor in rotation who
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, 0
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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.
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.
7. The Requesting Department shall document and provide an explanation(in the agenda item, E
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.9.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. 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 2
is: 0
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(1) Certified under Chapter 489.119, F.S., to engage in contracting through a
certified or registered building contractor as the qualifying agent:and;
(2) Qualified under Chapter 471.023, F.S., to practice or to offer to practice 2
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
design and construction of apublic 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 We
package is to furnish sufficient information so as to permit design-build firms to
prepare a bid or a response to a Department request for proposal, or to permit a
Department to enter into negotiated design-build contract. The design criteria
package shall specify such performance-based criteria for the public construction CD
project, including, but not limited to, the legal description of the site, survey N
information concerning the site interior space requirements, material quality N
standards, schematic layouts and conceptual design criteria of the project, cost or
budget estimates,design and construction schedules,site development requirements, 0
provisions for utilities, storm water retention and disposal, and parking
requirements,as may be applicable to the project.
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d) A "design criteria professional" means a firm that holds a current certificate of 0
registration under Chapter 481 F.S.to practice architecture or landscape architecture L
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.
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3. The design criteria package shall be prepared and sealed by a design criteria professional F
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 E
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
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
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solicitations for professional services to prepare a design criteria package(s)shall inform
the recipient firms of the following information:
a) A description of the project;
b) The work to be performed;
c) Written notification that the design criteria professional who has been selected to
prepare the design criteria package shall not be eligible to render services under a
design-build contract executed pursuant to the design criteria package.
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4. Upon completion of the Design Criteria Package,procurements of Design/Build services 0
shall be processed in a manner consistent with Chapter 3 Competitive Solicitation Process. CL
5. The BOCC may appoint,direct and empower a technically qualified screening committee
to review,analyze,evaluate and rank/rate the applicable Design/Build proposals and report
their findings and recommendations back to the BOCC for consideration and contract
award. CL
6. The BOCC may declare a public emergency,where appropriate and authorize the using r_
0
Department to negotiate an agreement for BOCC approval with the best-qualified design-
build firm available at that time. u
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: We
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
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(1) The technical proposal must include all the information requested in N
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. (n
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CHAPTER 6-CONTRACTS/AGREEMENTS
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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 2
Attorney's Office prior to being placed on the agenda for BOCC approval. A contract :5
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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. E
2. The Department Director of an approved contract/agreement shall designate a Contract
Manager who shall be responsible for enforcing performance of said contract/agreement
terns and conditions.
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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(Attachment D.8): 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 CL
contract to provide any goods or services to a public entity,may not submit a bid,proposal,
or reply on a contract with a public entity for the construction or repair of a public building
or public work,may not submit bids on leases of real property to public entity,may not be
awarded or perform work as a contractor, supplier, subcontractor, or consultant under a
contract with any public entity, and may not transact business with any public entity in
excess of the threshold amount provided in Section 287.017,for CATEGORY TWO for a CL
period of 36 months from the date of being placed on the convicted vendor list." r_
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3. Ethics Clause(Attachment D.9):Each contract/agreement entered into by the County shall
contain in accordance with Section 5 (b) Monroe County Ordinance No. 010-1990 the
following ethics clause;"(Person or business entity)warrants that he/it had not employed,
retained or otherwise had act on 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 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 N
County officer or employee." c44
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4. Non-Collusion Statement (Attachment D.10): Each bid shall contain the appropriately
worded non-collusion certification.
5. Drug Free Workplace(Attachment D.11): Each bid shall contain an executed"Drug Free
Workplace"form.
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6. Vendor Certification Regarding Scrutinized Companies List(Attachment D.12): Each bid CL
shall contain this certification.
C. CPI Computation
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 CL
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:
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C.9.b
a) Employee expenses such as conference expenses,hotel expenses,mileage and other
reimbursable expenses in performance of day-to-day duties.
b) Interdepartmental charges - billings for specific office repairs, fuels from bulk
storage,County vehicle maintenance or repairs,etc.
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 2
Instruction#5511. 0
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b) All telephone systems,lines,services,equipment and audit costs for same.Monroe
County Administrative Instruction#4401.
c) All computers and or data communications hardware, software, product and
services. Monroe County Administrative Instruction#4401. CL
d) Business cards are subject to Monroe County Administrative Instruction#4800. r_
0
e) All travel shall be approved and/or regulated by the Monroe County Administrative
Instruction#4716. >
f) All purchase of vehicles,rolling equipment or emergency generators(excluding fire .�
trucks and ambulances)shall conform to Monroe County Administrative Instruction
#6402.
E. Preference to Florida businesses(F.S.287.084) r
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When required to make purchases of personal property through competitive solicitation and the N
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lowest responsible and responsive response is a vendor whose principal place of business is in the N
State of Florida,then the County may award a preference to the lowest responsible and responsive r`
vendor having a principal place of business within the State of Florida.However,this section does 0
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) 2
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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
be given preference in the award process.
G. Change Orders CL
1. Whenever there is a change to a construction contract or professional services contract or
task order,a Change Order must be prepared(see Attachment D.7 and D.7a)explaining the
revision.A change to a construction contract or professional services contract or task order
modifies the agreement and work and includes changing the original contract price and/or
extending the date of substantial completion of the subject project or final date that the
professional service must be completed or performed.
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C.9.b
2. The County Administrator has the final approval and authority for execution of a Change
Order provided the Change Order for a given project or service does not exceed$50,000.00,
or five(5)percent of the original contract price,whichever is greater.Change Orders may
be approved and executed according to the Signatory Authority provided in 2.G and Monroe
County Code Section 2-59. _
3. Before the County Administrator executes a Change Order described in the above item G.2.,
he must first notify the members of the Board of County Commissioners of his intent to do
so at least 24 hours before executing it. The County Administrator has the authority,without
notifying the Board of County Commissioners, to approve a Change Order to alter the >%
substantial completion date by up to six(6)months provided that it does not change the 2
contract amount. CL L
4. A report must be provided at each monthly County Commission meeting listing the Change
Orders approved by the County Administrator during the prior month and the reasons for
those Change Orders.
5. Any Change Order which exceeds the amount approvable by the County Administrator as 2
described in the above item G.2.must be approved by the Board of County Commissioners. �
6. All Change Orders must be approved prior to any commencement of work.
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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 CD
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Administrator,Assistant County Administrators or Purchasing Director in accordance with T_
purchasing level authority.The Purchasing Office must in all cases evaluate the request for N
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 0
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 0
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 C-
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 E
services desired. The documentation shall include a log of phone calls made and
the emails and letters sent with a compilation of results from all phone calls,
responding letters and other correspondence.
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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
written justification as to the sole source nature of the procurement.
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
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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:
1. The public emergency for the requirements will not permit a delay resulting from
competitive solicitation. CL
2. With respect to an emergency as defined in Section 2-347(k)(1)a.-c.of the Monroe r_
County Code:
a) Where the value of the goods or services to be purchased is less than
$50,000.00,emergency purchases maybe approved up to the spending levels
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 N
purchase must be ratified after-the-fact by the Board of County N
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 0
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. 0
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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. 2
5. Authorization During Normal Business Hours. In the case of emergencies that CL
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.
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6. Authorization Outside of Normal Business Hours.A Department Director,during
non-business hours, is authorized to make purchases without competitive
solicitation,when an emergency arises.
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-
fact. All emergency purchases equal to or exceeding $50,000.00 must be
approved by the BOCC after-the-fact. 0
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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 y
authorized level of authority. Any waiver of competition in a specific instance
shall not serve to waive competition of future purchases of a similar or exact 2
nature. :5
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Emergency purchases are to be used only when unforeseen circumstances occur. r-
Poor planning does not constitute an emergency. .0
C. Cooperative Purchasing
1. State and Federal Contracts. Purchases equal to $50,000.00 or more from vendors
holding current"State"and General Services Administration herein after("GSA")contracts We
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 r
to determine if the goods or services sought are available at a lower price than the price(s) C44
of the existing contract. If the goods or services are available from another vendor at a price N
lower than the price of the existing contract,then the contract for the goods or services must N
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 0
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 2
of$50,000.00,price quotes are not required by the Requesting Department unless directed
by the Purchasing Director of County Administrator. L
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 2
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.
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D. Previously Approved Projects
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
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.
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E. Piggybacking CL
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 2
receive permission from both the entity and the vendor to piggyback. :5
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2 Piggyback purchases equal to $50,000.00 or more are not subject to the competitive r_
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,
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 or services must be awarded to that vendor. The We
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. N
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 0
purchased are exactly the same as the original award.
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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 2
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)
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.
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CHAPTER 9.MINORITY BUSINESS ENTERPRISE(MBE).SMALL BUSINESS&
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. 2
0
2. Name of an individual employed or retained who will administer the firm's subcontracting CL
program.
3. Description of efforts to be made to ensure such firms have an equitable opportunity to
compete for subcontracts.
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4. Assurance that federally funded contracts comply with the provisions contained therein.
5. Assurance to cooperate on surveys for compliance. 0c�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
CD
expected to cost less than $50,000, separate price quotes are not required,but the agent should c44
solicit several insurance companies to ensure that the best price is attained. For the purchase of N
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
understood that since the cost of builder's risk policies are included in the overall budget for the y
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.
0
The purchase of insurance which is exclusive,due to the unique terms and conditions and/or the CL
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 y
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 2
government services,the County Administrator may authorize the purchase of the policy and seek
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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 11. RECYCLED CONTENT PRODUCTS
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.
For the purposes of this section"recycled content"means materials that have been used,recycled
and are contained in the products or materials to be procured as "post"recycled. 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.
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CHAPTER 12. SURPLUS ITEMS
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 CL
County.The rules also apply to constitutional officers,contracting parties,and third-party entities r_
in possession of fixed assets belonging to Monroe County. (Each such department,or office shall .0
be known as a"using agency".)
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").
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2. Classification of Surplus Property: CD
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a) Property may be designated as surplus by the using agency for any of the following N
reasons: r
(1) It becomes inoperable and cannot be repaired; 0
(2) It is more economical to replace the asset than to repair it;
(3) Property becomes obsolete; 2
0
(4) The department or office no longer has need of the item;or CL
(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; CL
(2) Property with a historical purchase value equal to or greater than$1,000
(fixed asset,with property ID#); E
(3) Property with a historical purchase value less than$1,000(non-fixed asset,
no property ID#);
(4) Computers,computer-related,and telecommunication equipment.
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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
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
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 prop: The Property Custodian within the 0
using agency is responsible for preparing and submitting an Inventory CL
Deletion Request Form (See Attachment B.2.), executed by the
Property Custodian and the Department Director of the using agency, y
to the Property Inventory Clerk. For computer related equipment
valued over $1,000, the Property Custodian in the using agency is 2
responsible for preparing and submitting the required Computer :5
Related Equipment Inventory Deletion Request Form (See CL
Attachment B.3).The Information Technology Department will send r-
the completed form to the Property Inventory Clerk and coordinate .0
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.). -�
(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 r
Computer Related Equipment Inventory Deletion Request Form,the CD
Property Inventory Clerk or using agency,will place an item on the N
r
BOCC agenda for approval of competitive solicitation/public auction c44
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 2
sale of surplus property at intervals throughout the year as needed, 0
coordinating with the Property Custodians in each using agency,the CL
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. CL
(d) Notice:At the request of the Property Inventory Clerk or using agency
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
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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. Additional
notification is also posted on Monroe County's social media platforms
(i.e. Facebook Page). The Purchasing Director places the item(s)on
DemandStar.
(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 '2
highest responsible responder and authorizing the County C.
Administrator to sign the Bill of Sale, Absolute prepared by the
Property Inventory Clerk.
( After payment is received,the Property Inventory Clerk is responsible 2
for preparing and transmitting a Bill of Sale,Absolute to the County :5
Attorney's Office for each individual surplus item being sold. The CL
County Attorney's Office transmits the Bill of Sale, Absolute to the r-
Count Administrator for execution.Upon execution the Bill o Sale, 0
Y p f 'v�
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 N
County and/or in accordance with the public auction vendor's N
contract.
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(2)Assets with a fair market value equal to or greater than$5,000 for which no bid was
received shall a g a i n b e o f f e r e d f o r s al e b y competitive solicitation. If no 0
acceptable bids are received after a second attempt to sell by competitive solicitation,then
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 CL
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 C-
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.
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(4)Property estimated to be less than$5,000 that has a useful life,may,but is not required
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
submitted to the Property Inventory Clerk with a copy to Risk Management.
(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
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 0
of by the BOCC shall be at the election of the BOCC in the reasonable exercise of its CL
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. CL
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(6)If it is determined that the trade-in value is more beneficial to the County,a vehicle or 0
piece of equipment may be used as a trade-in for the purchase of replacement equipment.
(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
the asset sold,donated,or destroyed.In such case the portion retained and the portion sold, We
donated,or destroyed shall be noted on appropriate forms.
