Item C23 C.23
Coty f � ,�� ,' BOARD OF COUNTY COMMISSIONERS
�� Mayor David Rice,District 4
The Florida Keys � Mayor Pro Tem Craig Cates,District 1
y Michelle Coldiron,District 2
James K.Scholl,District 3
Ij Holly Merrill Raschein,District 5
County Commission Meeting
August 17, 2022
Agenda Item Number: C23
Agenda Item Summary #10949
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
clarifying language regarding sole source procurement, removal of reference to obsolete
Administrative Instruction 4800.13 for ordering business cards, and changes to Attachments B.a.,
B.b., D.1, D.5, and D.11. Other minor changes were made to ensure consistency in language used in
the policy.
ITEM BACKGROUND: The Purchasing Policy is being updated to include clarifying language
regarding sole source procurement. In addition, reference to Administrative Instruction 4800.13 for
ordering business cards was removed from the policy, as it became obsolete with the new finance
system. Changes were made to Attachment B.a. and B.b. Sample Notice forms, Attachment D.1
Purchasing Authorization Form, Attachment D.5 Contract Summary Form for Contracts Less than
$50,000.00 and Attachment D.11 Drug-Free Workplace Form. Other minor changes were made to
ensure consistency in language used in the policy.
PREVIOUS RELEVANT BOCC ACTION: In a continued effort to make the procurement
process more efficient, the Monroe County Purchasing Policy was updated at the June 15, 2022
meeting to incorporate Administrative Instruction 4802 for the Competitive Solicitation Process into
the policy, thus eliminating the need for that instruction. Other minor changes and corrections were
made in the Notice of Request for Competitive Solicitations, Monroe County Purchasing
Authorization Form, and the Public Entity Crime Statement.
With the conversion to a new finance system, the Purchasing Policy was updated at the January 21,
2022 BOCC meeting to include new terminology, revise procedures, and eliminate forms. This
included the purchasing card procedures, as the purchasing cards were also transitioned to a new
issuing bank. Other minor changes were made to ensure consistency and clarity.
Monroe County Purchasing Policy Update 7/21/21: Attachment CMonroe County Board of
County Commissioners Purchasing Card Policy & Procedures, was 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
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applications,permits, and credit card convenience fees.
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Purchasing Policy 8 17 2022 Clean Copy
Purchasing Policy 8 17 2022 with Markup
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: N/A
Additional Details:
N/A
REVIEWED BY:
Christine Limbert Completed 08/01/2022 9:49 PM
Tina Boan Completed 08/02/2022 8:54 AM
Purchasing Completed 08/02/2022 8:56 AM
Brian Bradley Completed 08/02/2022 8:59 AM
Lindsey Ballard Completed 08/02/2022 9:13 AM
Board of County Commissioners Pending 08/17/2022 9:00 AM
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Table of Contents
CHAPTER 1 - INTRODUCTION .....................................................................................4
CHAPTER 2 - AUTHORITY & DUTIES ..........................................................................4
A. Board of County Commissioners.................................................................................................................4
B. County Administrator...................................................................................................................................4
C. Budget and Finance Department.................................................................................................................5
D. Requesting Department................................................................................................................................6
E. Delegation of Authority.................................................................................................................................7
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F. Purchasing Authority....................................................................................................................................7
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G. Signature Authority for Agreements...........................................................................................................8 0
H. Local Preference...........................................................................................................................................10
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I. Non-Discrimination.....................................................................................................................................10
J. Payment Dispute Resolution...................................................................................................................... 10
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CHAPTER 3 - COMPETITIVE SOLICITATION PROCESS ...............................................12
A. Notice Inviting Competitive Solicitation....................................................................................................12 U
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B. Procedure for Competitive Solicitation.....................................................................................................16 c14
C. Tie Responses...............................................................................................................................................18
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D. Rejection of Responses................................................................................................................................18 0
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E. Waiver of Irregularities..............................................................................................................................18 S
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F. Award of Contract.......................................................................................................................................18 cis
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G. Protest Procedure........................................................................................................................................19
CHAPTER 4 - PURCHASE OF PROFESSIONAL SERVICES..................................... 19
A. Definition......................................................................................................................................................19
B. Methods of Acquisition...............................................................................................................................20
C. Continuing Contracts..................................................................................................................................20
CHAPTER 5 - DESIGN/BUILD CONTRACTS.............................................................. 22
A. Procedure.....................................................................................................................................................22
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CHAPTER 6 - CONTRACTS/AGREEMENTS.............................................................. 23
A. Contract Review..........................................................................................................................................23
B. Requirements...............................................................................................................................................24
C. CPI Computation........................................................................................................................................24
D. Exceptions....................................................................................................................................................24
E. Preference to Florida businesses(FS 287.084)..........................................................................................25
F. Preference to businesses with drug-free workplace programs(F.S.287.087)........................................25
G. Change Orders............................................................................................................................................25 �.
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CHAPTER 7 - EXCLUSIONS........................................................................................ 26
A. Sole Source...................................................................................................................................................26 22
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B. Emergency Purchases 27
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C. Cooperative Purchasing..............................................................................................................................28
D. Previously Approved Projects....................................................................................................................29
E. Piggybacking 29 0
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CHAPTER 8 BLANKET PURCHASE ORDERS 29 M
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CHAPTER 9 - MINORITY BUSINESS ENTERPRISE (MBE), SMALL BUSINESS & CN
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DISADVANTAGED BUSINESSES............................................................................... 30
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CHAPTER 10 - PURCHASE OF INSURANCE............................................................. 30 .2
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CHAPTER 11 - RECYCLED CONTENT PRODUCTS.................................................. 31 E
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CHAPTER 12 - SURPLUS ITEMS................................................................................ 31
CHAPTER 13 - PURCHASING CARD POLICY..........................................34, 54-72
CHAPTER 14 FEDERAL FUNDING REQUIREMENTS 35
A. Procurement Standards(2CFR)................................................................................................................35
B. Competition Requirements.........................................................................................................................37
C. Method of Procurement Requirements.....................................................................................................37
D. Contracting with Small&Minority Businesses,Women's Business Enterprises,and Labor Surplus
AreaFirms...................................................................................................................................................40
E. Contractual Considerations........................................................................................................................41
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F. Construction Contract Considerations......................................................................................................43
G. Capital Expenditures..................................................................................................................................44
CHAPTER 15 — PAYMENT CARD POLICY AND PROCEDURES...............................46
ATTACHMENTS:
Attachment A. Memorandum of Request for Competitive Solicitation...................................47
Attachment B.a. Notice of Request for Competitive Solicitations Sample 1 ..........................48
Attachment B.b. Notice of Request for Competitive Solicitations Sample 2..........................49
Attachment B.1. Approval to Issue Addendum .........................................................................50
Attachment B.2. Inventory Deletion Request.............................................................................51
Attachment B.3. Computer Related Equipment Inventory Deletion Request........................52
Attachment B.4. Fixed Asset Transfer Form 53
Attachment C. Purchasing Card Policy& Procedures.............................................................54
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Attachment C.1 Payment Card Polk and Procedures 73
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AttachmentD. Forms ...................................................................................................................80
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Attachment D-1. Monroe County Purchasing Authorization Form........................................81
Attachment D-2. Monroe County Request to Purchase Form—THIS FORM IS NO LONGER tTSED....82
Attachment D-3. Monroe County BOCC Audit Slip—THIS FORM IS NO LONGER USED..................83
Attachment D-4. Vendor File Request Form—THIS FORM IS NO LONGER USED...............................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 U
Attachment D-8. Public Entity Crime Statement .....................................................................89
Attachment D-9. Sworn Statement Under Ordinance No. 010-1990 Monroe County,Florida...90
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Attachment D-10. Non-Collusion Affidavit...............................................................................91 c�
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Attachment D-11. Drug-free Workplace Form.........................................................................92
Attachment D-12. Vendor Certification Regarding Scrutinized Companies Lists.................93
Attachment E-1. Monroe County Procurement Form (purchase over 10,000.00) ................95 0
Attachment E-2. Monroe County Procurement Form (purchase over $50,000.00.................97 .2
Attachment E-3. Entity Checklist................................................................................................98 0-
Attachment E-4. Disaster Request for Purchase........................................................................99
Attachment E-5. Disaster Audit Slip—THIS FORM IS NO LONGER USED...........................................100
Minority Owned Business Declaration.....................................................................................101 2
Appendix A Anti-Lobbying Certification Form 102
Exhibit A Sample 1—Notice of Intended Decision for Construction Bids ............................105
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 of and preventing the
opportunity for favoritism.
• We seek to maximize the purchasing power of the public funds, while promoting fair and
open competition.
• We strive to create a work environment that demonstrates teamwork, respect, integrity and
honest communication.
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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, 0
and equipment. The Policy is intended to promote actual, honest and effective competition and 0-
protect the taxpayers from collusive contracts, favoritism, fraud, extravagance, and improvidence.
The policies and procedures outlined herein are governed by Florida Statutes and Monroe County
Ordinances,most of which are codified in the Monroe County Code(MCC),most recently in effect.
CHAPTER 2. AUTHORITY & DUTIES 0
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A. Board of County Commissioners cu
The Procurement Policy Office consists of the Monroe County Board of County Commissioners N
which is hereinafter referred to as the BOCC. Q
1. The BOCC shall decide all matters of policy including those referred to it by the Chief oo
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Procurement Officer.
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2. No contract for goods or services may be awarded without the approval of the BOCC,unless
authorized by MCC or this Policy.
B. County Administrator
1. The County Administrator is the Chief Procurement Officer and shall have the authority and
responsibility to adopt administrative instructions for the procurement of supplies, services,
and construction in accordance with policy adopted by the BOCC. 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. Budget and Finance Department
1. There is a Purchasing Office (also referred to as the Purchasing Department) within the
Budget and Finance Department. The Director of the Budget and Finance Department 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 Office 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
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Requesting Department must justify in writing the need for a special type of item.
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(b) Makes alternative suggestions to the Requesting Department if requested 0
specifications would restrict competition or otherwise preclude the most economical
purchase of the required items. In case of disagreement as to the content of the
specifications, the County Administrator shall make the final determination.
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(c) Seeks purchases through State, Federal Agencies, Associations or other
governmental agencies if the Requesting Department makes a request for same and
such purchases may be in the best interest of the County. 0
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(d) Reviews all request for purchases of goods and services. Upon review and receipt a
of a request to purchase from the Requesting Department, the Purchasing Office N
will issue the purchase order including the request for purchase if the purchase is for Q
$1,000.01 or more or is approved by the BOCC. In the event of an irregularity or I-
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departure from Policy,the purchase order will be referred to the Purchasing Director 00
or County Administrator.
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(e) The Purchasing Office 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 Office for upload to
DemandStar.
(� Checks convicted/suspended vendor list prior to issuance of a bid tabulation.
(g) Tabulates the responses to RFBs and submit the tabulation to the Requesting
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.
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(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.
D. Requesting Department
1. Must submit a Requisition through the finance system to the Purchasing Office for all
purchases of goods and services that exceed$1,000.00.
2. Provides adequate description of needed items so the Purchasing Office 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 to the
Purchasing Office to evaluate the request for any such commodity, service, or source. Once
approved by the Purchasing Office, the BOCC, County Administrator or Director of
Purchasing may approve at the appropriate level of purchasing authority.
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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 0
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 U)
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
additional employees involved in the process and/or through documentation of the receipt
and application of the goods. C
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5. Secures P.O.'s on all purchases made during an emergency and must ensure that P.O.s are a
signed by the required authority. Provides the E.O.C. with a list of P.O. numbers to be U
utilized in the event that the normal County operations are closed. N
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6. The Requesting Department must complete a Supplier Request in the finance system and I-
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provide a "W-9" or "W-8" for foreign corporations. The Requesting Department is oo
responsible for verifying that the new supplier is set up with the correct supplier information 2
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in the finance system. Whenever there is a change of the supplier name, a new Supplier
Request must be submitted in the finance system that includes the old name and Supplier
ID in the comments, along with the new "W-9". A new Supplier ID will be assigned. U)
NOTE: Internal Revenue Service regulations require that the supplier name (payee) on the 2
check must exactly match the name shown on the invoice; contract(if there is a contract);
Supplier Invoice Request; W-9; and Supplier Request in the finance system.
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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, Supplier Invoice Request, 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 2
Administrator, Assistant County Administrators and Purchasing Director shall have
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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 2
$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) U)
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PURCHASING LEVELS WHAT TO DO? PURCHASING AUTHORITY
FOR TOTAL DOLLAR (WHO APPROVES/PAYS) �
AMOUNT t0
$.01-$1,000.00 Purchase Order not required Department Director or their )
designees
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$1,000.01-$5,000.00 Requires the Requesting Department to Department Director or designees
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submit a Requisition in the finance system to c14
Purchasing. Price reasonableness c14
documentation is required to be maintained by
the Requesting Department. oo
$5,000.01 -$9,999.99 Requires the Requesting Department to submit a Department Director or designee >%
Requisition in the finance system to Purchasing, .cs
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along with documentation of price
reasonableness justification,which can include
two(2)or more price quotes,written
documentation of telephone calls,emails to
suppliers,or internet research. 2
$10,000.00-$19,999.99 Requires the Requesting Department to Department Director authorized for
submit a Requisition in the finance system to purchases of$10,000.01 and
Purchasing,along with three(3)or more price above.(Designee allowed for
quotes. purchases up to$10,000.00 only.)
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$20,000.00-$49,999.99 Requires the Requesting Department to County Administrator,Assistant
submit a Requisition in the finance system to County Administrator or
Purchasing,along with three(3)or more price Purchasing Director
quotes.
$50,000.00 AND OVER Competitive Bid process BOCC
BOCC prior approval required.Governed by
County ordinance,as supplemented by the
Purchasing Policies and Procedures Manual.
2. If the County Administrator or Purchasing Director determines such to be in the County's
best interests, the requirements for three or more quotes or competitive solicitation may be
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required for purchasing goods or services at a lower level of procurement requirements than
shown in the chart. The Requesting Department should utilize price quotes, telephone, or
internet research to document price reasonableness. When the goods or services are procured
through Cooperative Purchasing Agreements or other competitive solicitation methods, price
quotes are not required by the Requesting Department. When obtaining price quotes, the
Requesting Department must diligently seek to obtain quotes and such efforts should be
documented (by noting calls and emails etc.) and provided to the Purchasing Office in the event
that an adequate number of response are not received along with the Requesting Department's
director's 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.
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3. A contract may not be split into multiple contracts for services, goods or public 2
improvement for the purposes of evading the requirements of this section. Where a 0
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, U)
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
services, goods or public improvement are issued because the full scope of the service, good
or public improvement are unknown or cannot be determined or is a function of the funding U
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 U
contracts shall not be considered as split and each contract shall stand alone for purposes of N
purchasing level classification. N
4. The following purchase thresholds shall be applied to all purchases based on the cumulative 00
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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. 0
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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%.
6. The Purchasing Department may reissue a Purchase Order under a new number without
submitting a Requisition when a technical situation is causing an issue with the existing
Purchase Order.
G. Signature Authority for Agreements
Signature Authority is defined as authority to execute agreements/contracts or leases where the total
cumulative value is less than $50,000.00. The Board hereby approves, authorizes, and delegates to
the County Administrator (or his designee) threshold approval signature authority to execute
contracts/agreements or leases as set forth herein. Only the BOCC has the authority to approve and
enter into multi-year agreements and to obligate funds based on budget appropriation approval,
except that the County Administrator has the authority to execute multi-year agreements only when
the total cumulative contract amount is less than $50,000.00. When the County Administrator
appoints a designee, it shall be done in the form of a written memo signed or initialed by the County
Administrator and sent to the Clerk of Court and shall identify the date or dates in which the designee
is authorized to act on the County Administrator's behalf. If the delegation of authority is for more than
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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.
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.
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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
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 0
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amendment is less than $50,000.00.
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Contract Extensions: The County Administrator (or his designee) shall have the authority to U
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execute extension(s) that do not exceed six months (cumulatively) of previously approved Q
contracts. If the extension is for more than six (6) months, then the extension must be approved by T-
the BOCC. �
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Contract Renewal: The County Administrator(or his designee)shall have the authority to execute
renewals of contracts for commodities and/or services subject to the following conditions:
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1. The contractor has performed in a satisfactory manner and that the contract manager has 2
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 E
conditions set forth in the initial contract. Cost and term modifications must be
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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 (See Attachment D.S) to the County Administrator along
with the renewal agreement to be considered for execution by the County Administrator.
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Renewals that fail to meet one or more of the conditions set forth herein will require the approvaC.23.a
of the BOCC.
Consent to AssiLynments: Interlocal ALYreements (,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 rice quotes are required b this Policy.
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L Non-discrimination
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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, U)
sexual orientation, gender identity or expression,familial status or disability in its purchase of goods 2-
and services.
J. Payment Dispute Resolution
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The purpose of this procedure is to ensure the prompt review and payment of all vendor invoices cu
and if a dispute arises regarding a vendor invoice, a procedure for the prompt resolution of the U
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 N
Local Government Prompt Payment Act. This procedure will apply to any payment dispute V_
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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 0
resolution procedure prescribed in the contract. 0-
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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.
Dispute Resolution Procedure
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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.
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.
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a Requesting Department for this purpose is defined as the County department for whom the
work is performed.
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.
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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.
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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 0
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 U
Administrator or his or her designee shall be the final arbiter in resolving the issue and will Q
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 00
2
6. If the County does not commence the dispute resolution procedure within the time frame as 0
set forth above and in accordance with F.S. 218.76, a vendor may give written notice to the
County of the failure to timely commence its dispute resolution procedure. If the County fails U)
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
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 E
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.
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For any legal action to recover any fees due because of the application of sections 218.70 et.
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. The Requesting Department must obtain prior
BOCC approval to solicit and advertise for competitive solicitations unless it is a previously
approved project as set forth in the Purchasing Policy.
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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
Attachment A.), and deliver simultaneously to the County Attorney's office via email to
obtain prior legal review/approval prior to submission to the Purchasing Office. Competitive U)
Solicitation specifications should be written broadly enough to encourage a broad range of 2-
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. All responders shall submit a minimum of one (1) digitally signed
original for retention by the Purchasing Department. If the Requesting Department requires U
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additional originals or copies, or other items specific to the competitive solicitation, please
specify in the Memorandum of Request for Competitive Solicitations and within the U
competitive solicitation itself. N
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It is the responsibility of the Requesting Department to electronically obtain the approved T-
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competitive solicitation from the reviewing attorney and to ensure that all applicable required
County Forms are included and made a part of their competitive solicitation pursuant to the 0
current Monroe County Purchasing Policy and Procedures Manual_ 0-
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The Purchasing Office is responsible for the submission of approved competitive
solicitations, Notice(s) of Request for Competitive Solicitations and related Addenda,
supplemental supplier's lists, or other medium related to competitive solicitations to
DemandStar for posting and electronic distribution.
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2 Legal Review and Approval: The County Attorney's Office must review all competitive
solicitations for legal sufficiency prior to assignment of an opening date by Purchasing,
unless otherwise agreed to by both Purchasing and the County Attorney's office. It is the
responsibility of the Requesting Department to forward their proposed competitive
solicitation electronically to the County Attorney's Office for legal review/approval attaching
a Memorandum of Request for Competitive Solicitations
The assigned reviewing attorney will coordinate directly with the contact person named in
the Memorandum during their review. If corrections/revisions are needed, the reviewing
attorney will, at their option, either coordinate directly with the contact person to accomplish
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the necessary changes or return the competitive solicitation and Memorandum to the
Requesting Department to make the necessary revisions and re- submit to the reviewing
attorney for final review and approval.
Once the reviewing attorney has approved the competitive solicitation, the reviewing
attorney will sign and date the Memorandum received with the competitive solicitation to
document approval and to initiate publication of the Notice of Request for Competitive
Solicitation. The County Attorney's Office will notify the Requesting Department of
approval of the competitive solicitation by the reviewing attorney electronically. It is the
responsibility of the Requesting Department to obtain the approved competitive solicitation
from the reviewing attorney.
3. Advertisement: Following legal approval by the reviewing attorney, the County
Attorney's Office will obtain an assigned opening date from Purchasing. The County 2
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Attorney's Office will prepare and transmit the Notice inviting competitive solicitation for a
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 2
(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 ofRequestfor Competitive Solicitation is attached as Attachment B.a. and B.b.. U)
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Following transmittal of the Notice to the newspapers by the County Attorney's Office
requesting publication, the County Attorney's Office will email the executed original
Memorandum to the Requesting Department. It is the responsibility of the Requesting 0
Department to email omb-purchasing@monroecounty-fl.gov: 1) the executed original U
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 U
format), in time for the competitive solicitation to be uploaded to Demandstar prior to first
publication of the Notice in the newspapers.
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The executed Memorandum and its attachments must be received in the Purchasing Office
allowing adequate time for Purchasing to upload the competitive solicitation and Notice 0
onto Demandstar for viewing upon 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 DemandStar for distribution.
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
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C.23.a
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
newspaper of general circulation in the County, on a date that is no later than
45 days (excluding the publication date) before the date established for the
for the competitive solicitation opening.
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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4. 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 2
Attachment B.
All competitive solicitations received must remain valid for a minimum period of ninety U)
(90) days from the competitive solicitation opening.
All competitive solicitation openings are generally held on Tuesday,Wednesday or Thursday
at 3:00 p.m. The Purchasing office, in conjunction with the County Attorney's Office, will �
set opening and advertising dates. No responses will be accepted after the specified date and 0
time of opening.
5. Bid Security Deposit: U
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Construction Projects. Q
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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 our
(5%) of the bid price, by way of a bid bond from a surety insurer authorized to do business
in Florida as a surety or any method permitted in Section 255.051, Florida Statutes and as 0
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 U)
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. a
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.
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
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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 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.
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6. Addenda: An addendum to a specification shall be defined as an addition or change in the >%
already prepared specifications for which an invitation has been mailed for formal
quotations or an announcement has been posted for competitive solicitation.
a) All Addenda must be approved by both legal and the Requesting Department
prior to submission to the Purchasing for posting on Demandstar. An 2-
Approval to Issue Addendum Form(See Attachment B.1.)must be originally
executed by the reviewing attorney and the Department Director of the
Requesting Department. The executed Approval to Issue Addendum Form 0
must be attached to the Addenda upon receipt by Purchasing for execution U
by the Purchasing Director or designee. The executed original Approval to
Issue Addendum Form must be retained with the related competitive U
solicitation in Purchasing. The addendum shall clearly point out any addition N
or change to the specifications. I-
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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.
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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. Specifications and addenda in the possession of the Purchasing Office
are controlling.
c) Each responder shall examine all competitive solicitation documents and
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.
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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. The Purchasing Office will tabulate results, and provide the results
to the Requesting Department along with all responses received to the competitive
solicitation.
3. All competitive solicitations shall remain valid for a minimum period of 90 days.
4. The Purchasing Office is the designated authority for retention andshall receive 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 0
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.
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5. All Respondents submitting responses for construction, improvement, remodeling orrepair .,
of public buildings, will furnish evidence that they hold the required and/or appropriate
current certificate or registration per Ch.489.131 F.S.unless exempt under Ch. 489.103 F.S. 0
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6. All openings shall be open to the public and the Purchasing Office shall certify and keep a a
record of said openings. The bid openings will be held in accordance with the Notice of N
Competitive Solicitation,which may provide for members of the public to attend virtually. Q
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7. A comprehensive review of the responses will be conducted by the Requesting Department. 00
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 0
State of Florida Convicted or Suspended Vendor list.
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8. 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.
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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
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
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C.23.a
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.
b) Should a selection committee be formed, the following documents must be sent to
the Purchasing Department in electronic format:
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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 0
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c) A copy of the Notice of Intended Decision (Samples are attached as Exhibit A) or S
similar document must be sent to the Purchasing Department to be posted on
DemandStar. �
9. 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 0
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�
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10. Upon approval by the County Administrator, the response(s) will be submitted for BOCC
consideration on a future regular meeting agenda (within sixty (60) calendar days of
selection) for BOCC approval of an award. A copy of the agenda item seeking approval of 00
an award shall be sent to the Purchasing Office via e-mail_
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11. The County Administrator and/or appropriate Department Director will be responsible for
presenting recommendations to the BOCC.
12. 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.
13. 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. 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 0
for the remaining work when, and if, funding becomes available.
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3. If no response is received, the BOCC may be requested to authorize the County
Administrator to undertake a different level of competitive selection, including but not
limited to a request for letters of interest, and, upon receipt of any response to get approval
from the BOCC to proceed with a second mechanism,which may include direct negotiations
to purchase the item/service. The BOCC would then consider the results of said negotiations U
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. U
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4. Late responses. Any and all responses received after the time and date of acceptance will Q
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not be accepted. I-
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E. Waiver of Irregularities
The BOCC shall have the authority to waive any and all irregularities in any and all formal bids,
proposals or other responses to competitive solicitation requests.
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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 4,
commissioners' determination as to the following is discretionary with the board and is final: u
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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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 tothe
Board of County Commissioner's meeting date in which the award of contract by the Board
of County Commissioners will be heard. The only opportunity to address protest claims is
before the BOCC at the designated public meeting in which the agenda item awarding the
contract is heard. In accordance with the Rules of Debate as set forth in the Monroe County
Board of County Commissioners Administrative Procedures, the
Bidder/Respondent/Proposer that filed the protest is responsible for providing the Clerk
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) 0
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
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 0-
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. U
CHAPTER 4. PURCHASE OF PROFESSIONAL SERVICES U
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A. Definition c^�
A professional service shall be defined as assistance obtained in support of County operations from
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an independent contractor in one or more of the following professional fields:
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1. Appraisal Services -real and personal property appraisers (as per Chapter 125.355,F.S.).
2. Architecture, professional engineering, landscape architecture, or registered landsurveying
services (as per Chapter 287.055, F.S.). 2
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
the County Attorney.
7. Medical Services - medicine,psychiatry, dental, hospital, and other health professionals.
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C.23.a
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").
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2. Request for Qualifications (RFQ).
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 0-
F.S. 286.0113.
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b) The County will negotiate a contract with the firm selected by the BOCC as the 2-
highest ranked firm/individual_
c) The negotiated contract will be reviewed and placed before the BOCC for approval_ C
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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. U
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. N
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C. Continuing Contracts
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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.23.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 .2
next ranked contractor in rotation and shall negotiate the terms of a contract for the specific
individual project. If the County and the next ranked contractor in rotation are unable to
come to agreement as to the terms of a contract, the contractor shall be placed back in
rotation and the staff shall move on to the next ranked contractor in rotation to begin 2-
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 0
following reasons: a
a) If the next ranked contractor is not available within the time required by the County a
for an upcoming project, the contract may be awarded to the next contractor in U
rotation who is available; or Q
b) If a project requires a particular skill set or expertise which, in the discretion of the I-
County Administrator or his designee, is more suitable to a contractor who is not 00
next ranked in the order of rotation,the County Administrator may award the project
regardless of rank order; or 0
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 rotationwho U)
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,
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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 E
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 forthe
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.23.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 0
practice architecture; or certified under Chapter 481.319 F.S., to practice or 0-
to offer to practice landscape architecture.
b) A "design/build contract" means a single contract with a design build firm for the
design and construction of a public construction project.
c) A "design criteria package" means concise performance-oriented drawings or 0
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 a
prepare a bid or a response to a Department request for proposal, or to permit a U
N
Department to enter into negotiated design-build contract. The design criteria Q
package shall specify such performance-based criteria for the public construction
project, including, but not limited to, the legal description of the site, survey oo
information concerning the site interior space requirements, material quality
standards, schematic layouts and conceptual design criteria of the project, cost or 0
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
or a firm who holds a current certificate as a registered engineer under Section 471 E
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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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.
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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 andreport
their findings and recommendations back to the BOCC for consideration and contract
award. 0
0
6. The BOCC may declare a public emergency, where appropriate and authorize the using S
Department to negotiate an agreement for BOCC approval with the best-qualified design-
build firm available at that time.
7. In lieu of the design/build contractor selection procedure described above, the Department
may use a process established by statute and authorized by the BOCC, however, for all 0
design/build competitive selection documents the following shall apply:
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a) Proposals must consist of a technical proposal and a price proposal. The two U
proposals must be segmented into separate sealed packages and clearly marked Q
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(1) The technical proposal must include all the information requested in T_
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response to the scope of services described in the design criteria package.
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(2) The price proposal must include one lump sum cost for all costs of the
project as defined by the scope of services of the design criteria package.
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CHAPTER 6 - CONTRACTS/AGREEMENTS
A. Contract Review
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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. 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 a 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, Florida Statute, for 2
CATEGORY TWO for a period of 36 months from the date of being placed on the convicted
vendor list."
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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 U
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 U
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." V_
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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 U)
Workplace" form. 2
6. Vendor Certification Regarding_ Scrutinized Companies List (Attachment D.12): Each bid
shall contain this certification. E
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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 utilizing another process in the
finance system as indicated below:
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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. These are submitted
using the Expense Report in the finance system.
b) Interdepartmental charges, which are submitted on a Supplier Invoice Request
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) All travel shall be approved and/or regulated by the Monroe County Administrative
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Instruction 44716.
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e) All purchase of vehicles, rolling equipment or emergency generators (excluding fire
trucks and ambulances)shall conform to Monroe County Administrative Instruction �
46402. t0
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E. Preference to Florida businesses (F.S. 287.084) cu
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When required to make purchases of personal property through competitive solicitation and the Q
lowest responsible and responsive response is a vendor whose principal place of business is in the
State of Florida, then the County may award a preference to the lowest responsible and responsive oo
vendor having a principal place of business within the State of Florida. However, this section does 2
not apply to transportation projects for which federal aid funds are available. 0
F. Preference to businesses with drug free workplace programs (F.S. 287.087) U)
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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
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.