4. Subject to the procedures noted above,responsibility for disposition is as follows:
N
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a) Fleet Management is responsible for the disposition of vehicles and other heavy N
equipment, excluding Emergency Services, Airports and Social Services j
Department vehicles. Those Departments are responsible for disposition of their r�
vehicles and are required to follow the surplus property as set forth above. 0
b) Property Custodians are responsible for the disposition of fixed assets of any
value, other than vehicles, computers, computer-related, and telecommunication
equipment. 0
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c) Information Technology is responsible for the disposition of computers,computer-
related,and telecommunication equipment. y
5. Employees of Monroe County are expressly forbidden to bid on sales of surplus Monroe 2
County property. No employee's relative, as defined by Florida Statute Section :5
112.312(21), shall be allowed to bid on surplus property over which the employee had CL
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
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,
Page 33 of 106
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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
otherwise holds himself or herself out as or is generally known as the person whom the
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
the public officer or employee.
CHAPTER 13. PURCHASING CARDS(P-CARDS) 2
0
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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 r-
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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
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
provisions: [See 2 CFR part 200 for a more detailed description of the federal provisions]
A. Procurement Standards(2 C.F.R.§§200.318-200.326) r
N
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1. General Rules N
These standards apply to procurement of goods or services using federal funds and program N
income. r�
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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.Part200. 2
The Requesting Department,via the designated contract manager,must maintain oversight
to ensure that contracts perform in accordance with the terms,conditions,and specifications L
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 CL
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(AttachmentE.I for purchases below$50,000.00)or Attachment E
E.2 for purchases through competitive solicitation,i.e.purchases of$50,000.00 and above),
and submit with the RTP. If Disaster related, use Disaster Request for Purchase Form
(Attachment E.4). The E4,E 1 or E2 and supporting documents must be submitted to the <
Budget and Finance Office for approval before submitting to the BOCC for the contract
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award.In addition,if Attachment E.3 (Debarred,Suspended or Ineligible Entity Checklist)
and/or the Minority Owned Business Declaration are required, include them with the E4
submission to Budget and Finance. Payment for these procurements are submitted on the
Disaster Audit Slip(Attachment E.5.).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 I-SL for State and Local
Government Agencies.
While 2 C.F.R. 180.220(b) lists 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 0
reimbursement requires this form(See Form E.3.)in all contracts regardless of the amount CL
and since we are already conducting a check on all vendors,this is best practice and will be
required on all transactions.
3. Conflict of Interest: 2
The Monroe County Personnel Policies and Procedures Manual setting forth written :5
standards of conduct, including conflict of interest, and governing the actions of County CL
employees shall be followed at all times along with the Monroe County Administrative r-
Instruction 4301.10,Basic Procedures for Grant Administration,which set forth additional .0
instructions relating to Federal rules and guidelines. No employee, officer or agent may
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
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
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 CD
Procedures,a gift of$25.00 or less is considered a non-substantial financial interest or an N
unsolicited item of nominal value. County Employees, officers or agents that violate the N
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), 0
200.318(c)(2))
4. Avoidance of unnecessar o�plicative items: 2
The Office of Management and Budget (OMB) must review expenditures to avoid the 0
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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 CL
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
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policy,including County laws and policies,record of past performance,and financial and
technical resources. The Requesting Department must complete the Debarred,Suspended,
or Ineligible Entity Checklist(AttachmentE.3)(2 C.F.R.200.318(h)).
B. Competition Requirements
I. 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
be conducted in a manner providing for full and open competition,which prohibits placing
unreasonable requirements,unnecessary experience or excessive bonding on firms in order
for them to qualify to do business. 0
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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; 2
and any arbitrary action in the procurement process. 2 C.F.R.§319(a) :5
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2. Prohibition on Bidding: The contractor that is bidding on the contract cannot be involved r_
with developing or drafting the specifications,requirements,statement of work,invitation .0
for bids or request for proposals(2 CFR§200.319(a)).
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. We
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, CD
e.g. Identify if price or quality is most important in the solicitation. If the County uses N
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prequalified persons or firms,the contract for services or list must be current and include at N
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). 0
C. Method of Procurement Requirements 2
As per 2 CFR§200.320,one of the following methods must be used when procuring goods or 0
CL
services with any federal funds:
1. Formal Procurement-Over S50.000.00(2 C.F.R.$200.320(c)) y
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 CL
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 E
under the sealed bidding method of procurement is made to the bidder submitting the lowest
priced,responsive and responsible bid.
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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(IFB),while
"Responsibility" refers to 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,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
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
for the business iii)the procurement lends itself to a firm fixed price contract and the 0
selection of the successful bidder can be made principally on the basis of price. [ 2 CL
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 2
DemandStar and if applicable to a list of suppliers to be provided to OMB from the :5
Requesting Department), providing sufficient response time prior to the date set for CL
opening the bids and must be publicly advertised(refer to time frame set forth in Chapter r-
3,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; >
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; We
5) If any bids are rejected, there must be a sound documented reason supporting the
rejection[2 C.F.R.§200.320((c)(2)].
iv. Cost or Price Analysis As per 2 CFR §200.323, if the contract amount (including CD
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contract modification) exceeds $50,000.00 the County must perform a cost or price N
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analysis. N
A Cost or Price Analysis must be conducted by the Requesting Department.(2 C.F.R.§200.323(a)) 0
The degree of the analysis depends on the nature of the procurement;however,it should at least
start with an independent estimate established before receipt of responses/offers.
Price&Cost Analysis Description: 0
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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 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.
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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 E
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
Page 37 of 106
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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
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
that comply with the Federal cost principles.(2 C.F.R.§200.323(c))
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)).
0
b. Procurement by competitive proposals:The technique of competitive proposals is normally CL
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 area
not appropriate for the use of sealed bids. (2 C.F.R.§200.320(d)
i. Requirements for Competitive Proposals: If Procurement by competitive proposals is
used,the following requirements apply: 1)The Request for Proposals (RFP)must be CL
publicized,i.e.as per Chapter 3,Paragraph A.2. r_
2)identify all evaluation factors and their relative importance,i.e. evaluation/selection .0
factors and points/percentage allocation for each factor;
3)solicit proposals from an adequate number of qualified sources(via DemandStar and >
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 We
selecting recipients as outlined in Chapter 3,Paragraph B should be followed and when
appropriate should be outlined in the RFP;
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. CD
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[Federal Note regarding architectural/engineering(A/E)professional services:the County may use N
competitive proposal procedures, i.e. Request for Qualifications (RFQs) and the Consultants
Competitive Negotiation Act(CCNA),for qualifications-based procurement of A/E professional 0
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
be used to purchases other types of services though A/E firms that are a potential source to perform 0
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the proposed effort.2 C.F.R.§200.320(d)(5)]
2. Informal Procurement- Over S10.000.00 up to S49.999.99 Small purchases y
03
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) CL
whateveramount 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 E
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,
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C.9.b
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
documentation is maintained in this regard to justify the purchase.(2 C.F.R.§200.320(b))
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
$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
documented by the Requesting Department for procurement. [Note: Action to verify the
reasonableness,includes utilizing price quotes,telephone or internet research.]The Requesting
Department, to the extent practicable, should distribute micro-purchases equitably among 0
qualified suppliers.Documentation of the purchase in the form of a RTP,when applicable,is CL
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)
4. Noncompetitive proposals: [2 C.F.R. $200.320(fll [Note: this does not apply to Micro-
purchases;RESTORE ACT/Department of Treasury has sole source section that provides more CL
detail and should be referred to when using RESTORE ACT funds] r_
i. Procurement by noncompetitive proposals: Procurement through solicitation of a
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 We
sufficiently documented by the Requesting Department and provided to OMB/Purchasing
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 CD
something that is necessary in a particular situation that requires or demands immediate aid N
or action. By comparison, the term "emergency" means an unexpected and usually N
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 0
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
4)after solicitation of a number of sources,a competition is determined inadequate 0
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[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 CL
procurement and provide to OMB/Purchasing Director].
D. Contracting with Small and Minority Business, 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
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Business of this Policy to assure minority businesses,women's business enterprises, and
labor surplus area firms are used when possible:
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.
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 0
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.
a. Divide total requirements, when economically feasible, into smaller tasks or 2
quantities to permit maximum participation by small and minority businesses,and CL
women's business enterprises.
b. Establish delivery schedules, where the requirement permits, which encourage 0
participation by small and minority businesses,and women's business enterprises.
c. Use the services and assistance,as appropriate,of such organizations as the Small >
Business Administration and the Minority Business Development Agency of the
Department of Commerce. -�
d. Require the prime contractor,if subcontractors are to be let,to take the affirmative
steps listed above.
[Federal Note: Collectively referred to as "socioeconomic contractors" or "socioeconomic N
contracting",this requirement does not impose an obligation to set aside either the solicitation or N
award of a contract to these types of firms;this requirement only imposes an obligation to carry out T_
and document the six identified affirmative steps.] N
E. Contractual Considerations 0
Contract(s)must include the provisions of 2 C.F.R.200 and Appendix II to 2 C.F.R.Part 200,
as amended and as applicable depending upon the Federal program legislation(See Appendix
II for details:
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• Davis-Bacon Act,as amended(40 U.S.C.§§3141-3148)and Copeland"Anti-Kickback Act
(40 U.S.C.§3145)if the contract amount exceeds$2,000.00[Davis-Bacon Act applies only
to Emergency Management Preparedness Grant Program, Homeland Security Grant
Program, Nonprofit Security Grant Program, Tribal Homeland Security Grant Program,
Port Security Grant Program and Transit Security Grant Program;This is not applicable to C-
the Federal Emergency Management Agency (FEMA) Public Assistance (PA) Program
Grants]
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• Contract Work Hours and Safety Standards Act(40 U.S.C. §§3701-3708) if the contract
amount exceeds$100,000.It must include provision for compliance with 40 U.S.C.§§3702
and 3704,as supplemented by the Department of Labor regulations at 29 C.F.R.Part 5(See
Appendix II(E))[Applies to FEMA contacts in excess$100,000 under grant and cooperative
Page 40 of 106
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agreement programs that involved the employment of mechanics and laborers. It is
applicable to construction work.These requirements do not apply to the purchase of supplies
or materials or articles ordinarily available on the open market, or contracts for
transportation or transmission of intelligence]
• Equal Employment Opportunity Clause(41 C.F.R.Part 60-1.4(b))[All contracts that meet
the definition of"federally assisted construction contract" in 41 C.F.R. § 60-1.3 must
include the Equal Opportunity Clause;Applies to FEMA grant and cooperative agreement
programs](See 2 C.F.R.Part 200,Appendix II(C)
Debarment and Suspension Clause(A contract award must not be made to parties listed in
the governmentwide exclusions in the System for Award Management(SAM.gov)(See 2 0
C.F.R. Part 200,Appendix II(H); See also See Executive Order 12549, Executive Order
12689,2 C.F.R.Part 180.530 and 2 C.F.R.Part 3000)[This requirement applies to all FEMA
grant and cooperative agreement programs].A"covered transaction"includes contracts for
goods or services in the amount of at least $25,000; when the contract requires FEMA 2
approval,regardless of the amount,the contract is for federally-required audit services, a :5
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subcontract is also a covered transaction if it is awarded by the contractor of a recipient or
subrecipient and requires either FEMA approval or is in excess of$25,000. 0
• Byrd Anti-Lobbying Clause on all contracts;If the contract exceeds$100,000.00,bidders
must also submit an Anti-Lobbying Certification (see Attached Certification Regarding >
Lobbying Form). [This requirement applies to all FEMA grant and cooperative agreement
programs.] (See 2 C.F.R.Part 200,Appendix II(I); 31 U.S.C. § 1352; and 44 C.F.R.Part -�
18) We
• Procurement of Recovered Materials:All procurements and contracts, involving the use of
materials must comply with the requirement to procure only items designated in the EPA r
at 40 C.F.R.Part 247 that contain the highest percentage of recovered materials practicable, C44
consistent with maintaining a satisfactory level of competition,where the purchase price of N
the items exceed$10,000 or the value of the quantity acquired by the preceding fiscal year N
exceeded$10,000;procuring solid waste management services in a manner that maximizes
energy and resource recovery;and establishing an affirmative program for procurement of 0
recovered materials identified in the EPA guidelines. (See 2 C.F.R. Part 200, Appendix
II(J); 2 C.F.R. §200.322, and Chapter 11 (Recycled Content Products)of this Policy and
include the recovered/recycled materials clause.)[This requirement applies to all contracts 0
awarded under FEMA grant and cooperative agreement programs]
If the contract amount exceeds$250,000.00,it must address administrative,contractual,or
legal remedies in instances where contractors violate or breach contract terms,and provide
for sanctions and penalties(See 2 C.F.R.200,Appendix II(A)[Applies to all FEMA grant 2
and cooperative agreement programs) :5
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If the contract amount exceeds $10,000.00,it must address termination for cause and for F
convenience,including the manner by which it will be effected and the basis for settlement.
(See 2 C.F.R. Part 200, Appendix II(B) [Applies to all FEMA grant and cooperative E
agreement programs]
• Rights to Inventions Made Under Contract or Agreement must be included if applicable.
(See 2 C.F.R. Part 200, Appendix II(F) [This applies to "funding agreements"under 37
Page 41 of 106
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C.9.b
C.F.R.§401.2(a)but DOES NOT apply to FEMA's PA Program ,Hazard Mitigation Grant
Program, Fire Management Assistance Grant Program,Crisis Counseling Assistance and
Training Grant Program, Disaster Case Management Grant Program, and Federal
Assistance to Individuals and Households- Other Needs Assistance Grant Program, as
FEMA awards under these programs do not meet the definition of"funding Agreement"]
• If the contract or subgrant amount exceeds $150,000.00,it must include a provision that
requires the contractor to agree to comply with applicable standards,orders,or regulations
issued pursuant to the Clean Air Act(42 U.S.C. §§ 7401-7671q.)and the Federal Water
Pollution Control Act(33 U.S.C. §§ 1251-1387).Violations must be report to FEMA and
the Regional Office of the Environmental Protection Agency(EPA)(See 2 C.F.R.part 200, 0
Appendix II(G).