2. The County Administrator has the final approval and authority for execution of a Change
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Order provided the Change Order for a given project or service does not exceed 550,000.00,
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 2-58.
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
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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 U)
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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: U
1. The Purchasing Office must in all cases evaluate the request for such commodity,service or U
source. Once approved by the Purchasing Office, all Sole Source purchases are subject to
approval by either the BOCC, County Administrator, Assistant County Administrators or
Purchasing Director in accordance with purchasing level authority. The Purchasing Director
00
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 `2
presented regarding sole source eligibility, whichever period is less.
2. There must be a documented determination from the Requesting Department or person that
there is no other source readily available prior to the initiation of the sole source
procurement.
a) The Requesting Department shall document the search conducted to ascertain that
there is no other source available. The search shall include phone calls, e-mails, and
letters to procurement offices or the Requesting Department's counterpart in other
Florida counties as well as to entities listed in the County's vendor list and the
phonebooks for Monroe County and Miami-Dade County in business classifications
which might reasonably be expected to provide the goods or 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) The Requesting Department will submit this documentation and request for sole
source provider to the Purchasing Department for review. Once approved by the
Purchasing Department, and 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 C.
the following conditions:
2
1. The public emergency for the requirements will not permit a delay resulting from 0
competitive solicitation.
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2. With respect to an emergency as defined in Section 2-347(k)(1)a.-c. of the Monroe
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 CL
outlined in Chapter 2 Section F, above without the need for obtaining U
competitive price quotes.
b) Where the value of the goods or services to be purchased equals or exceeds U
$50,000.00, the purchase may be approved by the Mayor, or if the Mayor is N
not available then the Mayor Pro Tem, or if the Mayor and the Mayor Pro N
Tem are not available then County Commissioners in order of priority based T_
on longest consecutive tenure on the Board of County Commission, but the 0
purchase must be ratified after-the-fact by the Board of County
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 U)
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
quotes, where necessary.
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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.
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 CL
not serve to waive competition of future purchases of a similar or exact nature.
0
Emergency purchases are to be used only when unforeseen circumstances occur.
Poor planning does not constitute an emergency.
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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 are 0
exempted from the competitive bidding process. However, before any purchase is made U
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 U
to determine if the goods or services sought are available at a lower price than the price(s) N
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 00
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 0-
contract. The Purchasing Director will review and verify the Requesting Department's
information or documentation. If the purchase is below the competitive bidding threshold
of$50,000.00, price quotes are not required by the Requesting Department unless directed
by the Purchasing Director of County Administrator.
2. Other Public Procurement Units. Requesting Departments are authorized to purchase
goods and services from cooperative purchasing ventures run by other units of governments
when the best interests of the County are served. All purchases made through this section
shall be from contracts awarded through full and open competition, equivalent with the
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:
0
1. The Requesting Department must first verify specifications and award information and
receive permission from both the entity and the vendor to piggyback or when permission is S
not attainable, that there is no known objection or prohibition to piggyback.
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2. Piggyback purchases equal to $50,000.00 or more are not subject to the competitive
solicitation process. However, before any purchase is made through an existing contract, �
the Requesting Department, if directed by the Purchasing Director or County Administrator, 0
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 a
or services are available from another vendor at a price lower than the price of the existing N
contract, then the contract for the goods or services must be awarded to that vendor. The Q
purchase of the goods or services sought may be made through the existing contract if none I-
of the other vendors contacted by the Requesting Department offered the goods or services 00
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. 0
3. Conversely,Monroe County will allow other governmental entities to piggyback on Monroe
County's quotes when requested.
4. Please note the term "piggyback" only applies when the items(s) or services(s) being
purchased are similar or substantially similar 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
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
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BPO. BPOs cannot be issued without a maximum dollar amount. A BPO shall be authorized
by the Department Director or their designee through the approval workflow for the
Requisition in the finance system.
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:
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1. Separate percentage goals for using small, minority and disadvantaged businesses.
2. Name of an individual employed or retained who will administer the firm's subcontracting
program. 0
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3. Description of efforts to be made to ensure such firms have an equitable opportunity to S
compete for subcontracts.
4. Assurance that federally funded contracts comply with the provisions contained therein.
5. Assurance to cooperate on surveys for compliance. 0
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CHAPTER 10. PURCHASE OF INSURANCE
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Any purchase of insurance by the Monroe County BOCC shall be treated as the purchase of a Q
commodity and regulated the same, except as set forth below. �
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The purchase of builder's risk insurance for County projects may be exempt from competitive >%
bidding procedures pursuant to Section 2-347(e)(5)(g.) For the purchase of builder's risk insurance
expected to cost less than $50,000, separate price quotes are not required, but the agent should
solicit several insurance companies to ensure that the best price is attained. For the purchase of
builder's risk insurance expected to cost more than $50,000, the County Administrator should
authorize the purchase and report to the Monroe County BOCC the purchase of the premiums. It is 2
understood that since the cost of builder's risk policies are included in the overall budget for the 0-
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.
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The purchase of insurance which is exclusive, due to the unique terms and conditions and/or the
detailed coverage required by the County,may also be exempt from competitive bidding procedures
pursuant to Section 2-347(e)(5)(g.).Risk should document the reason(s)for the policy being exempt
from the competitive bidding procedures. When premiums exceed $50,000, the Monroe County
BOCC should authorize the exemption. In an emergency, i.e. an interruption of an essential
government services, the County Administrator may authorize the purchase of the policy and seek
ratification from the Monroe County BOCC.
All policies for insurance coverage shall have an initial term and shall thereafter be renewable
yearly for up to three (3) additional years with BOCC review.
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CHAPTER 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.
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The following rules apply to all departments in possession of fixed assets belonging to Monroe
County. The rules also apply to constitutional officers, contracting parties, and third-parry entities
in possession of fixed assets belonging to Monroe County. (Each such department, or office shall
be known as a"using agency".) 2-
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 is
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 U
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the fixed assets of the Department or Office ("Property Custodian").
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2. Classification of Surplus Property: T_
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a) Property may be designated as surplus by the using agency for any of the following
reasons: 0
(1) It becomes inoperable and cannot be repaired;
(2) It is more economical to replace the asset than to repair it;
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(3) Property becomes obsolete;
(4) The department or office no longer has need of the item; or
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(5) It is scheduled for replacement as a matter of policy. E
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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 CL
valued over $1,000, the Property Custodian in the using agency is
responsible for preparing and submitting the required Computer .2
Related Equipment Inventory Deletion Request Form (See
Attachment B.3). The Information Technology Department will send
the completed form to the Property Inventory Clerk and coordinate
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.). 0
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(b) BOCC must allprove the request to advertise for competitive a
solicitation/public auction for the sale of surplus UroUer1j. Upon U
receipt of the fully executed Inventory Deletion Request Form or a
Computer Related Equipment Inventory Deletion Request Form, the I-
Property Inventory Clerk or using agency, will place an item on the 00
BOCC agenda for approval of competitive solicitation/public auction
for the sale of the surplus items. 0
(c) Scheduling and Coordination of Competitive Solicitation/Public
Auction: Following BOCC approval, the Property Inventory Clerk
initiates and coordinates the competitive solicitation process for the �
sale of surplus property at intervals throughout the year as needed,
coordinating with the Property Custodians in each using agency, the
County Attorney's Office and the BOCC Purchasing Office. In E
addition to the Property Inventory Clerk's sale of surplus property,the
using agency may schedule and coordinate a competitive
solicitation/public auction for the sale of specific surplus property
when it is necessary or beneficial for the County.
(d) Notice: At the request of the Property Inventory Clerk or using agency
the County Attorney's Office prepares a Notice of Request for
Competitive Solicitation (see Attachment B,. using the surplus
property inventory data provided by the Property Inventory Clerk or
using agency. The County Attorney's Office transmits the notice
requesting publication one time in the Key West Citizen (as the local
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C.23.a
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 0
Attorney's Office for each individual surplus item being sold. The 0-
County Attorney's Office transmits the Bill of Sale, Absolute to the
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
Bill of Sale, Absolute (s) to the Property Inventory Clerk to transfer
title and possession of the item(s) to the successful bidder, 0
coordinating with the using agency as needed. If the item(s) are sold
via public auction by an outside vendor retained by the County, the
Property Inventory Clerk will coordinate title transfer and preparation
of documents with the vendor and may do so prior to payment to the
County and/or in accordance with the public auction vendor's
T-
contract. oo
2
(2) Assets with a fair market value equal to or greater than $5,000 for which no bid was 0
received shall again be offered for sale by competitive solicitation. If no acceptable bids are
received after a second attempt to sell by competitive solicitation,then 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 detenuined 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 .2
agreement.
(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. 2-
(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 0
the asset sold, donated, or destroyed. In such case the portion retained and the portion sold, a
donated, or destroyed shall be noted on appropriate forms. a
U
4. Subject to the procedures noted above, responsibility for disposition is as follows: N
N
Il-
a) Fleet Management is responsible for the disposition of vehicles and other heavy
IV-
00
equipment, excluding Emergency Services, Airports and Social Services
Department vehicles. Those Departments are responsible for disposition of their 0
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 2-
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-
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in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepson, stepdaughter,
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.
0
CHAPTER 14—FEDERAL FUNDING REQUIREMENTS U)
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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 C
and procedures as per 2 C.F.R. §§200.318-200.326. is
All Contracts and procurements in which federal funds are used shall include the following u
provisions: [See 2 CFR part 200 for a more detailed description of the federal provisions] U
N
N
A. Procurement Standards (2 C.F.R. §§200.318-200.326) N
V_
1. General Rules o
These standards apply to procurement of goods or services using federal funds and program
0
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 2
conform to applicable Federal law and the standards identified in 2 C.F.R. Part 200.
The Requesting Department, via the designated contract manager, must maintain oversight
to ensure that contracts perform in accordance with the terms, conditions, and specifications
of their contracts or purchase orders. (2 CFR § 200.318(b))
2. Procurement Documentation:
The County must maintain all procurement records sufficient to detail the history, including
all competitive bidding documents and all other documentation relating to the evaluation of
the competitive bidding proposals and responses; justification of the award; and approval
of the contract price and type. The Requesting Department must comply with the grant
procurement requirements or 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 Requisition. If
Disaster related, use Disaster Request for Purchase Form (Attachment E.4). The E4, El or
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E2 and supporting documents must be submitted to the Budget and Finance Office for
approval before submitting to the BOCC for the contract award. In addition, if Attachment
E.3 (Debarred, Suspended or Ineligible Entity Checklist) and/or the Minority Owned
Business Declaration are required, include them with the E4 submission to Budget and
Finance. 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 contracts.
3. Conflict of Interest:
The Monroe County Personnel Policies and Procedures Manual setting forth written standards 2
of conduct, including conflict of interest, and governing the actions of County employees shall
be followed at all times along with the Monroe County Administrative Instruction 4301.10,
Basic Procedures for Grant Administration, which set forth additional instructions relating to U)
Federal rules and guidelines. No employee, officer or agent may participate in the selection, 2-
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 U
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, U
or anything of monetary value from contractors or parties to subcontracts. However, in N
accordance with the Personal Policies and Procedures, a gift of$25.00 or less is considered a N
non- substantial financial interest or an unsolicited item of nominal value. County Employees, V_
officers or agents that violate the County standards of conduct will be subject for disciplinary
actions as set forth in more detail in the Personnel Policies and Procedures Manual. (2 CFR § 0
200.318(c)(1), 200.318(c)(2)) 0-
U)
4. Avoidance of unnecessary or duplicative items:
The Budget and Finance Department 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. The Budget and Finance E
Department should foster greater economy and efficiency and promote cost-effective use of
shared services with the Federal Government and state and local government entities through
interlocal agreements or other inter-entity agreements, including use of Federal excess and
surplus property in lieu of purchasing new equipment and property. (2 CFR §§200.318(d),
200.318(e),200.318(f)).
5. Contracts may only be awarded to responsible vendor/contractors:
The County must award contracts only to responsible contractors possessing the ability to
perform successfully under the terms and conditions of a proposed procurement. Consideration
will be given to such matters as contractor integrity, compliance with public policy, including
County laws and policies, record of past performance, and financial and technical resources.
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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 allowing"an equal"product; and any arbitrary
action in the procurement process. 2 C.F.R. §319(a)
2
2. Prohibition on Bidding: The contractor that is bidding on the contract cannot be involved with
developing or drafting the specifications, requirements, statement of work, invitation for bids
or request for proposals (2 CFR §200.319(a)). U)
c�
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.
U
a
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 U
requirements that must be fulfilled by offerors/vendors and the evaluation factors/criteria, N
e.g. Identify if price or quality is most important in the solicitation. If the County uses N
prequalified persons or firms,the contract for services or list must be current and include at least 00
00
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
U)
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,) E
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a Sealed Bids: Bids are publicly solicited and a firm fixed price contract(lump sum or unit price)
is awarded to the responsible bidder whose bid, conforming to all the material terms and
conditions of the invitation for bids, is the lowest in price. Sealed bidding is the preferred
method for procuring construction. [Federal Note: Sealed bidding is generally used where price
is the most important evaluation factor for the County.] Contract award under the sealed bidding
method of procurement is made to the bidder submitting the lowest priced, responsive and
responsible bid.
i. Responsive and Responsible Defined: "Responsive" refers to whether the bidder meets
all the material requirement of the Request for Bids(RFB)/invitation forbid(IFB),while
"Responsibility" refers to contractors possessing the ability to perform successfully
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under the terms and conditions of a proposed procurement. Consideration will be given
to such matters as contractor integrity, compliance with public policy, records of past
performance, and financial and technical resources. [See 2 C.F.R. §200. 318(h)]
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 2
Requesting Department), providing sufficient response time prior to the date set for
opening the bids and must be publicly advertised(refer to time frame set forth in Chapter
3, Paragraph A. 2.; 2
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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; U)
4) Award a firm fixed price contract in writing to the lowest responsive and responsible 2-
bidder;
5) If any bids are rejected, there must be a sound documented reason supporting the
rejection [2 C.F.R. §200.320((c)(2)]. C
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a
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 U
analysis. N
N
A Cost or Price Analysis must be conducted by the Requesting Department. (2 C.F.R. §200.323(a)) V_
oo
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. 0
Price & Cost Analysis Description:
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. E
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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
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)).
b. Procurement by competitive proposals: The technique of competitive proposals is normally
conducted with more than one source submitting a response/offer, and either a fixed price
or cost-reimbursement type contract is awarded. It is generally used when conditions are
not appropriate for the use of sealed bids. (2 C.F.R. §200.320(d) CL
i. Requirements for Competitive Proposals: If Procurement by competitive proposals is used, .2
the following requirements apply:
1) The Request for Proposals (RFP)must be publicized, i.e. as per Chapter 3,Paragraph
A. 2. 2-
2) identify all evaluation factors and their relative importance, i.e. evaluation/selection
factors and points/percentage allocation for each factor;
3) solicit proposals from an adequate number of qualified sources (via DemandStar and 0
if applicable to a list of qualified sources to be provided to OMB from the Requesting
Department);
4) the method for conducting technical evaluations of the proposal received and for U
selecting recipients as outlined in Chapter 3,Paragraph B should be followed and when Q
appropriate should be outlined in the RFP; �
5) The County shall award the contract to the responsible firm whose proposal is most 00
advantageous to the program/project, with price and other factors considered.