• Prohibitions on certain telecommunications and video surveillance services or equipment
as set forth in 2 C.F.R. §200.216
• Domestic preference for procurements as set forth in 2 C.F.R. §200.322 2
Other Federal Contract Requirements: CL
• Mandatory standards and policies relating to energy efficiency which are contained in the r_
state energy conservation plan issued in compliance with the Energy Policy and 0
Conservation Act(42 U.S.C. §6201).
F. Construction Contract Considerations -�
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 N
determination that no other contract is suitable and if the contract includes a ceiling price,i.e. CD
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lump sum/not to exceed amount that the contractor exceeds at its own risk. T_
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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 reflect 0
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. §200.318(j)(2 C.F.R. §200.318(g)
2
If the contract is for construction,is must include the Equal Opportunity Clause. CL
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 FEMA Public Assistance and Hazard Mitigation Grant Program contracts do 2
NOT require these clauses.] �
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.
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Bonding requirements for construction or facility improvement contracts exceeding
$200,000.00:
e(
The Requesting Department shall require the procurement to include
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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 from a surety insurer
authorized to do business in Florida as a surety or any method permitted in F.S. 255.051, as
amended, including but not limited to, 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 in accordance with Monroe
County Code Sec.2-347(i).
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. The performance bond shall be in accordance
with F.S.255.05 0
3. A payment bond on the part of the contract for 100 percent of the contractor price. A CL
"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 they
contract.
The payment and performance bonds shall be in accordance with F.S.255.05,as applicable and 2
unless waived under the provisions of F.S.255.05(1)(d) :5
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G. Capital Expenditure r_
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Federal Funds may not be expended for capital expenditures for improvements to land, W
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)
1. Insurance Coverage: The County must provide equivalent insurance coverage for real We
property and equipment acquired or improved with Federal funds as provided to property
owned by the County.(2 CFR 200.310)
2. Real Property: r"
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a. Title: Subjection to obligations and conditions set forth in 2 CFR 200.311,title to CD
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real property acquired or improved under a Federal award will vest upon acquisition T_
to County. N
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 0
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 '2
purpose,the County must obtain disposition instructions from the Federal awarding CL
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
the property and compensate the Federal awarding agency 3)Transfer title to the
Federal awarding agency or third party designated/approved by the Federal 2
awarding agency. :5
3. Equipment:
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a. Title: Subject 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:
Page 43 of 106
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C.9.b
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.
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 0
without prior approval of the Federal awarding agency. When equipment is no CL
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 2
award, until disposition takes place will, as a minimum meet with following :5
requirements: 1)Property records must be maintained that include a description of CL
the property,a serial number or other identification number,the source of funding r_
for the property (including FAIN),who hold title,the acquisition date,and cost of .0
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 including the date of disposal and sale
rice of the property.2 a physical inventory of the roe must be taken and the
p p p y� ) p y rY property rtY -�
results reconciled with the property records at least once every two years. 3) The We
Requesting Department along with the Property Inventory Clerk should ensure that
equipment 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 CD
ensure that adequate maintenance procedure is performed to keep the property in N
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good condition. 5)The County shall follow the process as outlined in Chapter 12 N
and below to ensure the highest possible return.
i. The Requesting Department shall coordinate with the Property Inventory 0
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 0
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currently or previously supported by the Federal awarding agency, except as
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
Federal awarding agency disposition instruction: CL
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. E
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
Page 44 of 106
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C.9.b
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
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 actions, the Federal awarding 0
agency may direct the County to take disposition actions. CL
CHAPTER 15—ACCEPTANCE OF PAYMENT CARDS
The Monroe County Policy and Procedures for Acceptance of Payment Card establishes detailed 2
procedures and policies which control the acceptance of payment cards.The Policy and Procedures :5
are to be followed and is attached hereto as C.L CL
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C.9.b
ATTACHMENT A.
MEMORANDUM
To: Purchasing Department VIA: County Attorney's Office(for prior legal review/approval)
From: Date:
Subject: Request for Competitive Solicitations
n 2
After obtaining legal approval, I have attached via email one (1) copy of the competitive solicitation 8
approved by legal and the Notice of Request for Competitive Solicitations, as it will publish,containing a CL
copy of the approved competitive solicitation(in .pdf format)and a copy of the notice,as it will publish,
(in Word format)for:
(Name as appears on the cover page of the Competitive Solicitation) 2-
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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. .2
Previously Approved Projects)and
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: t8
3. Require vendors to email a signed original of their bid(minimum required)or as specified below. N
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4. Contact person/phone#for questions regarding specifications: tV
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5. Advertising expenses are to be charged against account: tV
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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 email an Excel spreadsheet that lists each supplier's name,
company name and email address to OMB-Purchasing@monroecounty-fl.gov
8. In addition to the local newspapers,please place notice in the following advertising 0
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newspapers.
Must have Department Director approval for additional advertising.
Enclosures:One(1)copy of approved competitive solicitation and notice emailed to omb-
purchasing@monroecounty-fl.gov and if applicable,Supplemental Suppliers Excel Spreadsheet
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Revised BOCC 10/212020
Page 46 of 106
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C.9.b
ATTACHMENT B.a.
(Sample Form 1)
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 CL
IMPROVEMENT PROJECT
MONROE COUNTY,FLORIDA
Pursuant to F.S. 50.0211(3)(a), all published competitive solicitation notices can be viewed at
www.floridapublicnotices.com, a searchable statewide repository for all published legal notices. CL
C
Requirements for submission and the selection criteria may be requested from DemandStar by r-
Onvia at www.demandstar.com OR www.monroecounri,bids.com. The Public Record is 0
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
the Monroe County Purchasing Office.
03
Publication dates
Citizen Mon.,03/26/18&04/02/18 N
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News Barometer c44
Keys Weekly r"
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(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. y
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Page 47 of 106
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C.9.b
ATTACHMENT B.b.
(Sample Form 2)
NOTICE OF REQUEST FOR COMPETITIVE SOLICITATIONS
NOTICE IS HEREBY GIVEN that on Wednesday, November 18, 2020, at 3:00 P.M., the
Monroe County Purchasing Office will receive and open sealed responses for the following:
2
1st STREET and BERTHA STREET ROADWAY IMPROVEMENTS PROJECT
MONROE COUNTY,FLORIDA CL
Pursuant to F.S. § 50.0211(3)(a), all published competitive solicitation notices can be viewed at:
www.floridauublicnotices.com, a searchable Statewide repository for all published legal notices.
Requirements for submission and the selection criteria may be requested from DemandStar by Onvia at 2-
www.demandstar.com OR www.monroecounri bids.com. The Public Record is available upon request. :5
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In response to Covid-19,the Monroe County Purchasing Department has implemented a new
electronic process for receiving and opening sealed bids. Monroe County is committed to
continuing to receive and process competitive solicitations while maintaining the health and safety
of our employees and those who attend bid openings.Please do not mail or attempt to deliver in
person any sealed bids. Mailed/physically delivered bids/proposals/responses WILL NOT be
accepted.
The Monroe County Purchasing Department hereby directs that bids be submitted via email to:
OMB-BIDSnmonroecounty-fl.eov, no later than 3:OOP.M.,on 11/18/2020.Please submit your t8
confidential financial information in a SEPARATE EMAIL from your bid and required
documents. Your subject line on both emails must read as follows: T"
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I"Street and Bertha Street Roadway Improvement Project 11/18/2020 tV
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Files that do not contain this subject line WILL BE REJECTED.Please note that the maximum I`
file size that will be accepted by email is 25MB.Please plan accordingly to ensure that your bid 8
is not rejected due to the file size.Should your bid documents exceed 25MB,in advance of the bid
opening, please email: all-fl.eov. The bid opening for this
solicitation will be held virtually,via the internet,at 3:00 P.M.,on November 18,2020.You may cam?
call in by phone or internet using the following: 0
Join Zoom Meeting CL
httns://mcbocc.zoom.us/i/4504326156 �
Meeting ID: 4509326156 �
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Publication Dates E
Citizen&Miami Herald:Sat.,10/03/2020
Keys Weekly: Thur.,10/08/2020
News Barometer: Fri.,10/09/2020
Page 48 of 106
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C.9.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.
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. CL
All addenda must be accompanied by this Approval to Issue Addendum form which must be y
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 2
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
Department Director. r-
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)
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Page 49 of 106
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C.9.b
ATTACHMENT B.2.
MONROE COUNTY
INVENTORY DELETION REQUEST
TO: Property Clerk FROM:
Finance Dept.,Stop 8
DATE:
M.C. Serial Asset Date Original&Est. .2
I.D.Number Number Description Purchased Present Value CL
CHECK ONE(1)APPROPRIATE LINE BELOW:
APPROVAL TO ADVERTISE FORBIDS.
APPROVAL TO DISPOSE OF IT.
APPROVAL TO REMOVE FROM INVENTORY AND DONATE TO: tCD
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REASON FOR REQUEST:
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PREPARED cB
BY: DATE:
Signature
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DEPARTMENT DIRECTOR N
APPROVAL:
Signature 2
CL
Page 50 of 106
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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
CHECK ONE(1)APPROPRIATE LINE BELOW:
APPROVAL TO ADVERTISE FOR BIDS. `'ry
APPROVAL TO REMOVE FROM INVENTORY AND DISPOSE OF IT.
APPROVAL TO REMOVE FROM INVENTORY AND DONATE TO:
REASON FOR REQUEST:
PREPARED BY:
DATE:
Signature N
CD
tV
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Printed Name tV
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DEPARTMENT DIRECTOR t8
APPROVAL:
Signature
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Printed Name
INFORMATION TECHNOLOGY N
APPROVAL:
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Signature
CL
Printed Name
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Page 51 of 106
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C.9.b
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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e3
LOCATION LOCATION �
FROM: TO:
Cost Center Number: Cost Center Number: -�
Cost Center Name: Cost Center Name:
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Location of Asset: tCD
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OWNERSHIP CHANGE: YES NO
DATE:
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SURRENDERING
DEPARTMENT: N
Print name:
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RECEIVING DEPARTMENT:
Print name: CL
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Page 52 of 106
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C.9.b
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 and BOCC appointed County representatives as approved by BOCC resolution
for purchasing non-restricted commodities and services on behalf of the BOCC. These 0
procedures are intended to accomplish the following: C-
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 0
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.
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. N
8. Provide hard data on purchase activity with vendors in order to achieve savings by N
negotiated discounts based upon the volume of business with the vendor. N
9. Specific advantages within the Purchasing Card Program itself include the various r�
ways that limits, and restrictions can be established that allow the tailoring of 0
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. 2
0
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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
program successful.
Finally, it is intended that the procedures established herein are viewed as minimum CL
standards for each department,who may wish to establish additional controls beyond those
suggested by the procedures.
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SCOPE: This procedure will be applicable to those departments who have selected
employees to use Purchasing Cards to purchase goods,services,travel and training,filing
fees for cases filed by the County Attorney's office,or for specific expenditures incurred
under conditions approved by these procedures,i.e.,emergencies.The decision of when a
Page 53 of 106
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Purchasing card is issued,to whom,and the dollar 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 2
performed by their immediate supervisor before payment is made to the vendor. 0
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LIMITS AND RESTRICTIONS: The following limits can be uniquely established:
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 0
only incur a predetermined number of transactions within a predefined period.
3. Single Purchase Amount. A limited dollar amount for any single transaction.
Cardholders shall not split transactions to stay within their limits.
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 eve combination possible and restrictions are imposed
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at the point of sale if the blocked merchant requests authorization for the N
transaction. N
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BENEFITS: There are many benefits to using the Purchasing Card including: r�
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. 0
C. Increased accountability. CL
d. Provides management information electronically which is currently
unavailable.
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2. Cardholder Benefits:
a. Convenience of purchasing without an intensive Requisition/Purchase CL
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. E
3. Merchant Benefits:
a. Expedites payment to the merchant within 48 hours
b. Reduces merchant maintained"account"paperwork.
C. Lowers risk of nonpayment.
Page 54 of 106
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TRAINING: All Cardholders must attend training and sign the Cardholder Agreement
form confirming that he/she has been fully trained and understands and will abide by all
policies and procedures prior to receiving 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. 0
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1. CARDHOLDER SPENDING LIMITS
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1.1. The Delegation of Authority that has been provided to each Cardholder will set the 2
maximum dollar amount for each single transaction up to a maximum amount of
$4,999.99 at the Director Level and$2,499.99 for the small non-stocked products CL
and services or for travel and training. Each time a Cardholder makes a purchase r-
with his/her Purchasing Card, this limit will be checked, and the authorization .0
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
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 CD
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Administrator may establish different limits for each employee with the N
recommendation of the employee's Department Director and approval by N
the County Administrator or Assistant County Administrator. Assistant
County Administrators or Purchasing Director may delegate authority when 0
and where such action is deemed necessary.
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2. USE OF PURCHASING CARD
2.1. THE PURCHASING CARD IS TO BE USED FOR BOCC
PURCHASES ONLY. CASH ADVANCES THROUGH BANK
TELLERS OR AUTOMATED TELLER MACHINES ARE
PROHIBITED. CL
2.2. CARDHOLDER RESPONSIBILITY — The Purchasing Card that the
Cardholder receives has his/her name embossed on it and the card shall E
not be lent to any other person.
Page 55 of 106
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22.1. 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.
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
24.1. Ensure that the goods or services to be purchased are allowable. 0
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242. Determine if the intended purchase is within Cardholder's
Purchasing Card limits.
243. Advise the supplier/merchant that the purchase will be made
using the VISA Purchasing Card in advance.
24.4. Inform the merchant that the purchase is tax-exempt. Review the
receipt before leaving the store and if taxes were included, [!-
request a credit.
245. If using the Purchasing Card for travel, membership dues, 2
conference, training or other transactions that require prior
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
merchant in advance and request that a credit be processed for the amount
of the tax charged.
25.1. If you place a telephone or internet order and sales tax was charged, CD
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contact the merchant and request that a credit be processed for T_
the amount of the tax charged. N
252. Purchases made in Florida and for use in Florida are exempt from 0
Florida sales and use taxes. The BOCC tax exempt identification
number is printed on the Purchasing Card.
253. As with all BCOC purchases, the Cardholder must be diligent CL
when dealing with the merchant regarding taxes.
2-5.4. Make sure the merchant understands that charges are not to
be billed until the item(s)are received by the Cardholder. 2
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255. 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
back ordered item(s)are received by the Cardholder. E
25.6. To ensure prompt delivery of items ordered by telephone or by
internet, provide the merchant with the appropriate County
Business Address for delivery. Do not use a Personal "Ship To"
address.
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25.7. 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.
25S. 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 2
responsible for managing any returns/exchanges and ensuring that proper 0
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credit is received for returned merchandise.
26.1. Contact the vendor and obtain instructions for return.
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262. Review your next card statement to ensure that your account is
properly credited for the return.
263. A pattern of returns and exchanges that indicate improper or e!-
inaccurate initial product selection shall be reviewed and may
result in loss of privileges for the card holder. 2
2.7 The Purchasing Card may be used for travel-related expenses,,small non- >
stocked products and services,training and other County business related
expenses as follows:
2.7.1. When Cardholder must check a bag, and the airline imposes a
charge,the check bag charge is allowed.
2.72. A 20%tip for taxi drivers is allowed. The tip should not
exceed 20% and should be included as part of the original N
transaction."
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2.73. Hotel intemet charges necessary to conduct OFFICIAL N
COUNTY BUSINESS while on County travel is allowed. r`
Traveler must certify on the daily transaction log and official 0
Florida State Travel Voucher that the expense was required to
conduct County business.
2.7.4. Airline tickets.
(If purchasing airline tickets in advance,you must submit an CL
advance travel voucher in addition to the Daily Purchase
Report. Upon return from travel, Cardholder must complete N
and submit a final travel along with supporting documentation
to the Purchasing Card Administrator for them to be able to 2
close out any travel advances made.)
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2.7.5. Rental vehicles and related expenses e.g.,toll charges and fuel
expenses
2.7.6. Non-Ethanol fuel for Marine Boating Resources E
2.7.7. Filing fees for cases filed by the County Attorney's Office (this
includes credit card convenience fees that may be imposed by
Federal,State or Local Clerks).
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2.7.8. Fees imnos d bar ary federal, State or Focal agency for work or
services performed to County-owned or operated locations
inc ludin a'slications permits and credit card coi-ive ience tee, Deleted:Building Department Permit Fees fi
2.79. Registration fees for conferences County Buildings(this includes credit card
convenience fees that may be imposed by the
2.7.10. Educational course materials agency.)q
2.7.11. Books,periodicals,magazines and subscriptions in paper,online or `-----------------------------------------------------------------------------------------------------
electronic format with publishers,distributors and vendors.
3. DOCUMENTATION. RECONCILIATION AND PAYMENT
PROCEDURES
3.1. Documentation—Any time a purchase is made that will be paid using the '2
Purchasing Card,the Cardholder is to obtain a customer copy of the receipt, C.
which will become the accounting document.
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 e!-
by the Clerk of the Court for payment.
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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.
331. Receipts: The Purchasing Card receipt or vendor's sales receipt
for purchases must be supplied. When purchases are conducted
b telephone, you must fill out the Telephone Order Forms and
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request the vendor to forward the receipt to you. These receipts, N
and any Telephone Order Forms, are to be stapled to the Daily N
Purchase Card Purchase Report. Failure to keep adequate N
receipts will lead to the loss of Purchasing Card privileges. r�
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332. 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 C-
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.
333. Immediately following a purchase,the Cardholder must submit the CL
charge slip to his/her department's director, via their immediate
supervisor. The charge slip must accompany the completed Daily
Purchase Card Purchase Report and must be electronically
submitted to the Purchasing Card Program Administrator within
three(3)business days.Non-compliance may mean denial of future
use,or other disciplinary action.
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33.4. The department's director reviews the Daily Purchase Card
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
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.
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335. 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 2
the receipt for that month should travel or extended leave be 0
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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
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 e!-
by the employee at the time he/she returns and submitted.
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33.6. 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 We
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 N
responsibility to contact the appropriate department director and T
have the statements furnished at once.If,however,one or more N
statements are for some reason not received,the remaining
statements shall not be held while that one or more are pending. 0
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33.6.1. 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 CL
Administrator.
33.7. If a Cardholder had no purchase activity on his/her credit card
for a particular billing cycle,no Statement will be generated for 2
the Cardholder (unless adjustments for previously billed :5
transactions are processed during that cycle). CL
4. TRANSACTION APPROVAL E
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
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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 2
the item(s)had been returned for credit. 0
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4.2. The County Administrator will be responsible for resolving abuses
by each Cardholder. Appropriate disciplinary action will be taken
against any Cardholder who misuses their privileges of up to and
including dismissal.
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421. Should it be evident that an unauthorized purchase was r-
knowingly made, the County Administrator will determine what 0
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 N
Form". A copy of the"Cardholder Dispute Form"will be forwarded with T
the statement through the end-of-month processing cycle for the statement. N
The bank will research the disputed charge and make the necessary
adjustments. 0
5.2 Credit to Account — When the bank receives proper notification of a '2
disputed charge,the charge amount will be removed from the total owed by CL
BOCC and shown on the monthly statement as a"suspense"item. When
the dispute is resolved,the charge will either be removed from the monthly N
statement (if the charge was improper) or charged to the Cardholder's
department(if research shows the charge was valid). 2
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53. 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 E
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.
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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
processing cycle for the statement.
55. 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 0
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established b the Purchasing Card Issuer be followed to protect the
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Cardholder's rights in dispute. Dispute policies and procedures issued by
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. CL
However,disputed items are not considered fraudulent. r-
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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 willbe
processed by the affected Department Director, who will forward the
request to the Purchasing Card Program Administrator.
CD
6.2. All requests for Purchasing Cards must be approved b the Purchasing Card N
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Program Administrator and/or the Office of Management and Budget N
Director.
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6.3. The Purchasing Card Program Administrator's name must be provided to
Clerk's Accounts Payable/Receivable Department and kept current.
2
6.4. When Purchasing Card Program Administrator receives the Purchasing CL
Card from the credit card issuer,they shall print on the back of the card the
following statement: "SEE DRIVER'S LICENSE" �
7. CARD USAGE DURING DISASTER EVENT 2
7.1 During Hurricane season or other disasters, the Purchasing Card Program CL
..
Administrator may increase the monthly limit for selected Cardholders.The
Purchasing Card Program Administrator will update the accounts in the E
Bank's online program to reflect the increased spending limits. Once the
emergency situation is over,the Purchasing Cards will be returned to the
previously approved spending limits by updating the accounts in the Bank's
online program.
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8. 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.
2
9. LOST OR STOLEN PURCHASING CARDS
CL
9.1. 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 CL
Purchasing Card is issued to the Cardholder. r-
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9.2. 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 We
normal business hours at(305)292-4467.
9.3. Failure to promptly notify the issuing bank of the theft, loss, or
misplacement of the Purchasing Card could make the BOCC and/or the N
Cardholder responsible for any fraudulent use of the card and result in loss T
of privileges and/or disciplinary action for the Cardholder. N
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10. EMPLOYEE TERMINATION/TRANSFER
10.1 A Cardholder who terminates their employment must relinquish their '2
Purchasing Card at the time of the separation from BOCC to their CL
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
deactivated. A Cardholder who fraudulently uses the Purchasing Card 2
after separation from BOCC will be subject to legal action. :5
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102. Transfer of an employee within their Department — If a Cardholder is
transferred within their department, it will be the responsibility of the E
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
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C.9.b
New Card/Change From,thereby eliminating the need for issuing a new
Purchase Card.
103. 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
of a new Purchasing Card. 2
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10.4. 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
Purchasing Card Program Administrator for recording and destruction.
11. AUDITS/REVIEWS
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11.1. The Card Program Administrator may randomly review Card activity r_
usage and receipt retention for compliance. 0
11.2. The Clerk's office may conduct random audits on card activity usage, >
receipt retention,reconciliations,and compliance,etc.
12. 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. CD
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13. ACCOUNTING/PURCHASING PROCEDURES AND ACCOUNTING/ N
TRAVEL AND TRAINING PROCEDURES r`
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These procedures must be in compliance with Monroe County's Purchasing Policy M
and Procedures and must be incorporated with the State of Florida Purchasing Card >%
Guidelines,where applicable.
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14. MERCHANT SIGN-UP
It is important to the success of the Purchasing Card Program that merchants
interested in doing business with the BOCC via the Purchasing Card receive 2
assistance in doing so. If merchants currently accept VISA credit cards,they are :5
CL
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 E
provider.
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C.9.b
QUICK REFERENCE
1. What is a Purchasing Card?
• A credit card that is used as an alternative payment method for small dollar
purchases,travel and training, expenditures for non-stocked products and
services,and filing fees for cases filed by the County Attorney's Office 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 2
accelerated product receipt. 0
CL
• 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?
• Any Commissioner and/or employee responsible for making purchases
that is recommended by their Department Director and is approved by C!-
the Purchasing Card Program Administrator.
0
4. What is the responsibility of the Cardholder?
• Upon acceptance of the Purchasing Card, employee must sign a >
"Cardholder Agreement". Signing this agreement, acknowledges
employee receipt of the card and acceptance of responsibility for abiding .�
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. N
• Cardholder must obtain their Department Director's approval on the T
Daily Purchase Card Purchase Report. N
• Initiate and handle disputed charges.
0
5. What is the Department Director's responsibility?
• Identify and recommend employees who should be issued a Purchasing
Card.
• Identify and recommend limitations. CL
• 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.
• Forward Reports with receipts to the Purchasing Card Program 2
Administrator. :5
CL
6. What is the responsibility of the Purchasing Card Program Administrator?
• Manage, authorize, terminate, and maintain a file of individuals E
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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C.9.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 the
County Administrator. 2
0
CL
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.
• Cardholder works with the vendor to arrange for returns and credit.
• Cardholder verifies that credit appears on next statement.
CL
10. What types of purchases are allowable? r_
• The Purchasing Card is to be used for purchases of small dollar 2
expenditures. These items can be purchased and picked up directly at the
vendor or can be ordered by telephone or internet and delivered to the >
Cardholder.
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. N
• Entertainment expenses T
• Meals—The County has an ordinance in effect with respect to meals,please N
see Ordinance No. 009-2015. Restaurant commodity codes will be
excluded,and meals are prohibited. 0
• Personal use.
• Cash advances or refunds,money order,or wire transfers.
• Fuel(except for rental vehicles while on County Business)
• Vehicle Repairs(excluding Fleet Management). CL
• Alcoholic beverages.
• Tobacco products.
• Non-work or personal use items and services.
• Services such as consultants or construction. 2
• Telephone Credit Card. :5
• Usage of card by anyone other than the Cardholder. C.
12. It should be noted that the Purchasing Card will be used by designated personnel to E
pay for issued Purchase Orders and other purchases not available to the general
users.
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C.9.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 26t11 day of each month and ends
the 25t11 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 0
given granting the use of the Purchasing Card to make purchases within present limits on CL
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. 2
Cash Advance—Prohibited on the Purchasing Card as well as personal purchases. :5
Charge Slip/Documentation—Itemized list of individual purchases on receipt. CL
Contractor/Issuer—Bank of America. r_
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
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
be applied to a Cardholder's purchasing authority per day.
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 N
(where applicable). N
Designated Representative — Department Director is to review Cardholder's monthly ,r
statement's receipts and transactions to ensure the appropriateness of activity and timely N
processing of charges and/or credits applied to that department.
Dispute—For items purchased and found defective or faulty,the Cardholder can return the 0
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.
VISA,which identifies the primary goods or services provided by the merchant. 0
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.
Official Use—Necessary merchandise purchased for BOCC use.
Payer- The payer will be Monroe County Board of County Commissioners,through the
Finance Department,ensuring that adequate or appropriate accounting codes are assigned. CL
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. E
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.