0
[Federal Noteregarding architectural/engineering (A/E)professional services: the County may use
competitive proposal procedures, i.e. Request for Qualifications (RFQs) and the Consultants U)
Competitive Negotiation Act (CCNA), for qualifications-based procurement of A/E professional
services whereby competitors' qualifications are evaluated and the most qualified competitor is
selected, subject to negotiation of fair and reasonable compensation. The method, where price is
not used as a selector factor,can only be used in procurement of A/E professional services. It cannot
be used to purchases other types of services though A/E firms that are a potential source to perform E
the proposed effort. 2 C.F.R. §200.320(d)(5)]
Informal Procurement- Over $10.000.00 up to $49.999.99 Small purchases procedures: Small purchase
procedures are those relatively simple and informal procurement methods for securing services, supplies,or
other property that do not cost more than the lesser of either (1) the Simplified Acquisition threshold (i.e.
$50,000.00), or (2) whatever amount State (if applicable F.S. Statute requirement) or Monroe County's
competitive procurement rules (i.e. $49,999.99 or less). Price and rate quotations must be obtained from an
adequate number of qualified sources. The Requesting Department should to the maximum extent possible
obtain 3 or more price quotes and give consideration to the amount of the purchase when obtaining rate and
price quotes. When purchasing complex supplies or services, please document and include justification for
the number of price quotes obtained.(NOTE: FEMA has determined that for simplified purchase procedures,
an adequate number of qualified sources are considered to be three (3)). The Requesting Department should
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follow the procedure as set forth in Chapter 2 F.2.and ensure that proper documentation is maintained in th
regard to justify the purchase. (2 C.F.R. §200.320(b))
2. Micro-purchases: Un to SS10.000.00 (Le. 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)
a�
3. Noncompetitive Uronosals: [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
detail and should be referred to when using RESTORE ACT funds]
0
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 sufficiently
documented by the Requesting Department and provided to Purchasing Office as directed in Chapter C
7 Exclusions A. Sole Source) U
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 U
that is necessary in a particular situation that requires or demands immediate aid or action. By
comparison, the term "emergency" means an unexpected and usually dangerous situation that calls
from immediate action. Emergency will typically involve a threat to the public or private property V_
or some other form of dangerous situation, whereas an exigency is not necessarily limited]. �
3) the Federal awarding agency or pass-through entity expressly authorizes
noncompetitive proposals in response to a written request from the County; or 0-
4) after solicitation of a number of sources, a competition is determined inadequate
[Before utilizing this exception, the Requesting Department should review the solicitation and the
publicizing of the solicitation to ensure that it was not inadvertently drafted in a manner to reduce or 2
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
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
Page 40 of 106
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Policy, the Requesting Department in conjunction with the County's Budget and Finance
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
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women's business enterprises.
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 0
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 2-
steps listed above.
[Federal Note: Collectively referred to as "socioeconomic contractors" or "socioeconomic 0
contracting", this requirement does not impose an obligation to set aside either the solicitation or
award of a contract to these types of firms; this requirement only imposes an obligation to carry out
and document the six identified affirmative steps.]
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E. Contractual Considerations
Contract(s) must include the provisions of 2 C.F.R. 200 and Appendix 11 to 2 C.F.R. Part 200, oo
as amended and as applicable depending upon the Federal program legislation (See Appendix
II for details: 0
• 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 2
to Emergency Management Preparedness Grant Program, Homeland Security Grant
Program, Nonprofit Security Grant Program, Tribal Homeland Security Grant Program,
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Port Security Grant Program and Transit Security Grant Program; This is not applicable to E
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.Part3000)[. 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 0
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.
• Byrd Anti-Lobbying Clause on all contracts; If the contract exceeds $100,000.00, bidders 2-
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 0
U
18)
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• Procurement of Recovered Materials: All procurements and contracts, involving the use of U
materials must comply with the requirement to procure only items designated in the EPA at N
40 C.F.R. Part 247 that contain the highest percentage of recovered materials practicable, N
consistent with maintaining a satisfactory level of competition, where the purchase price of oo
the items exceed $10,000 or the value of the quantity acquired by the preceding fiscal year
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 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 C.
• Domestic preference for procurements as set forth in 2 C.F.R. § 200.322
• Other Federal Contract Requirements: 0
• Mandatory standards and policies relating to energy efficiency which are contained in the
state energy conservation plan issued in compliance with the Energy Policy and U)
Conservation Act(42 U.S.C. § 6201). 2-
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F. Construction Contract Considerations U
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County Departments that handle construction projects are encouraged to use value engineering
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clauses in contracts for construction projects of sufficient size to offer reasonable opportunities N
for cost reductions. The County may use a time and material type contract only after a Q
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. 00
2
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 U)
provisions as set forth in more detail in 2 C.F.R. §200.3180) (2 C.F.R. § 200.318(g) 2
If the contract is for construction, is must include the Equal Opportunity Clause.
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For construction contracts exceeding$2,000 awarded under a Federal grant, it must include a
Davis-Bacon Act Clause and Copeland Anti-Kickback Act clause addressing prevailing wage
rates. [Note that 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:
Page 43 of 106
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C.23.a
The Requesting Department shall require the procurement to include
1. A bid guarantee from such bidder equivalent to five percent(5%) of the bid price. The "bid
guarantee" must consist of a firm commitment such as a bid bond 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 .2
unless waived under the provisions of F.S. 255.05(1)(d)
G. Capital Expenditure
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Federal Funds may not be expended for capital expenditures for improvements to land,
buildings, or equipment which materially increase their value or useful life without prior written
approval of the Federal Awarding Agency or pass-through entity. (2 C.F.R. §200.439(3) 0
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1. Insurance Coverage: The County must provide equivalent insurance coverage for real a�
property and equipment acquired or improved with Federal funds as provided to property N
owned by the County. (2 CFR 200.310) Q
2. Real Property:
a. Title: Subjection to obligations and conditions set forth in 2 CFR 200.311, title to 00
real property acquired or improved under a Federal award will vest upon acquisition 2
to County. 0
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 U)
needed for that purpose, during which time the County must not dispose of or
encumber its title or other interests.
c. Disposition: When real property is no longer needed for the originally authorized
purpose, the County must obtain disposition instructions from the Federal awarding
agency or pass-through entity. The instruction must provide for one of the following
alternatives: 1) Retain title after compensating the Federal awarding agenda 2) Sell
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 44 of 106
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C.23.a
I. 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
the property, a serial number or other identification number, the source of funding
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 2-
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 >%
price of the property. 2) a physical inventory of the property must be taken and the 0
results reconciled with the property records at least once every two years. 3) The a
Requesting Department along with the Property Inventory Clerk should ensure that a
equipment is part of the control system to ensure adequate safeguards to prevent U
loss, damage, or theft of the property as set forth in Chapter 12 of the Policy. Any
loss, damage or theft must be investigated. 4) The Requesting Department should �
ensure that adequate maintenance procedure is performed to keep the property in 00
good condition. 5) The County shall follow the process as outlined in Chapter 12
and below to ensure the highest possible return. 0
i. The Requesting Department shall coordinate with the Property Inventory
Clerk to provide information as needed for their records and to maintain U)
information and comply with the above requirements.
d. Disposition: When the original or replacement equipment acquired under a Federal
award is no longer needed for the original project or program or for other activities
currently or previously supported by the Federal awarding agency, except as
otherwise provided in Federal statutes, regulations, or Federal awarding agency E
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 45 of 106
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C.23.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 parry 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 .2
are to be followed and is attached hereto as C.I.
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Page 46 of 106
Packet Pg. 1122
C.23.a
ATTACHMENT A.
MEMORANDUM
To: Purchasing Department VIA: County Attorney's Office (for prior legal review/approval)
From: Date:
Subject: Request for Competitive Solicitations
MEMEMEMEMENUM
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: CL
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(Name as appears on the cover page of the Competitive Solicitation)
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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: c
Legal Approval Date: Reviewing Attorney as
Opening Date Assigned by Purchasing: Date assigned: N
CD
Date Notice Transmitted to Papers by Legal/Memo Returned to Department: N
3. Require vendors to email a signed original of their bid (minimum required) or as specified below. oo
4. Contact person/phone 4 for questions regarding specifications: 0
5. Advertising expenses are to be charged against account:
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6. Notice to run 21 30 45 60 (circle one) or days prior to bid opening.
7. To add "supplemental suppliers" please email an Excel spreadsheet that lists each supplier's name,
company name and email address to OMB-Purchasing@monroecounty-fl.gov
as
E
8. In addition to the local newspapers,please place notice in the following advertising
newspapers.
Must have Department Director approval for additional advertising.
Enclosures: One (1) copy of approved competitive solicitation and notice emailed to omb-
purchasing@monroecounty-fl.gov and if applicable, Supplemental Suppliers Excel Spreadsheet
Revised BOCC 10/21/2020
Page 47 of 106
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C.23.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.floridapublicnotices.com, a searchable statewide repository for all published legal notices. 0
Requirements for submission and the selection criteria may be requested from DemandStar at
www.demandstar.com OR www.monroecountv-fl. ovg /bids. The Public Record is available at the U)
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 CN
News Barometer I-
Keys Weekly �
(please note that as per F.S.336.44 publication at least once each week for 2 consecutive weeks
is required for road projects. Consult with the reviewing county attorney for specific
advertising requirements.
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Page 48 of 106
Packet Pg. 1124
C.23.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:
1st STREET and BERTHA STREET ROADWAY IMPROVEMENTS PROJECT
MONROE COUNTY, FLORIDA
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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. C,
Requirements for submission and the selection criteria may be requested from DemandStar
www.demandstar.com OR www.monroecounty-fl.gov/bids—The Public Record is available upon request. 2
0
Monroe County Purchasing Department receives bids electronically. 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�BIDS(�,mnnrctecctunte�fl.gnv, no later than 3:OOP.M., on 11/18/2020. Please submit your
confidential financial information in a SEPARATE EMAIL from your bid and required U
documents. Your subject line on both emails must read as follows:
1st Street and Bertha Street Roadway Improvement Project 11/18/2020 �
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Files that do not contain this subject line WILL BE REJECTED.Please note that the maximum I-
T-
file size that will be accepted by email is 25MB.Please plan accordingly to ensure that your bid is oo
not rejected due to the file size. Should your bid documents exceed 25MB, in advance of the bid
opening,please email: nmhef}urchasin r)rncnrnec:ctint gcv so accommodations.for delivery CLo
vnur hid can be uleels prior to the bid ct eniag Please be advised that it is the bidder's sole 0
responsibility to ensure delivery of their bid and waiting until the bid opening to address or c
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confirm your bid submission delivery will result in your bid being rejected.
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The bid opening for this 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
htti)s./Imcbocc.zoom.us/i/`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
Page 49 of 106
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C.23.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.
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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 0
without this form or without proper execution will be returned to the Requesting Department
Director. U)
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County Attorney or Assistant County Attorney Date U
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Department Director(or designee) Date
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Purchasing Director(or designee) Date
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Re:
(Name as appears on the cover page of the Competitive Solicitation)
Page 50 of 106
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C.23.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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02
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CHECK ONE(1)APPROPRIATE LINE BELOW: t j
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APPROVAL TO ADVERTISE FOR BIDS. a
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APPROVAL TO DISPOSE OF IT. I-
APPROVAL TO REMOVE FROM INVENTORY AND DONATE TO: 00
2
REASON FOR REQUEST: 0
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PREPARED
BY: DATE:
Signature
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DEPARTMENT DIRECTOR
APPROVAL:
Signature
Page 51 of 106
Packet Pg. 1127
C.23.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 Descri tion Purchased Present Value
CL
02
CHECK ONE(1)APPROPRIATE LINE BELOW:
APPROVAL TO ADVERTISE FOR BIDS.
APPROVAL TO REMOVE FROM INVENTORY AND DISPOSE OF IT. 2-
APPROVAL TO REMOVE FROM INVENTORY AND DONATE TO:
REASON FOR REQUEST:
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PREPARED BY: CN
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00
DATE:
Signature
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Printed Name 2-
DEPARTMENT DIRECTOR APPROVAL
Signature
Printed Name
INFORMATION TECHNOLORY
APPROVAL: Signature
Printed Name
Rev.BOCC 7/15/2015(S-3)
Page 52 of 106
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C.23.a
MONROE COUNTY
FIXED ASSET TRANSFER FORM
(ATTACHMENT B.4.)
TO: ,Property Manager FROM:
FINALE DEPT, Stop #8
ASSET I.D. NUMBER & DESCRIPTION SERIAL NUMBER
02
LOCATION LOCATION
FROM: TO:
Cost Center Number: Cost Center Number: C,
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Cost Center Name: Cost Center Name:
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Location of Asset: c^�
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2
OWNERSHIP CHANGE: YES NO _
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DATE:
SURRENDERING
DEPARTMENT:
Print name:
RECEIVING DEPARTMENT:
Print name:
Page 53 of 106
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C.23.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:
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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 0
overall cost associated with purchases.
3. To ensure appropriate internal controls are established within each department U)
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. U
6. To provide a convenient method for purchases, consolidate payments, improve
customer service, reduce transaction cost, streamline processes, and capture U
spending information. N
7. Ensure prompt payment to vendors. N
8. Provide hard data on purchase activity with vendors in order to achieve savings by V_
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negotiated discounts based upon the volume of business with the vendor.
9. Specific advantages within the Purchasing Card Program itself include the various `2
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. 2
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
Page 54 of 106
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C.23.a
Purchasing card is issued, to whom, and the dollar limitations will be as requested by the
Department Director and approved by the Budget and Finance 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 2
period.
2. Number of transactions per day, billing cycle, and month. The Cardholder can U)
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.
U
4. Merchant Category Codes (MCC). The MCC are assigned by VISA to a u
merchant which identifies the primary type of goods or service they provide. The �i
MCC are designed to offer every combination possible and restrictions are imposed N
at the point of sale if the blocked merchant requests authorization for the cN
transaction.
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BENEFITS: There are many benefits to using the Purchasing Card including: .2
0-
1. Board of County Commissioners Benefits:
a. Simplifies the purchasing process for the large number of low dollar U)
purchases, freeing up time for large dollar purchases. 2
b. Significantly reduces the overall transaction processing cost per purchase.
C. Increased accountability.
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
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.
Page 55 of 106
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C.23.a
C. Lowers risk of nonpayment.
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.
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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 0
amount of 0
$4,999.99 at the Director Level and $2,499.99 for the small non-stocked S
products and services or for travel and training. Each time a Cardholder makes
a purchase with his/her Purchasing Card, this limit will be checked, and the
authorization request will be declined should the amount exceed the limitation.
1.2. Purchasing Cards issued to the Mayor and County Commissioners, U
County Administrator, Assistant County Administrators, Department a
Directors, Purchasing Card Program Administrator, Purchasing
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Agents/Buyers may be authorized for a higher maximum amount per N
purchase. Q
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1.3 Purchasing Card Program Administrator or Backup Purchasing Card 00
Administrator may establish different limits for each employee with 2
the recommendation of the employee's Department Director and
approval by the County Administrator or Assistant County
Administrator. Assistant County Administrators or Purchasing U)
Director may delegate authority when and where such action is deemed 2-
necessary.
2. USE OF PURCHASING CARD
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2.1. THE PURCHASING CARD IS TO BE USED FOR BOCC
PURCHASES ONLY. CASH ADVANCES THROUGH BANK
TELLERS OR AUTOMATED TELLER MACHINES ARE
STRICTLY 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 or used for expenses of any other person.
22.1. Every Cardholder is responsible for the security of their Purchasing Card.
Page 56 of 106
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C.23.a
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.
244. Inform the merchant that the purchase is tax-exempt. Review the 2
receipt before leaving the store and if taxes were included, request a
credit.
2:45. If using the Purchasing Card for travel, membership dues, conference, U)
training or other transactions that require prior approval, make sure all 2-
appropriate forms are completed and approved prior to making the
purchase.
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2.5. When placing telephone and internet orders, Cardholders should notify the U
a
merchant in advance and request that a credit be processed for the amount of
the tax charged. U
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25.1. If you place a telephone or internet order and sales tax was charged, N
contact the merchant and request that a credit be processed for the T_
amount of the tax charged.
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252. Purchases made in Florida and for use in Florida are exempt from 0-
Florida sales and use taxes.
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253. As with all BCOC purchases, the Cardholder must be diligent when
dealing with the merchant regarding taxes.
254. Make sure the merchant understands that charges are not to be E
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.
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
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C.23.a
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. Returns and credits for Merchandise Purchased with the Card — Cardholder is
responsible for managing any returns/exchanges and ensuring that proper credit
is received for returned merchandise, cancelled registrations, and postponed
travel arrangements.
2:6.1. Contact the vendor and obtain instructions for return.
2:62. The Purchasing Card Administrator will review the 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 inaccurate
initial product selection shall be reviewed and may result in loss of
privileges for the card holder. 2
0
2.7 The Purchasing Card may be used for travel-related expenses, small non-
stocked products and services, training and other County business related U)
expenses as follows: 2-
2.7.1. When Cardholder must check a bag, and the airline imposes a charge,
the check bag charge is allowed. C
2.72. A 20%tip for taxi drivers is allowed. The tip should not exceed 20% and U
r.
should be included as part of the original transaction."
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2.7.3. Hotel internet charges necessary to conduct OFFICIAL COUNTY i
BUSINESS while on County travel is allowed. Traveler must certify on N
the daily transaction log and official Florida State Travel Voucher that N
the expense was required to conduct County business.
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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 .2
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.) U)
2.7.5. Rental vehicles and related expenses e.g.,toll charges and fuel expenses 2
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).
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.
2.7.12 Fuel for County vehicles used to conduct business outside of the County.
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C.23.a
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 by the Clerk of the Court
for payment.
3.3. Payment and Invoice Procedures — Purchases made by employees will be paid
by the Clerk's Office once the Cardholder has verified the transaction in the
finance system and the approving official's verification has been completed and
the cost center and spend category has been assigned for each transaction. 0
0
33.1. Receipts: The Purchasing Card receipt or vendor's sales receipt for E
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 attached at the time of the P-Card Verification in
the finance system. Failure to keep adequate receipts will lead to the U
loss of Purchasing Card privileges.
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332. The Purchasing Card issuer, Iberia Bank/First Horizon 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 a listing of all 00
items processed with the billing cycle. In addition to the monthly billing
statement,the Purchase Card Administrator or designee will periodically 0
review the Cardholder's statement using Iberia Bank/ First Horizon
Commercial Card on-line services.
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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 be included as an attachment when
verifying the P-Card transaction in the finance system. P-Card
transactions must be verified within three (3) business days. Non-
compliance may mean denial of future use, or other disciplinary action.
334. The department's director reviews the P-Card transaction received from
the Cardholder and where applicable, a "Statement of Dispute", is
attached to the transaction in the finance system. Once review is
completed, the department's director will approve the transaction within
three (3) days after receipt of notification in the finance system.
335. Travel: The Purchasing Card Issuer will issue the "Statement" on a
scheduled basis each month. It will be the responsibility of the
Page 59 of 106
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C.23.a
Cardholder to provide his/her delegated representative with the receipts
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 delegated representative will include the travel receipts
as an attachment when verifying the P-Card transactions in the finance
system.
33.6. The Purchasing Card Administrator will be responsible for reviewing
each P-Card transaction verification event in the finance system.
Review will include checking for accuracy of uploaded attachments,
verifying approval of purchases, and resolving any questions on
purchases.
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. 2
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Department Directors, because of his/her knowledge of the job 0-
responsibilities of Cardholder, are required to look at each 0
Cardholder's purchases, and at the merchant who made the sale in order to U)
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 U
cannot be satisfied that the purchase was necessary and for Official Use,
this would include an accidental or inadvertent purchase, then the a�
U
Cardholder must provide an immediate payment for the purchase or a N
Credit Voucher proving the item(s) had been returned for credit. N
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4.2. The County Administrator will be responsible for resolving abuses by 00
each Cardholder. Appropriate disciplinary action will be taken against
any Cardholder who misuses their privileges of up to and including 0-
dismissal.
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42.1. Should it be evident that an unauthorized purchase was knowingly made, 2-
the County Administrator will determine what action will be taken based
on the facts presented by the Purchasing Card Program Administrator.
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5. DISPUTES/UNAUTHORIZED CHARGES
5.1. If a suspicious charge appears for verification in the finance system,the
Cardholder should first attempt to verify the charge with records of
purchase. If the Cardholder does not agree with the charge posted in the
finance system, the Cardholder must notify the Purchasing Card
Administrator in writing, using the"Cardholder Dispute Form". A copy
of the "Cardholder Dispute Form" will be attached to the P-Card
Verification Event in the finance system. The P-Card Administrator will
work with the bank to 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 Iberia Bank/First Horizon
statement as a"credited" 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.
54. A disputed item must be noted on the Cardholder's Statement. In 0-
addition, a "Cardholder's Statement of Disputed Item" form must be
completed by the Cardholder with appropriate documentation attached,
ifnecessary. This form will be forwarded with the statement through the 2-
end-of-month processing cycle for the statement.
55. It is essential that the time frames and documentation requirements 0
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 U
Cards are issued to Cardholder.
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5.6. Fraudulent or improper items may be covered by the Liability Waiver. oo
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However, disputed items are not considered fraudulent.
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6. REQUEST FOR INITIAL,ADDITIONAL OR CHANGES TO 0-
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 0-
will be processed by the affected Department Director,who will forward
the request to the Purchasing Card Program Administrator. E
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6.2. All requests for Purchasing Cards must be approved by the Purchasing
Card Program Administrator and/or the Budget and Finance Director.
6.3. The Purchasing Card Program Administrator's name must be provided
to Clerk's Accounts Payable/Receivable Department and kept current.
6.4. When Purchasing Card Program Administrator receives the Purchasing
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.
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 0
prior notification. -
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9. LOST OR STOLEN PURCHASING CARDS 2-
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, 0
their Department Director,the Purchasing Card Program Administrator and U
the Clerk's Accounts Payable/Receivable Department of the loss. The
telephone number of the credit card issuer will be provided when the U
Purchasing Card is issued to the Cardholder.
9.2. To report a lost/stolen card:
00
The Cardholder must call Iberia Bank/First Horizon Customer Service, at
800-290-4782 immediately upon discovering that the card has been lost or 0
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 E
during normal business hours at(305)292-4467.
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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
Cardholder responsible for any fraudulent use of the card and result in loss E
of privileges and/or disciplinary action for the Cardholder.
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.
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C.23.a
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
New Card/Change From,thereby eliminating the need for issuing a new
Purchase Card.
102: 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.
103. 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 2-
Purchasing Card Program Administrator for recording and destruction.
11. RENEWAL CARD 0
U
11.1. The Cardholder will be notified by the Procurement Card Administrator when 0)
the renewal card arrives. The Cardholder may authorize the Department Reconciler U
to pick up the Procurement Card by notifying Procurement Card N
N
Administrator. I-
00
12. AUDITS/REVIEWS
0
12.1. The Card Program Administrator may randomly review Card activity usage
and receipt retention for compliance.
12.2. The Clerk's office may conduct random audits on card activity usage,
receipt retention, reconciliations, and compliance, etc.
13. FEEDBACK E
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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
for improvement.
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C.23.a
14. ACCOUNTING/PURCHASING PROCEDURES AND ACCOUNTING/
TRAVEL AND TRAINING PROCEDURES
These procedures must be in compliance with Monroe County's Purchasing Policy
and Procedures and must be incorporated with the State of Florida Purchasing Card
Guidelines, where applicable.
15. 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 their own financial institution
or other merchant service provider. 2
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C.23.a
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.
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3. Who may have a Purchasing Card, and how do you obtain one?
Any Commissioner and/or employee responsible for making purchases that .2
is recommended by their Department Director and is approved by the
Purchasing Card Program Administrator.
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4. What is the responsibility of the Cardholder? 2-
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 0
and conditions of the agreement. a
Ensure that usage of the card conforms to procedures and that the card is a
used only for official business purposes. U
Cardholder will obtain and verify charge receipts after each purchase and Q
attach to the Daily Purchase Card Purchase Report. �
Cardholder must obtain their Department Director's approval on the Daily 00
Purchase Card Purchase Report.
Initiate and handle disputed charges. 0
5. What is the Department Director's responsibility? U)
Identify and recommend employees who should be issued a Purchasing
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. E
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 Iberia Bank/First Horizon
Card Management's on-line services.
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C.23.a
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 Budget and Finance Director and the County Administrator.
9. What happens if the bank statement is incorrect or an item needs to be returned?
Cardholder notifies the Purchasing Card Administrator if incorrect charge
is identified on the bank statement.
Cardholder works with the vendor to arrange for returns and credit.
Purchasing Card Administrator verifies that credit appears on next bank >%
statement.
0
10. What types of purchases are allowable?
The Purchasing Card is to be used for purchases of small dollar
expenditures. These items can be purchased and picked up directly at the 2-
vendor or can be ordered by telephone or internet and delivered to the
Cardholder.
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11. What purchases are disallowed? a
The Purchasing Card cannot exceed limitations placed on the individual a
card for non-stocked products and services, for travel and training or as U
otherwise approved by the Purchasing Card Program Administrator. Q
Splitting of requirements —not allowed. �
Entertainment expenses 00
Meals—The County has an ordinance in effect with respect to meals,please
see Ordinance No. 009-2015. Restaurant commodity codes will be 0
excluded, and meals are prohibited.
Personal use. U,
Cash advances or refunds, money order, or wire transfers.
Fuel (except for County-owned or rental vehicles while on County Business)
Vehicle Repairs (excluding Fleet Management or in the event of an
emergency while the vehicle is out of the County).
Alcoholic beverages. E
Tobacco products.
Non-work or personal use items and services. '
Services such as consultants or construction.
Telephone Credit Card.
Usage of card for expenses of any other person 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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C.23.a
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 first business day of each month
and ends the last business day of each month with a 15-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. .2
Charge Slip/Documentation—Itemized list of individual purchases on receipt.
Contractor/Issuer —Iberia Bank/First Horizon.
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 2-
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. 0
Delegation of Authority — A document issued by the Purchasing Card Program
Administrator that established the individual as an authorized Cardholder. The delegation a
of authority will specify spending and usage limitations unique to that Cardholder. N
Delivery Address — Complete address including Cardholder's name and room number Q
(where applicable). �
Designated Representative — Department Director is to review Cardholder's monthly 00
statement's receipts and transactions to ensure the appropriateness of activity and timely
processing of charges and/or credits applied to that department. 0
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 U,
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.
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. E
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.
Purchasing Card—A credit card that is used as an alternative payment method.
Purchasing Card Programs Administrator— The individual who is responsible for the
Board of County Commissioners' (BOCC)Purchasing Card Program.
Reconciler—The individual who reconciles Cardholder receipts.
Reconciliation—Balancing charge slips with bank statement.
Services—Non-personal temporary work.
Page 67 of 106
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C.23.a
Single Purchase Limit—Each Cardholder will be limited to a preset maximum amounton
any single small non-stocked product or service, for travel and training or as otherwise
determined by the Purchasing Card Program Administrator.
Small Purchase—An acquisition of supplies, and non-personal services in the amount of
$999.99 or less and purchased without a Purchase Order.
Statement—Monthly record of charges and credits.
Tax Exemption— All purchases shall be exempt from state and local taxes, in accordance
with state law.
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Page 68 of 106
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C.23.a
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
REQUEST FOR PURCHASING CARD
To: Purchasing Card Program Administrator
From:
DEPARTMENT NAME
Subject: REQUEST FOR PURCHASING CARD
Request the following employee be authorized a BOCC Purchasing Card:
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Full Name: (Type or Print)
2
Sample Signature:
Title: Employee Number: _
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Florida Driver's License#
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Immediate Supervisor: U
Restrictions: Single limitation: $ t i
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Monthly limitation: $
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Types of products to be authorized:
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COUNTYADMINISTRATOR/ PURCHASING CARD ADMINISTRATOR
ASSISTANT COUNTY ADMINISTRATOR (TYPE OR PRINT) E
(TYPE OR PRINT)
SIGNATURE OF COUNTY ADMINISTRATOR/ SIGNATURE OF PURCHASING CARD ADMINISTRATOR
ASSISTANT COUNTY ADMINISTRATOR
cc: Authorized Employee
Page 69 of 106
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C.23.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.
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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 2
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prohibited and will be grounds for corrective action, up to and including termination. In 0
addition, I agree that I must reimburse the BOCC for any such prohibited charges.
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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 Purchasing Card Administrator by U
email at OMBPCard&monroecounty fl.gov or by phone at 305-292-4467. In addition, I
will notify the issuing bank(Iberia/First Horizon) by telephone at 1-800-290-4782. I will U
confirm the telephone notification by email to the issuing bank and with a copy to my N
Department Director and the Purchasing Card Administrator. I understand that failure to CN
promptly notify the issuing bank of the theft, lost, or misplaced Purchasing Card could T-
make me responsible for any fraudulent use of the card. �
02
Cardholder: _
TYPE OR PRINT NAME t)
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Signature:
Date:
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Department:
Phone Number:
cc: Cardholder
Revised BOCC 1/21/2022
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Iberia Bank/First Horizon
CARDHOLDER STATEMENT OF DISPUTED ITEM
Company Name:
Cardholder Name:
Cardholder Account Number:
Statement Transaction Merchant Name/Description
Date Date
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Amount Posting Date Reference Number
02
Select the description most appropriate to your Dispute.Submit completed form to the Purchasing Card Administrator
and contact with any questions at 305-292-4467. U)
Select an option below
1. I have been billed twice for the same purchase. �
0
2. I have been billed for an incorrect amount. U
3. I was informed by the merchant that I would receive a credit,which has not yet posted to my account. U
N
N
4. I paid for this purchase by other means. N
5. I have canceled the service related to this transaction. oo
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6. I did not receive the merchandise/service ordered.