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C.9.b
Services—Non-personal temporary work.
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
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03
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03
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ram.
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0
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03
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03
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C.9.b
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
REQUEST FOR PURCHASING CARD
To: Purchasing Card Program Administrator
From:
DEPARTMENT NAME
Subject: REQUEST FOR PURCHASING CARD 2
0
Request the following employee be authorized a BOCC Purchasing Card: CL
Full Name: (Type or Print)
Sample Signature: CL
W
r-
Title: Employee Number: 0
Florida Driver's License#
Immediate Supervisor:
Restrictions: Single limitation: $
r
Monthly limitation: $ N
CD
Types of products to be authorized: N
0
0
CL
COUNTYADMINISTRATOR/ PURCHASING CARD ADMINISTRATOR
ASSISTANT COUNTY ADMINISTRATOR (TYPE OR PRINT)
(TYPE OR PRINT) t8
U
SIGNATURE OF COUNTY ADMINISTRATOR/ SIGNATURE OF PURCHASING CARD ADMINISTRATOR CL
ASSISTANT COUNTY ADMINISTRATOR
cc:Authorized Employee
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C.9.b
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
TRAINING ACKNOWLEGEMENT
&
CARDHOLDER AGREEMENT
I acknowledge having received Purchasing Card Training and agree to use the Purchasing 2
Card only for actual and necessary BOCC business expenses incurred by me in accordance
with the BOCC Purchasing Card Procedures. L
I have read the Purchasing Card Training Manual and the Monroe County Purchasing Card
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 CL
addition,I agree that I must reimburse the BOCC for any such prohibited charges.
0
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.
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
Purchasing Card could make me responsible for any fraudulent use of the card. c44
N
Bank Contact: Jeri Winkleblack,Account Manager N
850-561-5921 Fax: 850-561-1965
0
Cardholder Customer Service: 888-449-2273 Fax: 757-823-7473
Cardholder: •2
TYPE OR PRINT NAME 0
CL
Signature:
Date:
Department:
CL
Phone Number:
cc: Cardholder
Page 69 of 106
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C.9.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:
Department Director: Department Ext. 0
CL
Date Receipt Description of Merchant's Dollar Dispute(d)/ Cost
Inv.# Purchase Name Amount of Credit(c) Center/Account#
*Attached Purchase
CL
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0
C�
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N
CD
Cardholder's Signature:
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Director's Signature for Approval: N
h
*REMEMBER TO ATTACH ALL RECEIPTS(PURCHASE AND CREDIT).
0
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C.9.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
Company Name: U
0
Cardholder Name: CL
Cardholder Account Number: N
Statement Transaction Merchant Name/Description
Date Date
CL
Amount Posting Date Reference Number C
0
Check the description most appropriate to your Dispute.If you have any questions,contact Bank of America at 1-800-
538-8788.
1. Alteration of Amount: -�
The amount of the sales draft has been altered from$ to$ (U
(Please include copy of sales draft)
2. Unauthorized Mail or Phone Order: M
2
I certify the charge listed above was not authorized by me or any person authorized by r
me to use this account.I have not ordered merchandise by phone or mail,or received N
goods and services as represented above. N
3. Cardholder Dispute: T-
I did participate in the above transaction:however,I dispute the entire charge,or portion, N
in the amount of$ because:
4. Credit Not Received: `-
The merchant has issued me a credit slip for the transaction listed above,however,the 0
credit has not posted to my account.The date on the voucher is between 30 and 90 days N
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: C'
My account has been charged for the above transaction,but I have not received this
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. 2-
8. Merchandise Returned: :5
My account has been charged for the transaction listed above,but the merchandise has been CL
returned.Provide a description of the circumstances.(Please include postal receipt if applicable.)
9. Inadequate Description/UnrecognizedCharge:
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. E
it. Other/Comments
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C.9.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.
U
Supplier Name
0
CL
Phone Number
Date Order Placed
Order called in by
U
Cardholder's Name
Order Called to(name of CL
supplier's representative)
Item# Detailed description of items/services U/I Quantity Cost per U/I Extended Cost: 0
ordered(size,etc.)
1�
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N
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N
h
U
U
TOTAL PURCHASE: $ CL
CL
U
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C.9.b
Monroe County Purchasing Policy and Procedures
ATTACHMENT CA
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
POLICY&PROCEDURES FOR ACCEPTANCE OF PAYMENT CARDS
2
I. BACKGROUND
CL
Acceptance of credit and debit cards(herein referred to as payment cards)as a payment method has
become universal within both the private and public sectors.Many governments now accept cards for
taxes,fines,user charges and fees.For a fee,a payment card processing service provider works with
a government entity to accept and process payment card payments.
Benefits to accepting payment cards include:
• Enhanced customer service and convenience. uq
• Increased certainty of collection.
• Accelerated payments and the availability of funds. >
• Improved audit trail_
• Reduced cashiering costs.
• Improved overall cash flow and forecasting.
• Lessened delinquencies. t8
• Reduced return check processing costs.
• Reduced collection costs. N
N
The Payment Card Industry,also known as PCI,is made up of the major credit card companies(e.g., N
VISA, Master Card, Discover and other major card issuers). PCI has established for merchants h
accepting payment cards for payment of goods and services important and stringent security
requirements to protect credit card data.These are called the PCI Data Security Standards or"PCI- 0
DSS."These standards include controls for handling and restricting credit card information,computer t8
and internet security,and reporting of a breach of credit card information.
2
II. PURPOSE CL
The purpose of this policy is to establish for authorized Monroe County departments business
processes and procedures for accepting payment cards that will minimize the County's risk and
provide the greatest value,security of data,and availability of services to each county customer within
the rules and regulations established by PCI and articulated in PCI-DSS.Additionally,these processes
are intended to ensure that payment card acceptance procedures are appropriately integrated with the C-
County's business processes and automated systems.
In response to increasing incidents of identity theft,PCI created the PCI-DSS to help prevent theft of
customer data.PCI-DSS applies to all entities that accept payment cards to procure goods or services.
Compliance with this standard is enforced by PCI through guidelines and self-assessment for smaller
volume participants and through validated on-site inspection for larger volume participants. <
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C.9.b
Monroe County Purchasing Policy and Procedures
Following PCI guidelines positions providers to effectively safeguard this data—however it is often
discovered after a security breach has occurred that the company/entity breached had been deficient
in at least one section of their PCI audit review. W
.N
Security breaches can result in serious consequences for Monroe County, including release of
confidential information, damage to reputation, the assessment of substantial fines, possible legal
liability and the potential loss of the ability to accept payment card and eCommerce payments.
0
III. DEFINITIONS CL
Cardholder:The customer to whom a payment card has been issued or the individual authorized to
use the card.
Cardholder Data: All personally identifiable data about the cardholder (i.e., account number,
expiration date,cardholder name.) �-
Cashiering Services:Monroe County department that approves all third-party service providers and
coordinates the policies and procedures for accepting payment cards.
Encryption: The process of converting information into an unintelligible form to anyone except
holders of a specific cryptographic key. Use of encryption protects information between the
encryption process and the decryption process against unauthorized disclosure.
Merchant Department:For the purposes of the PCI-DSS and this policy,a merchant department is
defined as a Monroe County department that is authorized to accept payment cards as payment for
goods and/or services provided by Monroe County. N
CD
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Merchant Department Responsible Person(MDRP):A designated employee within each Monroe r
County Merchant Department who has primary authority and responsibility for payment card and tV
R-
eCommerce transaction processing within that department.
0
Payment Card: Any payment card/device that bears the logo of Discover Financial Services,
MasterCard Worldwide,or VISA,Inc. or other major credit card issuer.
Payment Card Account Change:Any change in the payment account including,but not limited to: 0
the use of existing payment card accounts for new purposes;
the alternation of business processes that involve payment card processing activities;
the addition or alteration of payment systems;
the addition or alternation of relationships with third-party payment card service providers,
and CL
the addition or alternation of payment card processing technologies or channel
Payment Card Industry(PCI)-Data Security Standard(DSS):A multi-faceted security standard
that includes requirements for security management, policies, procedures, network architecture,
software design and other critical protective measures.
.N
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Monroe County Purchasing Policy and Procedures
Self-Assessment:The PCI Self-Assessment Questionnaire(SAQ)is avalidation tool that is primarily
used by merchants to demonstrate compliance to the PCI-DSS.
Sensitive Authentication Data: Security-related information (card validation codes/values, full
magnetic-stripe data, or personal identification number (PIN)) used to authenticate cardholders,
appearing in plain-text or otherwise unprotected form.
IV. APPLICABILITY
0
CL
This policy applies to all Monroe County employees,contractors,consultants or agents who,in the
course of doing business on behalf of the County, accept, process, transmit, or otherwise handle
cardholder information in physical or electronic format. t8
This policy applies to all County departments and administrative areas which accept payment cards
regardless of whether revenue is deposited in a County financial account. �-
V. ACCEPTABLE PAYMENT CARDS
Monroe County Board of County Commissioners accepts VISA,MasterCard,Discover cards and has
negotiated contracts for processing payment card transactions.
VI. PROHIBITED PAYMENT CARD AC;TIVITIES
Monroe County prohibits certain credit card activities that include,but are not limited to:
Accepting payment cards for cash advances. N
Discounting a good or service based on the method of payment. N
Adding a surcharge or additional fee to payment card transactions,except for payment card r
fees as allowed by F.S.215.322 and as set forth in more detail below tV
Using a paper imprinting machine unless specifically authorized by County management. 4-
0
No Monroe County employee, contractor or agent who obtains access to payment card or other M
personal payment information in the course of conducting business on behalf of the County may sell,
purchase, provide, share, or exchange said information in any form including but not limited to
imprinted sales slips,copies of imprinted sales slips,mailing lists,tapes,or other media obtained by tL
reason of a card transaction to any third party other than to the County's depository bank, Visa, �g
MasterCard or other credit card company,or pursuant to a government request.
VIL PAYMENT CARD FEES
Each transaction will have 2 sales slips; one slip will be for the County charge and one slip will be CL
for the associated fee charged by the credit card company.The fees will not be recorded in Monroe
County's general ledger but will be sent directly to the County's merchant services provider. ay
E
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Monroe County Purchasing Policy and Procedures
VIII. REFUNDS
When a good or service is purchased using a payment card and a refund is necessary,the refund must
be credited back to the account that was originally charged. Refunds in excess of the original sale
amount or cash refunds are prohibited.The associated fee charged by the credit card company is non-
refundable.There is no fee charged by the credit card company for refunds.
IX. CHARGEBACKS
0
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Occasionally a customer will dispute a payment card transaction,ultimately leading to a chargeback.
In the case of a chargeback, the County department initiating the transaction is responsible for
notifying the Monroe County Clerk's Finance Department and for providing appropriate supporting t8
documentation.
X. MAINTAINING SECURITY CL
County departments and administrative areas accepting payment cards on behalf of the County
are subj ect to the PCI-DS S.
The County prohibits the transmission of cardholder data or sensitive authentication data via
email or unsealed envelopes through County inter-departmental mail as these are not secure.
The County requires that all external services providers that handle payment card information be
PCI compliant.
The County restricts access to cardholder data to those with a business"need to know." N
CD
N
For electronic media,cardholder data shall not be stored on servers,local hard drives,or external r
(removable)media including floppy discs, CDs or thumb (flash) drives unless encrypted and tV
otherwise in full compliance with PCI DSS.
0
For paper media, cardholder data shall not be stored unless approved for legitimate business
purposes.
XI. RESPONSIBILITIES CL L
Merchant Department Responsible Persons(MDRPs)are responsible for:
Executing on behalf of the relevant County Department, Payment Card Account Acquisition
or Change Procedures.
CL
Ensuring that County employees(including the MDRP), contractors and agents with access to
payment card data within the respective County department acknowledge in writing that they ay
have read and understood this Policy. E
Ensuring that all payment card data collected by authorized County departments accepted in the
.N
course of performing County business, regardless of whether the data is stored physically or
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Monroe County Purchasing Policy and Procedures
electronically,is secured.Data is considered to be secured only if all of the following criteria are
met:
• Only those with a"need-to-know"are granted access to payment card and electronic payment
data;
• Email should not be used to transmit credit card or personal payment information. Ifit should ��j
be necessary to transmit credit card information via email only the last four digits of the credit 0
card number can be displayed; CL
• Credit card or personal information is never downloaded onto any portable devices or media
such as USB flash drives,compact disks,laptop computers or personal digital assistants;
• Fax transmissions (both sending and receiving) of credit card and electronic payment
information occurs using only fax machines which are attended by those individuals who must �-
have contact with payment card data to do their jobs;
0
• The processing and storage of personally identifiable credit card or payment information on
County computers and servers is prohibited;
• Only secure communication protocols and/or encrypted connections to the authorized vendor
are used during the processing of payment card transactions;
• The three or four digit validation code printed on the payment card is never stored in any
form;
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• The full contents of any track data from the magnetic stripe are never stored in any form; Cy
r
• The personal identification number(PIN) or encrypted PIN block are never stored in any tV
form;
0
• The primary account number(PAN)is rendered unreadable anywhere it is stored;
• All but the last four digits of any credit card account number are masked when it is necessary 2
to display credit card data; 0
CL
• All media containing payment card or personal payment data is retained no longer than a
maximum of six(6)months and then destroyed or rendered unreadable;and
• Notifying the Monroe County Information Technology Department in the event of suspected
or confirmed loss of cardholder data.Details of any suspected or confirmed breach should not CL
be disclosed in any email correspondence. F
Information Technology Department shall regularly monitor and test the County network and
coordinate the County's compliance with the PCI Standard's technical requirements and verify the
security controls of systems authorized to process credit cards.
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Monroe County Purchasing Policy and Procedures
The Information Technology Director shall ensure that Monroe County maintains currency with
the requirements of the PCI-DSS and related requirements to ensure that this policy remains current
and shall coordinate and lead the County's response to a security breach involving cardholder data.
The Monroe County Clerk's Finance Department shall coordinate with the respective County
Departments authorized to accept payment cards to:
Provide training to ensure that County departments are trained in accepting and processing .2
payment cards in compliance with this policy; CL
Work with external vendors and coordinate payment card policies, standards, and
procedures; t8
Serve as liaison between the bank and the merchant services'provider for Payment Card account
acquisition or change procedures;and �-
Review and modify the Application for Payment Card Account Acquisition or Change as
necessary.
XIL RESPONDING TO A SECURITY BREACH
In the event of an actual,possible,or suspected breach,the County department must:
Prevent any further access to or alteration of the compromised system(s)(e.g.,do not log on at
the machine and/or change passwords);
r
N
Do not switch off the compromised machine.Instead,isolate the compromised system(s)from CD
Cy
the network by unplugging the network connection cable; r
N
Preserve logs and electronic evidence;
0
Contact the County's Information Technology Department and the Clerk's Finance Department
immediately for further direction;and
Log all actions taken. CL
XIII. APPROVAL FOR PAYMENT CARD PROCESSING OR CHANGE PROCEDURES
To receive authorization to accept payment cards or change a payment card processing,the MDRP
must submit an Application for Accepting Payment Cards or Change Pavment Card Authorization to
the Monroe County Clerk's Finance Department.The application must be signed by the MDRP and CL
the appropriate Assistant County Administrator.
XIV. SANCTIONS
The County Administrator may suspend credit card account privileges of any department or
administrative unit not in compliance with this policy or that places the County at risk. <
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Monroe County Purchasing Policy and Procedures
Any department or administrative unit engaged in payment card activities will be responsible for any
financial loss due to inadequate internal controls or negligence in adhering to the PCI-DSS.
XV. TRAINING
Employees who are expected to be given access to cardholder data shall be required to complete upon ��j
hire,and at least annually thereafter,security awareness training focused on cardholder data security. .2
Employees shall be required to acknowledge at least annually that they have received training, CL
understand cardholder security requirements, and agree to comply with these requirements. The
Assistant County Administrator or MDRP may require employees to attend additional training ash
needed.
CL
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C.9.b
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 0
4. Vendor File Request Form c-
5. Contract Summary Form for Contracts Less Than$50,000.00 C
6. Contract Renewal Form for Contracts Less Than$50,000.00
7. Change Order Form
7.a Change Order Attachment
8. Public Entity Crime Statement
9. Sworn Statement Under Ordinance No.010-1990 Monroe County,Florida
10. Non-Collusion Affidavit
11. Drug-free Workplace Form
12. Vendor Certification Regarding Scrutinized Companies Lists
13. Minority Owned-Business Declaration(required as per the provisions
outlined in Chapter 14-Federal Funding Requirements)
14. Anti-Lobbying Certification(required when the contract exceeds$100,000.00
per the provisions outlined in Chapter 14-Federal Funding Requirements)
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Monroe County Purchasing Policy and Procedures
MONROE COUNTY PURCHASING AUTHORIZATION FORM—(D.1)
Employee: Title:
Name First Last (B
Department:
Log-on ID: Phone#: Ext.:
(Finance Plus) 2
0
Location: Comuier Stop# CL
LEVEL OF PURCHASE AUTHORITY _
PLACE"X"IN THE BOX TO INDICATE LEVEL/TYPE OF AUTHORITY
PURCHASING LEVELS PURCHASING AUTHORITY "XI, Cb
FOR TOTAL DOLLAR AMOUNT (WHO APPROVES/PAYS) AUTHORITY LEVEL
CL
$.Of-$1,000.00 Department Director or their designees.
Request to Purchase fonmiPmchase Order not regitired.
0
$1,000.01-$5,000.00 Depalimeut Director or their designees. —
Regmres Request to Purchase form or electronic to
Purchasing.Price reasonableness docmrirentation is
required to be maintained bv the Requesting Department.
$5,000.01-$9,999.99 Departmeut Director or their designees.Request to
Purchase form along with doctlllleutatlou of price
reasonableness justification is regi tired to be submitted as
docmuueiited by the Requesting Departments.
$10,000.00-$19,999.99 Department Director only for ptnnhases of$10,000.01
and above.(Designee allowed for ptirchases up to
$10,000.00 only).Request to Puuchase form along with
three(3)or more price quotes as documented by
Requesting De artmenits. N
$20,000.00-$49,999.99 Request to Purchase form along with three(3)or more County Adminishator, N
price quotes.Requesting Department will solicit quotes. Assistant Comity Adminishator r
or Ptirchasing Director onlyN
$50,000.00 AND OVER Competitive Bid process BOCC h
BOCC prior approval required.Govenred by
Comity ordinance,as supplemented by the
Ptirchasing Policies aid Procedures Manual. N
COST CENTERS
U
O
CL
Employee Signature Initials
Approved By: Approved By:
Department Director County Adminishator
Assistant Comity Administrator �.
Purchasing Director
CL
PURCHASING USE ONLY:
Data received&seat to Finance
( ) Pmucliasing Section
Initials Date
Page 81 of 106
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C.9.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
0
From(Dept.): Purchasing Approval: CL
Name: By:
Phone/Ext: Account:
Shi Code to Location: I Grant/Project 0
Qty. Unit Prod.# Description Unit Total Cost Acct.#
Cost >
cv
CD
cv
T-
cv
ram.
0
Total U
Items needed by: 0
0.
Vendor Name: �9
Remarks/Recommendations:
Administrative Instructions:
Reviewed ( ) By: Date: C.
Purchasing Office use only:
Reviewed ( ) By: Date:
Revised BOCC 3/15/17
.E+
Page 82 of 106
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C.9.b
Monroe County Purchasing Policy and Procedures
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
AUDIT SLIP (D.3)
Vendor Name Vendor Number
Invoice#
Invoice Date
0
CL
Invoice Amounts
Fund/ (Optional) (Optional)
Cost Ctr Account# Project# Project Acct Amount
CL
Description(Opt) r-
Description(Opt)
Description(Opt)
Description(Opt)
CD
cV
r
Description(Opt) N
h
0
Review Signature Date y
Approve to$1,000.00 Signature Date
$1,000.01 to$5,000.00 Signature Date CL
$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 CL
$50,000.00&greater BOCC Approval
Notes: Only one invoice per audit slip,please!! E
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 83 of 106
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C.9.b
Monroe County Purchasing Policy and Procedures
ATTACHMENT DA
4�ly fOR FINANCE WICE GSE MY
MONROE COUNTY vENsoR#:
3 s BOARD OF COUNTY COMMISSIONERS POSTED BY:
f
r VENDOR REQUEST FORK GATE:
VENDOR REQUEST FORM MUST BE ACCOMPANI ED BY
W-9 FORM COMPLETED&SIGNED BY TH'E VENDOR
CL
Form W-9:httus:Ilvrww.trs.�av/uuh/irs ndflfw4.pol
(NOTE:Form W-&must be completed for foreign emporoinns-https,//uv+nray.irs.mov/pub/irs-pdf/IW B,Pdfi
New Vendor Change Vendor Information
U
Vendor Name:
Search Name/Abbrew w
Street Address.
0
P,O.sox:
City/State/zip:
Phone: Email: ,
Vendor Remittance Name and Address(if different from above)
Vendor Name:
Street Kidd ress: P.O.Box:
City/State/zip:
P'
N
Contact Name: Contact Phone: CD
N
1099 Required? r
Tax ID Number or SSN:: yes No CV
I -
FAX Number: if Yes,please cheek 10911 fype.:
Email: A Attorneys t/g
Purpose of New Vendor. Iw nnedirsl/Piealtnr.are Payrrenis
N Nora-FmploYee Corrpert5ation �2
0 btner lnCame 0
R Rentals CL
Requested By: Dept Date:
Signature of Requester: M
Please Return the Completed Farm&Vd-9 to the Clerk's Office 2-
via APPmonme-cierk.com or via Courier STOP 8
CL
tscLrl��uGGt ti]d(1t1.132639)
q
W
Revised BOCC 3/18/2020
Page 84 of 106
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C.9.b
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: ��j
0
CL
Contract is Original Agreement Contract Amendment/Extension Renewal 2-
Contract Manager: :5
CL
(Name) (Ext.) (Department/Stop#)
0
CONTRACT COSTS v�
Total Dollar Value of Contract: $ Current Year Portion:$ �
(must be less than$50,000) (If multiyear agreement then
requires BOCC approval,uoless the
htdl un,i]ati� i.l,,unt is 1—th m
Budgeted?Yes❑ No❑ Account Codes: - - - -
Grant: $
County Match: $
ADDITIONAL COSTS N
r
Estimated Ongoing Costs: $ /yr For: CV
(Not included in dollar value above) (e.g.maintenance,utilities,janitorial,salaries,etc.) N-
IInsurance Required: YES ❑ NO❑ 0
CONTRACT REVIEW
Changes
Date In Needed Reviewer Date In e
Department Head Yes❑No❑ C-
County Attorney Yes❑No❑
Risk Management Yes❑No❑
CL
O.M.B./Purchasing Yes❑No❑
Comments:
Revised BOCC 10/21/2020
Page 85 of 106
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Monroe County Purchasing Policy and Procedures
ATTACHMENT D.6
COUNTY ADMINISTRATOR
CONTRACT RENEWAL FORM FOR CONTRACTS LESS THAN$50,000.00
Contract with: Contract#
Renewal Date:
Expiration Date: 0
Contract Renewal Notes: CL
FAILURE TO MEET ONE OR MORE OF THE CONDITIONS SET FORTH BELOW
WILL REQUIRE APPROVAL BY THE BOCC 2
❑The BOCC approved agreement provided for a renewal subject to the terms and conditions set :5
CL
forth in in the initial contract.
El 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)
❑ 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$50,000.00
The following Contract Manager has verified that the above conditions have been met.
Contract Manager:
r
(Name) (Ext.) (Department/Stop#) N
N
Revised BOCC 7/17/19 r"
N
h
0
0
CL
CL
Page 86 of 106
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Monroe County Purchasing Policy and Procedures
ATTACHMENT D.7
MONROE COUNTYIENGINEERINGI PROJECT MANAGEMENT
CONTRACT CHANGE ORDER
PROJECT TITLE: CHANGE ORDER NO: #
INITIATION DATE:(date requested)
CONTRACT DATE:(date executed) CL
TO CONTRACTOR:
The Contract is changed as follows: (use underlining only—no highlighting or deletion) 2-
The original(Contract Sum)(Guaranteed Maximum Price) ...........................................$ .W.
Net change by previously authorized Change Orders...................................................$
The(Contract Sum)(Guaranteed Maximum Price)prior to this Change order was............$ O
The(Contract Sum)(Guaranteed Maximum Price)will be(increased)(decreased)(unchanged)by this
Change Order.............$
The new(Contract Sum)(Guaranteed Maximum Price)including this Change Order is.......$
The Contract Time will be(increased)(decreased)(unchanged)by.................................#of Days
The date of Substantial Completion as of the date of this Change Order is........................(new date)
Detailed description of change order and justification:
Justification here.If a time change:show original and new substantial completion dates.
r
Change order is 0%of original contract price N
CD
CN
Not valid until sianed by Owner.Architect(if applicable).and Contractor r
CN
4-
O
ARCHITECT:
Sign&Print Name Date
0
CL
CONTRACTOR:
Sign&Print Name Date
DEPARTMENT DIRECTOR: U
Sign&Print Name Date
CL
COUNTY/ASSISTANT ADMINISTRATOR: ;.
Sign&Print Name Date
Revised BOCC 3/18/2020
O
Page 87 of 106
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Monroe County Purchasing Policy and Procedures
ATTACHMENT D.7a
Change Order Attachment per Ordinance No. 004-1999
Change Order was not included in the original contract specifications. Yes ❑ No❑
CIL
If Yes,explanation: to
U
Change Order was included in the original specifications. Yes ❑No❑
CIL
If Yes,explanation of increase in price:
Change Order exceeds$50,000 or 5%of contract price(whichever is greater). Yes ❑No❑
If Yes,explanation as to why it is not subject for a calling for bids:
Project architect approves the change order. Yes ❑No❑ CNI
CD
CNI
If no,explanation of why: CNI
h
0
Change Order is correcting an error or omission in design document. Yes ❑No❑ N
Should a claim under the applicable professional liability policy be made? Yes ❑No❑ 2
0
Explain: CIL
CIL
Revised BOCC 3/18/2020
Page 88 of 106
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C.9.b
Monroe County Purchasing Policy and Procedures
ATTACHMENT D.8
PUBLIC ENTITY CRIME STATEMENT
"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 on a contract to provide any goods or services to a public entity, may
not submit a bid 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 CONTRACTOR under a contract with any public entity,and may not transact business with any public entity in excess of the threshold amountCIL
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."