7. I have returned the merchandise and requested a credit from the merchant. U)
8. Merchandise that was shipped to me arrived damaged, defective, or different from what I ordered. �
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9. Other-The reason for my dispute is not described in the options above.
10. I have no knowledge of this transaction and did not conduct or permit someone else to conduct this
transaction using my card.
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Revised BOCC 1/21/2022
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C.23.a
PURCHASING CARD TELEPHONE AND
INTERNET ORDERS
(For Internal Use Only,Retain with Receipts)
Reminder:Board of County Commissioners is exempt from Florida Sales Tax. Give vendor the tax exemption
number when placing order.
It is the Cardholder's responsibility to obtain receipts from telephone and intemet purchases. This form,along
with receipts should be attached during the P-Card Verification in the finance system.
Supplier Name
Phone Number
Date Order Placed
Order called in by
Cardholder's Name 0
Order Called to (name of
supplier's representative)
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Item# Detailed description of items/services U/I Quantity Cost per U/I Extended Cost:
ordered(size,etc.)
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TOTAL PURCHASE: $
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Revised BOCC 1/21/2022
Page 72 of 106
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C.23.a
Monroe County Purchasing Policy and Procedures
ATTACHMENT C1
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 6.
a government entity to accept and process payment card payments.
02
Benefits to accepting payment cards include:
• Enhanced customer service and convenience.
• Increased certainty of collection. 2-
• Accelerated payments and the availability of funds.
• Improved audit trail. �
• Reduced cashiering costs. U
• Improved overall cash flow and forecasting.
• Lessened delinquencies. U
• Reduced return check processing costs. N
• Reduced collection costs. N
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The Payment Card Industry, also known as PCI, is made up of the major credit card companies (e.g. �
VISA, Master Card, Discover and other major card issuers). PCI has established for merchants
accepting payment cards for payment of goods and services important and stringent security 0-
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. 2
II. PURPOSE
The purpose of this policy is to establish for authorized Monroe County departments business u
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 riles 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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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.
CL
Cardholder Data: All personally identifiable data about the cardholder (i.e., account number,
expiration date, cardholder name.) 0
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. U
Merchant Department: For the purposes of the PCI-DSS and this policy, a merchant department is F3
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
County Merchant Department who has primary authority and responsibility for payment card and
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. 2
Payment Card Account Change: Any change in the payment account including, but not limited to:
a�
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
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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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
V. ACCEPTABLE PAYMENT CARDS U)
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Monroe County Board of County Commissioners accepts VISA, MasterCard,Discover cards and has 'S
negotiated contracts for processing payment card transactions.
VI. PROHIBITED PAYMENT CARD ACTIVITIES U
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Monroe County prohibits certain credit card activities that include, but are not limited to: U
Accepting payment cards for cash advances. c�
Discounting a good or service based on the method of payment. T_
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
Using a paper imprinting machine unless specifically authorized by County management. 0-
No Monroe County employee, contractor or agent who obtains access to payment card or other
personal payment information in the course of conducting business on behalf of the County may sell, 2
purchase, provide, share, or exchange said information in any form including but not limited to 02
imprinted sales slips, copies of imprinted sales slips, mailing lists, tapes, or other media obtained by
reason of a card transaction to any third party other than to the County's depository bank, Visa,
MasterCard or other credit card company, or pursuant to a government request.
VII. 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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VIII. REFUNDS
When a good or service is purchased rising 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
C,
documentation.
2
X. MAINTAINING SECURITY 0
County departments and administrative areas accepting payment cards on behalf of the County °7)
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. C
U
The County requires that all external services providers that handle payment card information be u
PCI compliant. U
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The County restricts access to cardholder data to those with a business "need to know." c�
For electronic media, cardholder data Shall nUJbe stored on servers, local hard drives, or external
(removable) media including floppy discs, CDs or thumb (flash) drives unless encrypted and
otherwise in full compliance with PCI DSS. 0-
For paper media, cardholder data shall not be stored unless approved for legitimate business
purposes. 2
XI. RESPONSIBILITIES
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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 o
have contact with payment card data to do their j obs;
U)
• 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; is
• The three or four digit validation code printed on the payment card is never stored in any U
form; N
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N
• The full contents of any track data from the magnetic stripe are never stored in any form;
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• The personal identification number (PIN) or encrypted PIN block are never stored in any
form; 0-
• The primary account number(PAN)is rendered unreadable anywhere it is stored;
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• All but the last four digits of any credit card account number are masked when it is necessary
to display credit card data;
• 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
d
• 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
Review and modify the Application for Payment Card Account Acquisition or Change as U)
necessary.
XII. RESPONDING TO A SECURITY BREACH
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In the event of an actual, possible, or suspected breach, the County department must: U
Prevent an further access to or alteration of the compromised s stems e. do not to on at a�
y p y � ) � g�� g U
the machine and/or change passwords);
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Do not switch off the compromised machine. Instead, isolate the compromised system(s) from T-
oothe network by unplugging the network connection cable;
2
Preserve logs and electronic evidence;
Contact the County's Information Technology Department and the Clerk's Finance Department
immediately for further direction; and 2
Log all actions taken.
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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.
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ATTACHMENT D.
FORMS:
1. Monroe County Purchasing Authorization Form
2. Monroe County Request to Purchase Form—THIS FORM IS NO LONGER USED
3. Monroe County BOCC Audit Slip—THIS FORM IS NO LONGER USED
4. Vendor File Request Form—THIS FORM IS NO LONGER USED
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
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) U
14. Anti-Lobbying Certification (required when the contract exceeds$100,000.00
per the provisions outlined in Chapter 14- Federal Funding Requirements) U
N
N
00
U)
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MONROE COUNTY PURCHASING AUTHORIZATION FORM— (D.1)
Employee: Title:
Name First Last
Department:
LEVEL OF PURCHASE AUTHORITY
PLACE°X°IN THE BOX TO INDICATE LEVEL/TYPE OF AUTHORITY
PURCHASING LEVELS PURCHASING AUTHORITY "X"
FOR TOTAL DOLLAR AMOUNT (WHO APPROVES/PAYS) AUTHORITY LEVEL
$.01 -$1,000.00 Department Director or their designees.
Purchase Order not required.
C,
$1,000.01-$5,000.00 Department Director or their designees.
Requires the Requesting Department to submit a
Requisition in the finance system to Purchasing.Price
reasonableness documentation is required to be 0-
maintained by the Requesting Department. 0
$5,000.01 -$9,999.99 Department Director or their designees.Requires the U)
Requesting Department to submit a
Requisition in the finance system to Purchasing,along 2-
with documentation of price reasonableness justification
which can include two(2)or more price quotes,written
documentation of telephone calls,emails to suppliers or �
internet research. 0
t3
$10,000.00-$19,999.99 Department Director only for purchases of$10,000.00
and above.(Designee allowed for purchases up to
$9,999.99 only).Requires the Requesting Department to t j
submit a Requisition in the finance system to Purchasing �
along with three(3)or more price quotes. Q
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$20,000.00-$49,999.99 Requires the Requesting Department to submit a County Administrator,
Requisition in the finance system to Purchasing along Assistant County Administrator
00
with three 3 or more price quotes. or Purchasing Director only >%
$50,000.00 AND OVER Competitive Bid process BOCC 2
BOCC prior approval required.Governed by
County ordinance,as supplemented by the L
Purchasing Policies and Procedures Manual.
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Authorization is for all current and future cost centers budseted for this department unless otherwise desisnated below
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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
Revised BOCC 6/15/2022
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MONROE COUNTY BUDGET & FINANCE
PURCHASING DEPARTMENT
PH: 305-292-4453 FAX: 305-292-4515
REQUEST TO PURCHASE (D.z)
To. sin De artment Date:
From (Dept.)N. J Purchasing Approval:
Name: By:
Phone/Ext: ZsAlb-,
Account:
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Ship Code to Location: nt/Pro'ect
a
Qty. Unit Prod.# Description Total Cost Acct. #it
kst
0
as
0
CL
Total _ CL
Items needed by:
as
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
Inv i 4V t
Fund/ (Optional) (Optional)
Cost Ctr -�%ccnt Project 4 Project Acct Amount
0
_
Description(Opt)
Description(Opt)
CL
_- � c
O
Description(Opt)
N
CD
Description(Opt)
�C.�
Description(Opt) .� c
CL
Review Signature Date U)
Approve to $1,000.00 Signature Date CL
$1,000.01 to $5,000.00 Signature Date
E
$5,000.01 to $10,000.00 Signature Date
$10,000.01 to $19,999.99 Signature Date
$20,000.00 to $49,999.99 Signature Date
$50,000.00 & greater BOCC Approval
Notes: Only one invoice per audit slip,please!!
BOCC Depts. complete all areas.
Invoice#must be the invoice number from the vendor's invoice.
Description is a 25-position field for additional information.
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ATTACHMENT DA
FOR FINANCE OFFICE USE ONLY
MONROE COUNTY VENDOR#:
c ` BOARD OF COUNTY COMMISSIONERS
POSTED BY:
-AIN
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
�T&NO must be completed for foreign corporations-https://www.irs.gov/pub/irs-pdf/iw8.pdff
qb
r ❑Change Vendor Information
CL
Vendor Name: l
�s
Search Name/Abbrev: 0
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Street Address:
U)
P.O. Box:
City/State/Zip:
Phone: Email:
CL
Vendor Remittance Name and Address(if different fr a
Vendor Name:
qb
Street Add ress: P.O.Box:
City/State/Zip:
CD
Contact Name: Contact Phone: �40
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1099 Required?
Tax ID Number or SSN: Yes No
0
FAX Number: Yves,please check 1099Type: CL
Email: ! A Attorneys
Purpose of New Vendor: 0 M Medical/Healthcare Payments
N Non-Employee Compensation
0 Other Income CL
0 CD
R Rentals
E
Requested By: Dept: Date: 0
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:
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Contract is Original Agreement Contract Amendment/Extension Renewal
Contract Manager: `2
(Name) (Ext.) (Department/Stop #)
U)
CONTRACT COSTS 2-
Total Dollar Value of Contract: $ Current Year Portion: $
(must be less than$50,000) (If multiyear agreement then C
requires BOCC approval,unless the 0
ntril ii 1z16vc uInloiinw r';links tlwuirw
`50 000.00). �
Budgeted? Yes❑ No ❑ U
Grant: $ County Match: $ CN
Fund/Cost Center/Spend Category: �
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ADDITIONAL COSTS >%
Estimated Ongoing Costs: $ /yr For: .2
(Not included in dollar value above) (e.g.maintenance,utilities,janitorial,salaries,etc.)
Insurance Required: YES ❑ NO ❑
CONTRACT REVIEW
Changes
Date In Needed Reviewer Date In
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Department Head Yes❑ No❑
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County Attorney Yes❑No❑
Risk Management Yes❑No❑
Purchasing Yes❑No ❑
OMB Yes❑No ❑
Comments:
Revised BOCC 8/17/2022
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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:
a�
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 `2
forth in in the initial contract.
El The Contractor has performed in a satisfactory manner and the contract manager has verified
U)
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 U
renewal is less than $50,000.00
The following Contract Manager has verified that the above conditions have been met. U
Contract Manager:
(Name) (Ext.) (Department/Stop #)
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Revised BOCC 7/17/19 >%
02
U)
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ATTACHMENT D.7
MONROE COUNTY/ENGINEERING/ PROJECT MANAGEMENT
CONTRACT CHANGE ORDER
PROJECT TITLE: CHANGE ORDER NO: #
INITIATION DATE: (date requested)
CONTRACT DATE: (date executed)
TO CONTRACTOR:
The Contract is changed as follows: (use underlining only— no highlighting or deletion)
The original Contract Sum Guaranteed Maximum Price p
Net change by previously authorized Change Orders...................................................$ 0
The (Contract Sum) (Guaranteed Maximum Price) prior to this Change order was............$ U)
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)
0
U
Detailed description of change order and justification:
Justification here. If a time change:show original and new substantial completion dates. U
N
N
Change order is 0 % of original contract price N
Not valid until signed by Owner. Architect (if applicable), and Contractor oo
02
ARCHITECT:
Sign & Print Name Date
CONTRACTOR:
Sign & Print Name Date
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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
• Change Order was not included in the original contract specifications. Yes ❑ No ❑
If Yes, explanation:
CL
• Change Order was included in the original specifications. Yes ElNo El .2
2
If Yes, explanation of increase in price:
c�
• Change Order exceeds $50,000 or 5% of contract price (whichever is greater). Yes ❑ No ❑ CL
0
U
If Yes, explanation as to why it is not subject for a calling for bids:
U
N
N
• Project architect approves the change order. Yes ❑ No ❑ N
oo
If no, explanation of why:
0
• Change Order is correcting an error or omission in design document. Yes ❑No ❑
U)
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Should a claim under the applicable professional liability policy be made? Yes ❑ No ❑
Explain:
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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, 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 a 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, Florida Statute, 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.
02
U)
(Signature)
Date:
0
U
STATE OF:
U
COUNTY OF:
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Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or ❑ online
00
notarization, on (date) by 0c�
(name of affiant). He/She is personally known to me or
has produced (type of identification) as identification.
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NOTARY PUBLIC
My Commission Expires:
Revised BOCC 6/15/2022
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ATTACHMENT D.9
SWORN STATEMENT UNDER ORDINANCE NO. 010-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
(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
employee in violation of Section 3 of Ordinance No. 010-1990. For breach or violation of this provision 1
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."
U)
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(Signature)
0
Date: U
STATE OF: U
N
N
COUNTY OF:
N
I-
T-
Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or ❑ online oo
2
notarization, on
(date) by (name of affiant). He/She is personally
c�
known to me or has produced (type of identification) as
identification.
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NOTARY PUBLIC
My Commission Expires:
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ATTACHMENT D10
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; 2
0
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
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
competition;
e. the statements contained in this affidavit are true and correct, and made with full U
knowledge that Monroe County relies upon the truth of the statements contained in this
affidavit in awarding contracts for said project.
c,
N
N
(Signature) c-
T-
oo
Date:
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0
STATE OF:
COUNTY OF:
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Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or ❑ online
notarization, on (date) by
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(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 Section 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 2
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
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) P-
days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or 0
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 U
of this section. N
N
As the person authorized to sign the statement, I certify that this firm complies fully with the above
oo
requirements.