I have read the above and state that neither (Respondent's name)nor any
Affiliate has been placed on the convicted vendor list within the last 36 months. 2-
CIL
0
(Signature)
Date:
STATE OF:
COUNTY OF:
r
N
CD
Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or ❑ online N
r
notarization, on (date) by N
(name of affiant). He/She is personally known to me or
has produced (type of identification)as identification.
0
NOTARY PUBLIC CIL
My Commission Expires:
CIL
Revised BOCC 3/18/2020
Page 89 of 106
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Monroe County Purchasing Policy and Procedures
ATTACHMENT D.9
SWORN STATEMENT UNDER ORDINANCE NO.010-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE U
0
CIL
(Company)
"...warrants that he/it has not employed, retained or otherwise had act on his/her behalf any former
County officer or employee in violation of Section 2 of Ordinance No.010-1990 or any County officeror 2-
employee in violation of Section 3 of Ordinance No.010-1990. For breach or violation of this provision
the County may,in its discretion,terminate this Agreement without liability and may also,in its discretion,
deduct from the Agreement or purchase price, or otherwise recover, the full amount of any fee,
commission,percentage,gift,or consideration paid to the former County officer oremployee." O
(Signature)
Date:
STATE OF:
COUNTY OF: r
N
CD
Subscribed and sworn to or affirmed before me, b means of❑physical presence or❑online N
( ) Y P Y P T-
N
notarization, on
O
(date)by (name of affiant). He/She is personally y
known to me or has produced (type of identification)as
0
identification. CIL
NOTARY PUBLIC CIL
My Commission Expires:
Revised BOCC 3/18/2020
Page 90 of 106
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C.9.b
Monroe County Purchasing Policy and Procedures
ATTACHMENT D.10
NON-COLLUSION AFFIDAVIT
I, of the city of according to law on my oath,
and under penalty of perjury,depose and say that
a. I am of the firm of U
the bidder making the
Proposal for the project described in the Request for Proposals for CIL
and that I executed the said proposal
with full authority to do so; N
b. the prices in this bid have been arrived at independently without collusion,consultation,
communication or agreement for the purpose of restricting competition,as to any matter 2
relating to such prices with any other bidder or with any competitor;
CIL
C. unless otherwise required by law,the prices which have been quoted in this bid have not
been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder
prior to bid opening,directly or indirectly,to any other bidder or to any competitor;and
e
d. no attempt has been made or will be made by the bidder to induce any other person, W
partnership or corporation to submit,or not to submit,a bid for the purpose of restricting
competition;
e. the statements contained in this affidavit are true and correct,and made with full
knowledge that Monroe County relies upon the truth of the statements contained in this
affidavit in awarding contracts for said project.
r
(Signature) CD
N
Date: T-
N
STATE OF:
0
COUNTY OF:
Subscribed and sworn to(or affirmed)before me, by means of❑physical presence or❑online 2
0
CIL
notarization, on (date)by
(name of affiant). He/She is personally known to me or has y
produced (type of identification)as 2-
identification. CIL
NOTARY PUBLIC
My Commission Expires:
Revised BOCC 3/18/2020
Page 91 of 106
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Monroe County Purchasing Policy and Procedures
ATTACHMENT D.11
DRUG-FREE WORKPLACE FORM
The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that:
(Name of Business)
1. Publish a statement notifying employees that the unlawful manufacture,distribution, dispensing, .
possession, or use of a controlled substance is prohibited in the workplace and specifying the CIL
actions that will be taken against employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business' policy of
maintaining a drug-free workplace, any available drug counseling, rehabilitation,and employee y
assistance programs, and the penalties that may be imposed upon employees for drug abuse
violations. 2-
3. Give each employee engaged in providing the commodities or contractual services that are under
bid a copy of the statement specified in subsection(1). CIL
4. In the statement specified in subsection(1), notify the employees that,as a condition of working
on the commodities or contractual services that are under bid, the employee will abide by the
terms of the statement and will notify the employer of any conviction of,or plea of guilty or nolo
contendere to,any violation of Chapter 893(Florida Statutes)or of any controlled substance law
of the United States or any state,for a violation occurring in the workplace no later than five(5)
days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community,or any employee who is
so convicted.
6. Make a good faith effort to continue to maintain a drug-free workplace through implementation
of this section.
r
N
As the person authorized to sign the statement, I certify that this firm complies fully with the above
requirements. r
N
(Signature)
Date:
STATE OF:
CIL
COUNTY OF:
Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or ❑ online cB
notarization, on (date) by 2-
(name of affiant). He/She is personally known to me or
has produced (type of identification)as identification. CIL
NOTARY PUBLIC
My Commission Expires:
Revised BOCC 3/18/2020
Page 92 of 106
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C.9.b
Monroe County Purchasing Policy and Procedures
ATTACHMENT D.12
VENDOR CERTIFICATION REGARDING.SCRUTINIZED COMPANIES LISTS �
Project Description(s):
Respondent Vendor Name:
Vendor FEIN:
U
Vendor's Authorized Representative Name and Title: '2
Address: CL
City: State: Zip:
Phone Number:
Email Address: 2-
Section 287.135,Florida Statutes prohibits a company from bidding on,submitting a proposal for,or entering into
or renewing a contract for goods or services of any amount if,at the time of contracting or renewal,the company
is on the Scrutinized Companies that Boycott Israel List,created pursuant to Section 215.4725,Florida Statutes, 0
or is engaged in a Boycott of Israel.Section 287.135,Florida Statutes,also prohibits a company from bidding on,
submitting a proposal for,or entering into or renewing a contract for goods or services of$1,000,000 or more,that
are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities
in the Iran Petroleum Energy Sector Lists which were created pursuant to s.215.473,Florida Statutes,or is engaged
in business operations in Cuba or Syria.
As the person authorized to sign on behalf of Respondent,I hereby certify that the company identified above in
the Section entitled"Respondent Vendor Name"is not listed on the Scrutinized Companies that Boycott Israel List
or engaged in a boycott of Israel and for Projects of$1,000,000 or more is not listed on either the Scrutinized
Companies with Activities in Sudan List,the Scrutinized Companies with Activities in the Iran Petroleum Energy
Sector List,or engaged in business operations in Cuba or Syria. N
I understand that pursuant to Section 287.135,Florida Statutes,the submission of a false certification may subject CD
N
company to civil penalties,attorney's fees,and/or costs. I further understand that any contract with the County T-
may be terminated,at the option of the County,if the company is found to have submitted a false certification or tV
has been placed on the Scrutinized Companies that Boycott Israel List or engaged in a boycott of Israel or placed
on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the 0
Iran Petroleum Energy Sector List or been engaged in business operations in Cuba or Syria. to
Certified By: who is authorized to sign
on behalf of the above referenced company. 2
Authorized Signature: 0
Print Name: CL
Title:
Note: The List are available at the following Department of Management Services Site:
http: vs,dms.myflorida.com,'business oyerations'state yurchasine/vendor_inf)rmation convicted stupended
discriminatory comilaints vendor lists
CL
Revised BOCC 3/18/2020
U
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FEDERAL FORMS TO BE USED WHEN FEDERAL FUNDS ARE UTILIZED OR
EXPECTED TO BE UTILIZED AS SET FORTH IN CHAPTER 14
0
CL
cv
cv
cv
ram.
0
0
CL
CL
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Monroe County Purchasing Policy and Procedures
ATTACHMENT EA
Monroe County Procurement Form
(For all Purchasing$10,000.00 or more)
Requirement(good/services to be procured):
0
CL
If brand name or equal salient characteristics are:
CL
Market Research: C
0
Research Method:
❑Internet( ) >
El Prior procurement files
El Personal Knowledge of Local Trade Area
❑Other( )
Potential Sources:
r
N
CD
Estimated Purchase Price:$ r
N
h
Additional Considerations: Considered Notes:
Federal Surplus Property ❑
Aggregates or Break Up ❑ >%
Purchase
Lease vs.Purchase ❑ CL
Planned/Expected Contract Tyne: t8
❑Fixed Price(including fixed price per unit)
❑Cost Reimbursement plus fixed/fee/profit C'
❑Other:
Notes:cost plus percentage-of-cost is prohibited, time and material has restrictions E
(See§200.318 0)(1)
Page 95 of 106
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Monroe County Purchasing Policy and Procedures
ATTACHMENT E.1
Monroe County Procurement Form
(For all Purchasing$10,000.00 or more)
Procurement Method:
0
❑Small Purchase Procedure($10,000.00 Up to ❑Sole Source$10,000.00 or more CL
$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
(attach documentation noting oral price quotes)
Vendor contact information/Price quoted C.
r_
0
Notification/Publication Plan: N/A ifMicro-Purchase;Must beformally publicized if"estimated
Purchase Price"is in excess of$50,000.
N
CD
T_
Signature Signature tV
h
0
Printed Name Printed Name
2
Title/Department Title/OMB Department CL
CL
Updated 7/18/18
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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): .2
CL
Responses/Bids/Offerors Received:
Name Date Received/Bid opening Date Checked in 2
SAM/DMS/etc.as :5
per Entity Checklist CL
Attachment E.3 r-
0
CL
Selected Firm/Person/Entity/Company: N
CD
cv
Selection Rationale: The bid/Proposal was most advantageous to the County,price and other T-
factors considered because N
0
Price Reasonableness Assessment:
0
CL
❑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.
'Rationale should be Consistent with RFPs stated evaluation factors 2
'Rational should be consistent with Written Evaluation Plan :5
CL
Signature Signature
Printed Name Printed Name
Title/Department Title/OMB Department
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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
Federal Excluded Parties List System(EPLS): Yes CL
SAM.gov No
03
State Convicted/Suspended/Discriminatory/Complaints Vendor Lists: Yes
dms.myflorida/com No
CL
US DHHS List of Excluded Individuals and Entities(LEIS): Yes
Exclusions/oig.hhs.gov No
'uy
Verified By:
Signature Date
r
Printed Name Contract/Grant Manager CD
N
N
r
N
Title,Department
0
Reviewed By:
2
Signature 0
CL
Printed Name
Title/OMB Department CL
03
Page 98 of 106
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Disaster Request for Purchase ATTACHMENT E.4
Date of Request: Requester Name: Requester Signature: Additional Approval:
Requester Phone: Requester Email:
U
Requesting Department: Vendor Name/Vendor Number: O
CIL
Incident Name:
Request: cB
U
Reason for Request--how was this caused by the incident? CIL
W
C
Type of purchase:
Replenish Stock New Items/Materials Insurance Claim Claim#
Repair Work Replacement due to damage (Include copy of all claim-related documents)
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 r
tV
permanent? CD
tV
Temporary Permanent r
tV
Order Details:
O
Qty Item Description Cost per Unit Total Expense to
U
0
CIL
Total Cost: O
Please attach the required three quotes on purchases$10,000 or greater. CIL
This request for purchase must be approved before submitting to BOCC for contract approval.Use this coding
for the Agenda Item: Fund/Cost Center Account Project Project Account
U
OMB Purchasing Approval: Disaster Tracking#
Updated 10/21/20 FDEM Approval Needed? Yes No
Page 99 of 106
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Monroe County Purchasing Policy and Procedures
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
DISASTER AUDIT SLIP ATTACHMENT E.5 w
Vendor Name Vendor Number
Invoice# Invoice Date Invoice Amount$ O
Requester Name Requester Department Incident Name 0
How was this caused by the disaster? CL
Type of purchase: Replenish Stock New Items/Materials_Repair Work Replacement due to damage 2-
What is the location(Address and Facility Name)of the repair or replacement work or where the items/materials :5
CL
will be used? If this is relating to a vehicle,include the County Vehicle ID and VIN.
0
If repair or replacement,is this temporary or permanent? Temporary _Permanent
Has an insurance claim been filed?If yes,what is the claim number? >
Priority:_Low_Routine _Urgent Disaster Tracking Number
Fund/
Cost Ctr Account# Proiect# Proiect Acct# Amount
t8
Description(Opt)
CN
CD
CN
CN
Description(Opt) y4-
0
U
Description(Opt) '
0
CL
Review Signature Date
Approve to$1,000.00 Signature Date
$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 CL
$20,000.00 to$49,999.99 Signature Date
$50,000.00&greater BOCC Approval Qi
Notes: Only one invoice per audit slip,please!! E
BOCC Depts.complete all areas.
Invoice#must be the invoice number from the vendor's invoice. t8
Revised 3/18/20
Page 100 of 106
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}
f `
Minoritv Owned Business Declaration
a sub-contractor engaged by Monroe County during the
completion of work associated with the below indicated project
(Check one) CL
is a minority business enterprise,as defined in Section 288.703,Florida ass
Statutes
or
is not a minority business enterprise,as defined in Section 288.703,Florida 2-
Statutes. :5
F.S.288.703(3)"Minority business enterprise"means any small business concern as defined in subsection(6)(see CL
below)which is organized to engage in commercial transactions,which is domiciled in Florida,and which is at least
51-percent-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 0)
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 minority person within a related immediate family group if
the combined total net asset value of all members of such family group exceeds$1 million.For purposes of this
subsection,the term`related immediate family group"means one or more 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 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 r
million or any firm based in this state which has a Small Business Administration 8(a)certification.As applicable to CV
sole proprietorships,the$5 million net worth requirement shall include both personal and business investments. N
Contractor may refer to F.S.288.703 for more information. N
Contractor Sub-Recipient: Monroe County le
0
Signature Signature
Print Name: Printed Name:
Title: Title/OMB Department: Cl-
Verified via:
htt2s://osd.dms.myforida.com/directories y
Address: DEM Contract: 2
City/State/Zip :5
CL
Date: FEMA Protect Number:
E
Page 101 of 106
Packet Pg.468
C.9.b
Monroe County Purchasing Policy and Procedures
APPENDIX A.44 C.F.R.PART 18—CERTIFICATION REGARDING
LOBBYING
(To be submitted with each bid or offer exceeding$100,000)
Certification for Contracts,Grants,Loans,and Cooperative Agreements
The undersigned certifies,to the best of his or her knowledge and belief,that:
2
1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the 0
undersigned, to any person for influencing or attempting to influence an officer or CL
employee of an agency,a Member of Congress,an officer or employee of Congress,or an
employee of a Member of Congress in connection with the awarding of any Federal
contract,the making of any Federal grant,the malting of any Federal loan,the entering into
of any cooperative agreement, and the extension, continuation,renewal, amendment, or
modification of any Federal contract,grant,loan,or cooperative agreement.
CL
2 If any funds other than Federal appropriated funds have been paid orwill
be paid to any person for influencing or attempting to influence an officer or employee of e
any agency,a Member of Congress,an officer or employee of Congress,or an employee
of a Member of Congress in connection with this Federal contract,grant,loan,or
cooperative agreement,the undersigned shall complete and submit Standard Fonn-LLL,
"Disclosure Form to Report Lobbying,"in accordance with its instructions.
3. The undersigned shall require that the language of this certification be
included in the award documents for all subawards at all tiers(including subcontracts,
subgrants,and contracts under grants,loans,and cooperative agreements)and that all
r
subrecipients shall certify and disclose accordingly.This certification is a material N
representation of fact upon which reliance was placed when this transaction was made or c44
entered into. Submission of this certification is a prerequisite for malting or entering into N
this transaction imposed by section 1352,title 31,U.S.Code.Any person who fails to file
the required certification shall be subject to a civil penalty of not less than$10,000 and
not more than$100,000 for each such failure.
The Contractor, certifies or affirms the truthfulness and 2
accuracy of each statement of its certification and disclosure,if any.In addition, 0
the Contractor understands and agrees that the provisions of 31 U.S.C.Chap.38, CL
Administrative Remedies for False Claims and Statements,apply to this certification and
disclosure,if any.
Signature of Contractor's Authorized Official CL
Name and Title of Contractor's Authorized Official Date
Page 102 of 106
Packet Pg.469
C.9.b
Monroe County Purchasing Policy and Procedures
DISCLOSURE OF LK BBYLNG ACTIATFIE S,
=.CC+".L r.THIS FOBn[P'+DPmyLIO,,_L:,BB h" it.A.=C"CP.=FCMR7.4-rr T731 Us.c 13,12
1, v:pe oflEederil Action�, ;. Stituz ofFederml xtion, J. Report Iype,
ea coetrEcr a b-Aof_fer gwxicatian =a in-1 al
b yet b =ha'.Awaad, t marerial cham^e
Coap�at me a'7"'mant pom-an-sra,
a Ic'm Far Material C.lrange Omlir:
e. ban guaramee near :-uar r
E loma iosx=2 e data fff to t rEporr
4. Name and Address of Repartmmg£mtity S. If Re.poa-timg Emtity im Fao.t is 5mbavaardee,
Emtu Name audAddres of Prime:
Prime F]SubaavardaeCL
Tier ifiaonm
Co;gressional District._-f izomm C-omgressional District,iflinearo
6. FederalDeparrnmemC-Apency: '. Federal Program NammaDesrript➢am: 2-
CL
C'T DA Number,if ap lJcable
S.. Federal Action Number.,iflmomm: 9. Award Amount.,ifknonaa:
0
10. a. N me andAddress of Lobby EmbtF h IndhidmAsPerfmrtang Swvices tmcluchn?
(Ifind2 x'aml,'ast[lame,first .MT1 admsa:s if&-FeTeet fro toNo.10aj
CAR DAME,first nama?.,M11
(artach Corazanation Sheer.( ifinece-ssazv)
11. ALmammt of Pa^vmemt(rlexh all that apply) 13. Pypeaf Payment(rhKL all that apply)
Oacimal EIpL—n ❑ a rerainer CD
❑ b.doe-time,fee
12. Form€dPavmt(check-all that apply): c aormr,inc
I a I N
Cmsb d. onhrEeztfee
❑ b n-k _srec-F narwt= e pf rre1.
value f other.speCif'
H
IA. 13r1ef Description of Seradces Performed or to b*performed and Daw(I)of Seravre-imrlardimg
otFrcer a);emnp]LEe(r),,or member(s)contacted,for PaT memt Imdirated in Item 11:
U
0
taftach C:ocmmaton Sh z()if uacesmn•l CL
15. Coat mnatiom Sheet(s)afiached: Yes ❑ No ❑
id.Th..—rso:a rogt+a:ad ca^unr.chn k—:--4.d.M,r .�
Tlds 1 U.e.L- Sa dm IM T=Ls,:LoswA di tc tylins cfi,_�arure:
C =Y 4 um'bLxsdb';dia zer Gap,p wb€ IL�]n"ac1Lin
...,,xnads x aatuxcd a.TIL 6wlr: i� primT Name.' L-
cc-.d. amazs s—11 -d wiE b. -aLy Uss5sxCL
iasTseaus..A_p._n-ha Eh tc fElc ne rag^�ed TitP:
sim-n zua:na ns s3u rx6 to a',nij P--' E setiAw:n .F+
'�i6.-e�?surf s+x:au:ro&es 513fl,G4sC ur sacs su.:�£v::�w. Ti:l�_donel+0.:; i_1atE:
Authorized Err Laca_l epiud tom E
odor t1 f1`z e t}nlvr: iiom1u5 Farm-LLL
U
2-6c PART 2COUNTr
Page 103 of 106
Packet Pg.470
C.9.b
Monroe County Purchasing Policy and Procedures
INSTRUCTIONS FOR COMPLETION OF SF-LLL,
DISCLOSURE OF LOBBYING ACTIVITIES
This disclosure form shall be completed by the repotting entity,whether subawardee or prime Federal recipient,at the initiation or receipt of
covered Federal action or a material cluazrge to previous filing pursuazrt to title 31 U.S.C.section 1352.The filing of a form is required for
such paymerrt or agreemert to make paymerrt to lobbying entity for influencing or attempting to influence all officer or employee of ally (8
agency,a Member of Congress all officer or employee of Congress or an employee of a Member of Congress in conmection with a covered
Federal action.Attach a continuation sheet for additional inrformation if flee space on the form is inadequate.Complete all itenms that apply
for both the initial filing azrd material chazrge report.Refer to the implenmerrting guidazrce published by fire Office of Managenmerrt and �
Budget for additional information.
1. Iderrtifythetype ofcovered Federal acti oil for which lobbying activity is azrd/orhas been secured to influence,the outcome 0
of a covered Federal action.
2. Idenify the status of the covered Federal action.
3. Idermtify the appropriate classification of this report.If this is a follow-up report caused by a material clmazmge to the .N
information previously reported,enter the year azrd quarter in which the clmazmge occurred.Filter the date of the last,
previously submitted report by this reporting ermtity for this covered Federal action.
U
4. Enter the bill nanme,address,city,state azrd zip code ofe reporting entity.Include Congressional District ifkrrownr.Check the
appropriate classification of the reporting errti that desi mates if it is or expects to be a rime or subaward reci iermt. Iderrti
eP g tl' €f P P P f1' (L
the tier of the subawardee,e.g.,the first subawardee of the prime is the first tier.Subawards include but are not limited to �--�
subcontracts,subgranrts azrd contractawards urmdergrazmts.
5. If the organrization filinrg the report in Item 4 checks"Subawardee"their ermter the bill nanme,address,city,state azrd zip code of O
the prinme Federal recipienrt.Include Congressional District,if known. .�
6. Enterthe nanme ofe Federal agency making the award or loazr commithmerrt.Include at least one organrization level below
agencynanme,iflarowmr.For exanmple,Department ofTransportation,United States Coast Guard.
7. Enter the Federal program nanme or description for the covered Federal action(item 1). Iflarown,eater the bill Catalog of
Federal Domestic Assistanrce(CFDA)number for granrts,cooperative agreements,loazrs azrd loazr conmiitmerrts.
8. Enter the most appropriate Federal idelitifying iluniber ai ailable for the Federal action idelitificatioll ill item I(e.g.,Requestfor 'g
Proposal(RFP)number,Invitation forBid(IFB)number,grazrt azrromrcement number,the contract grazrt.or loazr award number,
the applicationr/proposal control mmmber assigned by the Federal agency).Include prefixes,e.g.,"RFP-DE-90-001."
9. For a covered Federal action where there has been an award or loazr comnithmerrtby the Federal agency,enter the Federal anmourrt
of the award/loan commitments for the prime entity identified in item 4 or 5.
10. (a)Enter the bill nanme,address,city,state azrd zip code of the lobbying entity engaged by the reporting entity identified in item 4 to
influenced the covered Federal action. N
(b)Errterthe full nanies ofe inrdn idual(s)performing services azrd include full address if different from 10(a).Enter Last N
Name,First Name mid Middle Initial(Nfl). T-
11. Enter the aniourrt of compensation paid or reasonably expected to be paid by the reporting entity(item 4)to the lobbying entity N
(item 10).Indicate whether the payment has been made(actual)or will be made(planmed).Check all boxes that apply.If this
is a material clrazrge report,enter the cunmlative anmouurt ofpaymerrt made or planmed to be made. '
O
12. Check the appropriate box.Check all boxes that apply.Ifpaymerrt is made through all in-kind contribution,specify the litre N
azrd value of the in-kind payment (B
13. Check the appropriate box.Check all boxes that apply.If other,specify natmre. >%
14. Providea specific azrd detailed description ofe services that the lobbyist has performed or will be expected to perform azrdthe •2
dates)of any services rendered.Include all preparatory azrd related activity not just time spent in actual contact with Federal 0
officials.Identify the Federal officer(s)or employee(s)contacted or the officer(s)employee(s)or Member(s)of Congress that C.
were contacted. �$
15. Check whether or nor a continuation sheets)is attached.
16. The certifying official shall sign azrd date the form,print hisflrernanme title azrd telephone munmber. .N
Public reporting burden for this collection of information is estimated to average 30 minutes per response,including time for reviewing Cb
instruction,searching existing data sources,gathering azrd maintaining the data needed,azrd completing azrd reviewing the collection of
information.Said comnments regarding the burden estimate or ally other aspect of this collection of information,including suggestions for CL
reducing this burden,to the Office of Management and Budget,Paperwork Reduction Proj ect ..
(0348-0046),Washington,D.C.20503. SF-LLL-Instructions Re%.06-04-
9WENDID,
2-6d PART 2/COUNTY
U
Page 104 of 106
Packet Pg.471
C.9.b
Monroe County Purchasing Policy and Procedures
Exhibit A
Sample I--Notice of Intended Decision for Construction Bids
February 14,2013 2
0
CL
To:All Bidders
Re:Notice of Intent to Award a Contract
Watson Bridge Repair Project
CL
To Whom it May Concern: r-
0
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.
Construction bids for the Project were received by the Monroe County
Purchasing Department on 2014.
r
Sincerely, CD
N
cv
r
cv
Judith S.Clarke,P.E.
Director of Engineering Services 0
0
CL
CL
Page 105 of 106
Packet Pg.472
C.9.b
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 2
Request for Competitive Solicitations for the Asphalt Pavement Evaluation and Management CL
Services(RFP)
Or
Notice of Intent to Negotiate a Contract
Request for Competitive Solicitations for Engineering Design and Permitting Services for the [!-
Card Sound Bridge Repair Project(RFQ)
0
To Whom it May Concern: >
This letter will serve as notice of Monroe County's intent to grant approval for staff to negotiate
a contract with the highest ranked respondent,for Engineering Design and We
Permitting Services for the Card Sound Bridge Project at the March 20,2013 Board of County
Commissioner's Meeting.
r
Proposal responses for the Engineering Design and Permitting Services for the Card Sound CD
N
Bridge Project were received by the Monroe County Purchasing Department on March 1,2013. N
r
cv
ram.
Sincerely, 0
Judith S.Clarke,P.E. 2
Director of Engineering Services 0
CL
CL
Revised 10 212020
Page 106 of 106
Packet Pg.473
C.9.c
Summary of Changes 7/21/21
Attachment C—Monroe County Board of County Commissioners Purchasing Card Policy& Procedures
Page 58 of 106
2.7.8. Building Departme.pt Permit Fees fe.r C-A-uRty Buildings (this ineludes eiredit eard eenvenienee fees
.t -e-4 + . Fees imposed by any Federal, State or Local agency
for work or services performed to County-owned or operated locations including applications,
permits, and credit card convenience fees.
0
CL
CD
cv
CD
cv
r.
0
Packet Pg.474