02
(Signature)
U)
Date:
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STATE OF:
COUNTY OF:
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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
Page 92 of 106
Packet Pg. 1168
C.23.a
Monroe County Purchasing Policy and Procedures
ATTACHMENT D12
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:
CL
Email Address:
c�
Section 287.135,Florida Statutes prohibits a company from bidding on, submitting a proposal for,or entering into 0
CL
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, S
U)
or is engaged in a Boycott of Israel. Section 287.135, Florida Statutes, also prohibits a company from bidding on,
submitting aproposal 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. 0
As the person authorized to sign on behalf of Respondent, I hereby certify that the company identified above in U
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 C3
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
company to civil penalties, attorney's fees, and/or costs. I further understand that any contract with the County 00
may be terminated, at the option of the County,if the company is found to have submitted a false certification or 2
has been placed on the Scrutinized Companies that Boycott Israel List or engaged in a boycott of Israel or placed 0
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. S
Certified By: who is authorized to sign
on behalf of the above referenced company.
Authorized Signature: CL
Print Name:
Title:
Note: The List are available at the following Department of Management Services Site: U
hd cnm`i atoms.momolan is o e�dor lists operations/state purchasing/vendor information/convicted suspended
_............................................................................ _..........................p................................._.........................................._........................
Revised BOCC 3/18/2020
Page 93 of 106
Packet Pg. 1169
C.23.a
Monroe County Purchasing Policy and Procedures
FEDERAL FORMS TO BE USED WHEN FEDERAL FUNDS ARE UTILIZED OR
EXPECTED TO BE UTILIZED AS SET FORTH IN CHAPTER 14
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Page 94 of 106
Packet Pg. 1170
C.23.a
Monroe County Purchasing Policy and Procedures
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:
a�
CL
02
Market Research:
Research Method:
❑Internet( )
El Prior procurement files ( )
❑Personal Knowledge of Local Trade Area( ) U
❑Other( )
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Potential Sources: U
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Estimated Purchase Price: $
0
Additional Considerations: Considered Notes:
Federal Surplus Property ❑
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Aggregates or Break Up ❑
Purchase
Lease vs. Purchase ❑
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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
Page 95 of 106
Packet Pg. 1171
C.23.a
Monroe County Purchasing Policy and Procedures
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
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CL
0
U
Notification/Publication Plan: NIA if Micro-Purchase;Must be formally publicized if"estimated U
Purchase Price"is in excess of$50,000. �
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CL
Revised BOCC 1/22/2022
Page 96 of 106
Packet Pg. 1172
C.23.a
Monroe County Purchasing Policy and Procedures
ATTACHMENT
Monroe County Procurement Form
(For all Federal Competitive Solicitations of$50,000.00 or more)
Solicitation Issue Date:
Requirement(goods/services to be procured):
a�
Responses/Bids/Offerors Received: CL
Name Date Received/Bid opening Date Checked in
SAM/DMS/etc. as 2
per Entity Checklist
Attachment E.3
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CL
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Selected Firm/Person/Entity/Company:
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Selection Rationale: The bid/Proposal was most advantageous to the County,price and other factors considered oo
because
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Price Reasonableness Assessment:
❑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
Page 97 of 106
Packet Pg. 1173
C.23.a
Monroe County Purchasing Policy and Procedures
ATTACHMENT
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 L
State Convicted/Suspended/Discriminatory/Complaints Vendor Lists: Yes L ..
dms.myflorida.com No L...........
0
US DHHS List of Excluded Individuals and Entities (LEIS): Yes L ..
Exclusions/oig.hhs.gov No
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Verified By:
0
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Signature
U
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Printed Name
00
2
Title, Department 0
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Revised BOCC 1/21/2022
Page 98 of 106
Packet Pg. 1174
C.23.a
Monroe County Purchasing Policy and Procedures
Disaster Request for Purchase ATTACHMENT E.4
Date of Request: Requester Name:
Requester Phone: Requester Email:
Requesting Department: Vendor Name/Vendor Number:
Incident Name:
Request:
CL
Reason for Request--how was this caused by the incident?
0
Type of purchase:
Replenish Stock New Items/Materials Insurance Claim Claim #
Repair Work Replacement due to damage (Include copy of all claim-related document
Where are the items/materials/goods/services being used?
CL
0
U
What is the location of the repair or replacement work?
U
If repair or replacement, is this temporary or Priority: Low Routine Urgent N
permanent? �
Temporary Permanent oo
Order Details: `2
2
Qty Item Description Cost per Unit Total Expense
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Total Cost:
Please attach the required three quotes on purchases $10,000 or greater. This request for purchase must be
approved before submitting to BOCC for contract approval. Use this coding for the Agenda Item and
Transactions: Fund/Cost Center Ledger Account Spend Category Worktag/Grant Worktag/Prof
Revised BOCC 1/21/2022 FDEM Approval Needed? Yes No
Page 99 of 106
Packet Pg. 1175
C.23.a
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
DISASTER AUDIT SLIP ATTACHMENT E.5
Vendo Vendor Number
Invoice# Invoice Date Invoice Amount S
Requester Name 4r Requester Department Incident Name
How was this caused by the '?
as
CL
Type of purchase: Replenish StockNew 4c2jaerlacement
sRepair Work Replacement due to damage
What is the location(Address and Facility Name)of th work or where the items/materials
CL
will be used? If this is relating to a vehicle,include the Counc D and VIN.
U)
If repair or replacement,is this temporary or permanent? Temporary m ent
Has an insurance claim been filed?If yes,what is the claim number? CL
Priority: Low Routine _Urgent Disaster Tracking Number
Fund/
Cost Ctr Account# Pro iect# Pro iect Acct# Amount (1, U
04
- $ b 04
as
Description(Opt) CD
04
�s
Description(Opt) 0
CL
$ a
U
Description(Opt)
CL
CD
E
Review Signature Date U
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
Packet Pg. 1176
C.23.a
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 CL
below)which is organized to engage in commercial transactions,which is domiciled in Florida,and which is at least
5 1-percent-owned by minority persons who are members of an insular group that is of a particular racial,ethnic,or U)
gender makeup or national origin,which has been subjected historically to disparate treatment due to identification
in and with that group resulting in an underrepresentation of commercial enterprises under the group's control,and
whose management and daily operations are controlled by such persons.A minority business enterprise may
primarily involve the practice of a profession. Ownership by a minority person does not include ownership which is
the result of a transfer from a nonminority person to a minority person within a related immediate family group if CL
the combined total net asset value of all members of such family group exceeds$1 million.For purposes of this U
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. a�
F.S 288.703(6)"Small business"means an independently owned and operated business concern that employs 200 or U
fewer permanent full-time employees and that,together with its affiliates,has a net worth of not more than$5 million
or any firm based in this state which has a Small Business Administration 8(a) certification. As applicable to sole c14
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. oo
Contractor Sub-Recipient: Monroe County
0
Signature Signature
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Print Name: Printed Name:
Title: Title/ OMB Department:
Verified via:
https://osd.dms.myflorida.com/directories �
Address: DEM Contract:
City/State/Zip
Date: FEMA Project Number:
Page 101 of 106
Packet Pg. 1177
C.23.a
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 fiends 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 making 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.
0
2. If any fiends other than Federal appropriated fiends have been paid orwill
be paid to any person for influencing or attempting to influence an officer or employee of U)
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 Form-LLL,
"Disclosure Form to Report Lobbying," in accordance with its instructions.
U
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, U
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 T-
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entered into. Submission of this certification is a prerequisite for making or entering into
this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file .2
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
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,
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
Packet Pg. 1178
DISCLOSURE OF LOBBYING ACTWITIES
L Dye,cpf Federil Actiou: 2 Status of Federal Acfioa; I 'Relport Type:
Ha col2racT. =a.bAlaffar"applicalim J, inihal
b glaill b mba"amml b matena.]chaz�F,
C. w peratirea a emserut r. P051-aw-mi
A lom For M.lier:Wl Chamge Omlr:
e. Lone gaaramlpe,, vear- quanu
f Doann uvsraramc e 6'tli Of 1215t TEP017_
4. ',Name and Address of Rqmrbng Empty 5- If'RATicTtimgEmht.),,im Rio.4]is Smbaw,.aRrdee,
Emter Nam and kddress of Pnme!:
ElR-mae Elsulbawar&le
Tied iftumn
CL
Ca'agre'sia"nal Distrixt,if maw Camgresssiomall District,if hnDwu
6. FederA Depart meak/Agency: 7� Federal,Pragam.NameDesicriphan:
0
CL
CFDA Nunaber,if apphuNje!
8, Federal Actiam Number,if kmown,:! 9� Award Ammund,if bnowri: U)
10. a. Name amdlddresz of Labbfy Emht.y b, laidhiduals Perfarmimg *mixes (inchiffing CL
(11 bak vidu all,10 a,,l nama a,first name,,M addreis if Lffareu from.No. I rjA)
a majlle,Pint mame",Nll� CL
0
u
if saaesaaa u
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CN
.p 121. Type af'Pmmemi(lhK kall that.i9p CD
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armal Elplammd F-1 a- rembar I-
[_] b. aaa-dmafer-! 00
12. Fartm of Paymew(c.bjmk all that appdy). C, calmmrlhron, >%
a, cash d. courkgemtfee! .2
Eb iM-kiEll nanET12! E, ef Aened 0
l valme f other,speclfv CL
14. Brief'Descripbazi af'Serdzes Ferfarmed iar to be peri6med ind Dlalets)of Semke,inclludjmg
U)
offil,lerfA PMP)oT*s),-,ar member(s)caufairtm,for RITMR.mt lm&cated!bl Item 11:
CL
(attach Colutnuahom shaavls)if uKassary)
15. Caubmuatimm Sheet(s)aflached!: V,es Na El E
16. kfomamtzm r,Kmgi-4d zva4lffim k=La amlbarz4d rr
Tith;110 U,S,C�.Sanium M2 Thn dl.,;rlD,mHQ cmlehhymg u
-
rl;L=r4 arm,pLmrad by 6;tar akovswham hutrMsartica,
w-nmadisc,aaw gad u&ma Print Namal
pmrsumni to 3, U S C' ]352, Tlin jn:o=,mbammU bs
rapy-tAd.tD Ccmgss� imd will b&rmilaHi Eyr
FAITIC,laspqzdam, AMy Pgri'm W o Ekh te Ek Title:
CLrl,0,vw,g%hau.bpo6j&ct.to L ci.7il PQM31",^d afaut &,=
S 10,0,110 M'd M&,mas thm I 101),Curl far iacl&ux"l f aj["uzg Telephone No. Date:
Adhonzpd for Loca:Repraductm
]Federal Use,Only-. stm d Farm.-
2-6c PAIR7 2A-ClUlN7Y
Page 103 of 106
1 Packet Pg. 1179
C.23.a
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 2
appropriate classification of the reporting entity that designates if it is or expects to be a prime or subaward recipient. Identify 0
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.
5. If the organization filing the report in Iterm 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. CL
7. Enter the Federal program name or description for the covered Federal action(item 1). If known,enter the full Catalog of >%
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. Request for U
fl' g ( g�, q U
Proposal(RFP)number,Invitation for Bid(IFB)number,grant announcement nurnber,the contract grant.or loan award number, �
the application/proposal control number 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 loan commitment by the Federal agency,enter the Federal amount t j
of the award/loan commitments for the prime entity identified in item 4 or 5. C14
10. a Enter the full name,address,city, p lobbying entity gag y reporting entity N
O ty,state and zip code of the lobb m enti engaged b the r ortin enti identified in item 4 to �
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). oo
11. Enter the amount of compensation paid or reasonably expected to be paid by the reporting entity(item 4)to the lobbying entity C>5
(item 10).Indicate whether the payment has been made(actual)or will be made(planned).Check all boxes that apply.If this 0
is armaterial change report,enter the cumulative amount of payment made or planned to be made. CL
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. U)
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
date(s)of any services rendered.Include all preparatory and related activity not just time spent in actual contact with Federal CL
officials.Identify the Federal officer(s)or ermployee(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.
16. The certifying official shall sign and date the foram,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
Packet Pg. 1180
C.23.a
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 C.
Watson Bridge Repair Project
02
To Whom it May Concern:
U)
This letter will serve as notice of Monroe County's intent to award a contract to 2-
the lowest responsible bidder for the Watson Bridge Repair Project at
the 2014 Board of County Commissioner's Meeting.
0
Construction bids for the Project were received by the Monroe County
Purchasing Department on 2014.
U
N
N
Sincerely, �
00
Judith S. Clarke, P.E. 0
Director of Engineering Services
U)
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Page 105 of 106
Packet Pg. 1181
C.23.a
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)
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Or CL
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)
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To Whom it May Concern:
This letter will serve as notice of Monroe County's intent to grant approval for staff to negotiate 0
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 a
Commissioner's Meeting. U
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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. 00
00
02
Sincerely,
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Judith S. Clarke, P.E.
Director of Engineering Services
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Revised 10 212020
Page 106 of 106
Packet Pg. 1182
C.23.b
18 23
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Monroe County
Purchasing Policy
Os Revised a°17�2022) ( Deleted:6 CL
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Deleted:5
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Packet Pg. 1183
C.23.b
Table of Contents
CHAPTER 1 -INTRODUCTION.....................................................................................4
CHAPTER 2 -AUTHORITY&DUTIES..........................................................................4
A. Board of County Commissioners.................................................................................................................4
B. County Administrator...................................................................................................................................4
C. Budget and Finance Department.................................................................................................................5
D. Requesting Department................................................................................................................................6
U
E. Delegation of Authority.................................................................................................................................7 0
F. Purchasing Authority....................................................................................................................................7 0
G. Signature Authority for Agreements...........................................................................................................8
H. Local Preference...........................................................................................................................................10
I. Non-Discrimination.....................................................................................................................................10
CL
J. Payment Dispute Resolution......................................................................................................................10
CHAPTER 3 -COMPETITIVE SOLICITATION PROCESS...............................................12
A. Notice Inviting Competitive Solicitation....................................................................................................12
C14
B. Procedure for Competitive Solicitation.....................................................................................................16 N
C14
C. Tie Responses...............................................................................................................................................18 @�
oo
D. Rejection of Responses................................................................................................................................18
U
E. Waiver of Irregularities..............................................................................................................................18 0
CL
F. Award of Contract.......................................................................................................................................18 �9
U)
G. Protest Procedure........................................................................................................................................19
U
CHAPTER 4 -PURCHASE OF PROFESSIONAL SERVICES.....................................19
A. Definition......................................................................................................................................................19 +
B. Methods of Acquisition...............................................................................................................................20
U
C. Continuing Contracts..................................................................................................................................20
CHAPTER 5 -DESIGN/BUILD CONTRACTS..............................................................22
A. Procedure.....................................................................................................................................................22
Page 1 of 106
Packet Pg. 1184
C.23.b
CHAPTER 6-CONTRACTS/AGREEMENTS..............................................................23
A. Contract Review..........................................................................................................................................23
B. Requirements...............................................................................................................................................24
C. CPI Computation........................................................................................................................................24
D. Exceptions....................................................................................................................................................24
E. Preference to Florida businesses(FS 287.084) 25
F. Preference to businesses with drug-free workplace programs F.S.287.087 25 C:L
G. Change Orders............................................................................................................................................25 2
0
CHAPTER 7 -EXCLUSIONS........................................................................................26 L
A. Sole Source...................................................................................................................................................26 U)
B. Emergency Purchases.................................................................................................................................27
C. Cooperative Purchasing..............................................................................................................................28
CL
D. Previously Approved Projects....................................................................................................................29
E. Piggybacking................................................................................................................................................29 (0
CHAPTER 8 -BLANKET PURCHASE ORDERS........................................................29
CHAPTER 9 -MINORITY BUSINESS ENTERPRISE(MBE), SMALL BUSINESS& �
DISADVANTAGED BUSINESSES...............................................................................30 c14
CHAPTER 10 -PURCHASE OF INSURANCE.............................................................30
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CHAPTER 11 -RECYCLED CONTENT PRODUCTS..................................................31 0
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CHAPTER 12 -SURPLUS ITEMS................................................................................31 S
U)
CHAPTER 13-PURCHASING CARD POLICY..........................................34,54-72
CHAPTER 14-FEDERAL FUNDING REQUIREMENTS..............................................35
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A. Procurement Standards(2CFR)................................................................................................................35
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B. Competition Requirements.........................................................................................................................37
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C. Method of Procurement Requirements.....................................................................................................37
D. Contracting with Small&Minority Businesses,Women's Business Enterprises,and Labor Surplus
AreaFirms...................................................................................................................................................40
E. Contractual Considerations........................................................................................................................41
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F. Construction Contract Considerations......................................................................................................43
G. Capital Expenditures..................................................................................................................................44
CHAPTER 15—PAYMENT CARD POLICY AND PROCEDURES...............................46
ATTACHMENTS:
Attachment A.Memorandum of Request for Competitive Solicitation...................................47
Attachment B.a. Notice of Request for Competitive Solicitations Sample 1..........................48
Attachment B.b. Notice of Request for Competitive Solicitations Sample 2..........................49
Attachment B.I.Approval to Issue Addendum.........................................................................50
Attachment B.2.Inventory Deletion Request.............................................................................51 C'
Attachment B.3.Computer Related Equipment Inventory Deletion Request........................52 >%
Attachment BA.Fixed Asset Transfer Form.............................................................................53 .2
Attachment C.Purchasing Card Policy&Procedures.............................................................54 0
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Attachment C.1 Payment Card Policy and Procedures............................................................73 �y
AttachmentD.Forms...................................................................................................................80
Attachment D-1.Monroe County Purchasing Authorization Form........................................81
Attachment D-2.Monroe County Request to Purchase Form—THIS FORM IS NO LONGER USED....82
Attachment D-3. Monroe County BOCC Audit Slip—THIS FORM IS NO LONGER USED..................83
Attachment D-4. Vendor File Request Form—THIS FORM IS NO LONGER USED...............................84 CL
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 C14
Attachment D-11.Drug-free Workplace Form.........................................................................92 c14
Attachment D-12.Vendor Certification Regarding Scrutinized Companies Lists.................93 C14
Attachment E-1. Monroe County Procurement Form(purchase over 10 000.00 95
Attachment E-2.Monroe County Procurement Form(purchase over$50,000.00.................97 oo
Attachment E-3.Entity Checklist................................................................................................98
Attachment E-4.Disaster Request for Purchase........................................................................99
Attachment E-5.Disaster Audit Slip—THIS FORM IS NO LONGER USED...........................................100 CL
Minority Owned Business Declaration.....................................................................................101 rss
Appendix A Anti-Lobbying Certification Form......................................................................102
Exhibit A Sample 1—Notice of Intended Decision for Construction Bids............................105
Exhibit A Sample 2—Notice of Intended Decision for RFPs&RFQs...................................106
tm
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MISSION STATEMENT
Purchasing Section Monroe County Administrative Services
Our mission is to provide quality purchasing and contracting support to all county departments in
a timely,cost effective and professional manner.As purchasing professionals:
• We follow a strict Code of Ethics, avoiding the appearance of and preventing the
opportunity for favoritism.
• We seek to maximize the purchasing power of the public funds, while promoting fair and
open competition.
• We strive to create a work environment that demonstrates teamwork, respect, integrity and C,
honest communication.
0
CHAPTER 1. INTRODUCTION CL
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
protect the taxpayers from collusive contracts,favoritism,fraud,extravagance,and improvidence.
The policies and procedures outlined herein are governed by Florida Statutes and Monroe County CL
Ordinances,most of which are codified in the Monroe County Code(MCC),most recently in effect. CL
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. �
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1. The BOCC shall decide all matters of policy including those referred to it by the Chief
Procurement Officer.
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2. No contract for goods or services may be awarded without the approval of the BOCC,unless 2
authorized by MCC or this Policy. 0
B. County Administrator
U)
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, 2
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 CL
..
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 Budget and Finance Department
1. There is a Purchasing j�IIjce (also referred to as the Purchasing Department)within the ( Deleted:section
Budget and Finance Department. The Director of the Budget and Finance Department 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 proceduresfor
governing the procurement process as defined by County Ordinance and this Policy.
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'L3
3. The duties of the Purchasing,(�I]J e are as follows: ( Deleted:section
(a) Assures that supplies used by various departments will be uniform whenever 2
consistent with operational goals and in the interest of efficiency or economy.The 0
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Requesting Department must justify in writing the need for a special type of item.
(b) Makes alternative suggestions to the Requesting Department if requested U)
specifications would restrict competition or otherwise preclude the most economical
purchase of the required items. In case of disagreement as to the content of the �
specifications,the County Administrator shall make the final determination. CL
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(c) Seeks purchases through State, Federal Agencies, Associations or other
governmental agencies if the Requesting Department makes a request for same and
such purchases may be in the best interest of the County.
(d) Reviews all request for purchases of goods and services.Upon review and receipt
of a request to purchase from the Requesting Department, the ➢pi-chasing ¢fflice, ( Deleted:p
will issue the purchase order including the request for purchase if the purchase is for ( Deleted:section �
$1,000.01 or more or is approved b the BOCC. In the event of an irregularity or c14
departure from Policy,the purchase order will be referred to the Purchasing Director
or County Administrator. 00
(e) The Purchasing¢�IItic,will post procurement opportunities on DemandStar. In the ( Deleted:section 2
event a department maintains a list of potential bidders/proposers (with email 0
address) that list should be provided to the ➢prchasing ¢�IJce for upload to C Deleted:p
DemandStar. ( Deleted:section A=
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(f} Checks convicted/suspended vendor list prior to issuance of a bid tabulation.
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(g) Tabulates the responses to RFBs and submit the tabulation to the Requesting
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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.
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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.
D. Requesting Department
for all Deleted:n electronic"Request to Purchase"
purchases goods d services that exceed$1,e sys1 0�i to the Purchasing ¢tli�tcs'm
1. Must submit ➢ic&qt�i��t�ann� t���ana���� t���� ���u�d.
(Attachment D 2)
CDeleted:Section
2. Provides adequate description of needed items so the Purchasing ¢_�fficc' can assist in ( Deleted:Section u
preparing specifications to procure the desired items and/or services.
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3. Provides written justification for a special type of item and/or"Sole Source"vendor tan Ifie.
!pp-9 ed by Ific ➢ , J Director o �
q�a��da�lutg�t�y��pp��a�����a��lathe appropriate 1BevOe1 of�purochasinAauthority.,trator or a of � � Deleted:for Which only . 0
Purchasing may approve atgDeleted:The Purchasing Section must in all cas
evaluate the request for any such commodity,ser LSY r
4. Ensures that internal controls are present within the department that include,at a minimum, source....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 C,
additional employees involved in the process and/or through documentation of the receipt
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. c14
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6. The Requesting Department must complete a Supplier Request in the finance system and t14
provide a "W-9" or "W-8" for foreign corporations. The Requesting Department is �~
responsible for verifying that the new supplier is set up with the correct supplier information oo
in the finance system. Whenever there is a change of the supplier name, a new Supplier
Request must be submitted in the finance system that includes the old name and Supplier 2
ID in the comments, along with the new "W-9". A new Supplier ID will be assigned. CL
NOTE: Internal Revenue Service regulations require that the supplier name(payee)on the
check must exactly match the name shown on the invoice;contract(if there is a contract);
Supplier Invoice Request;W-9;and Supplier Request in the finance system.
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 CL
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 E
$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 ofAuthority
Subject to the limitations of these policies and any additional procedures imposed,the County
Administrator or the Purchasing Director may delegate authority when and where such action is
deemed necessary.
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, Supplier Invoice Request,or other
fiscal documents.
1. In order to ensure proper fiscal control, purchasing authority shall be limited to the C,
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 .2c�
Administrator, Assistant County Administrators and Purchasing Director shall have CL
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 2-
Authorization Form(Attachment D.1)
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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
designees
$1,000.01-$5,000.00 Requires the Requesting Department to Department Director or designees
submit a Requisition in the finance system to CJ
Purchasing. Price reasonableness Q
documentation is required to be maintained by CN
the Requesting Department. @�
$5,000.01-$9,999.99 Requires the Requesting Department to submit a Department Director or designee
Requisition in the finance system to Purchasing, oo
along with documentation of price
reasonableness justification,which can include
two(2)or more price quotes,written 0
documentation of telephone calls,emails to CL
suppliers,or internet research. LSY
$10,000.00-$19,999.99 Requires the Requesting Department to Department Director authorized for
submit a Requisition in the finance system to purchases of$10,000.01 and
Purchasing,along with three(3)or more price above.(Designee allowed for 2
quotes. purchases up to$10,000.00 only.)
$20,000.00-$49,999.99 Requires the Requesting Department to County Administrator,Assistant
submit a Requisition in the finance system to County Administrator or �
Purchasing,along with three(3)or more price Purchasing Director
quotes.
$50,000.00 AND OVER Competitive Bid process BOCC
BOCC prior approval required.Governed by
County ordinance,as supplemented by the a�a
Purchasing Policies and Procedures Manual.
2. If the County Administrator or Purchasing Director determines such to be in the County's
best interests,the requirements for three or more quotes or competitive solicitation may be
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required for purchasing goods or services at a lower level of procurement requirements than
shown in the chart. The Requesting Department should utilize price quotes, telephone, or
internet research to document price reasonableness. When the goods or services are procured
through Cooperative Purchasing Agreements or other competitive solicitation methods, price
quotes are not required by the Requesting Department. When obtaining price quotes,the
Requesting Department must diligently seek to obtain quotes and such efforts should be
documented(by noting calls and emails etc.)and provided to the Purchasing Office in the event
that an adequate number of response are not received along with the Requesting Department's
director's 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 notreceive an adequate number of responses from contractors or vendors it Z3
may either seek to have the Board waive Policy in this regard or the Director of the Requesting C'
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 2
department is otherwise justified in proceeding with the purchase. 0
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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 2-
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 CL
of the full scope of service,good or public improvement anticipated to be required at the C,
time of bidding. For purposes of this section when consecutive multiple contracts for
services,goods or public improvement are issued because the full scope of the service,good
or public improvement are unknown or cannot be determined or is a function of the funding
source (e.g. grant funding is only available for a portion and further grant funding is
unknown)or as a result of other agency requirements(e.g.sewer connection notices),such
contracts shall not be considered as split and each contract shall stand alone for purposes of c14
purchasing level classification. Q
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4. The following purchase thresholds shall be applied to all purchases based on the cumulative
value of the purchase regardless of whether the purchase is a one-time,one event,purchase oo
or a recurring,multiple event purchase which may exceed a 12-month period. >%
2
5. The actual amount of the invoice,bill of lading or similar document shall not exceed the .2
purchase order amount by more than 20%. CL
6. The Purchasing Department may reissue a Purchase Order under a new number without _
submitting a Requisition when a technical situation is causing an issue with the existing a+
Purchase Order.
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G. Signature Authority for Agreements
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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 E
contracts/agreements or leases as set forth herein.Only the BOCC has the authority to approve and
enter into multi-year agreements and to obligate funds based on budget appropriation approval,
except that the County Administrator has the authority to execute multi-year agreements only when
the total cumulative contract amount is less than $50,000.00. When the County Administrator
appoints a designee,it shall be done in the form of a written memo signed or initialed by the County
Administrator and sent to the Clerk of Court and shall identify the date or dates in which the designee
is authorized to act on the County Administrator's behalf.If the delegation of authority is for more than
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30 consecutive calendar days,the County Administrator shall issue an updated memo on a quarterly
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.
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 C,
County Administrator.
2
All contracts/agreements or leases will be in a form approved by the County Attorney's Office 0
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 CL
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alteration of specifications,extensions of delivery dates and performance time or similar provisions C
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
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execute extension(s) that do not exceed six months (cumulatively) of previously approved c14
contracts.If the extension is for more than six(6)months,then the extension must be approved by c14
the BOCC.
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Contract Renewal:The County Administrator(or his designee)shall have the authority to execute
renewals of contracts for commodities and/or services subject to the following conditions: 0
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1. The contractor has performed in a satisfactory manner and that the contract manager has
received a request to renew from the contractor and that the contract manager has
verified satisfactory performance.
2. The BOCC approved agreement provided for a renewal subject to the terms and
conditions set forth in the initial contract. Cost and term modifications must be CL
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 CountySummary
Form for contracts less than$50,000.00(See Attachment D.5)to the County Administrator along
with the renewal agreement to be considered for execution by the County Administrator.
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C.23.b
Renewals that fail to meet one or more of the conditions set forth herein will require the approval
of the BOCC.
Consent to AssiLynmentS: 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
CL
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. 0
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L Non-discrimination
U)
It is the policy of Monroe County to provide equal opportunity to all qualified persons in gaining
entry to do business with the County.To help achieve an optimum level of competitiveness,Monroe 2-
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 purchase of goods
and services. C,
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 oo
resolution procedure prescribed in the contract. cis
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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. U)
Dispute Resolution Procedure 2
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.
as
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
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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.
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C.23.b
a Requesting Department for this purpose is defined as the County department for whom the
work isperformed.
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, CL
if available. Each Requesting Department shall assign a representative who shall act as a
"Dispute Manager"to resolve the issue at departmental level.
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3. The Dispute Manager shall investigate the dispute and document the steps taken to resolve the CL
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 U)
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 2-
the work performed in the contractual document.
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4. Dispute resolution procedures shall be commenced no later than forty-five(45)days after the C,
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 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 Q
request or invoice was received by Monroe County
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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 2
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 L
amount resolved in the contractor's favor shall bear mandatory interest, as set forth in sec. A=
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
waived as per F.S.218.76(2)(b).This waiver of an objection pursuant to this paragraph does CL
not relieve a contractor of its contractual obligations.
7. Monroe County Dispute Resolution Procedures shall not be subject to Chapter 120 of the E
Florida Statutes. The procedures shall also, per section 218.76, Florida Statutes, not be c�
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.
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For any legal action to recover any fees due because of the application of sections 218.70 et.
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. The Requesting Department must obtain prior
BOCC approval to solicit and advertise for competitive solicitations unless it is a previously
approved project as set forth in the Purchasing Policy.
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A. Notice Inviting Competitive Solicitations CL
1. Specifications: The Requesting Department must prepare competitive solicitation
U)
specifications, along with a Memorandum of Request for Competitive Solicitations (see
Attachment A.), and deliver simultaneously to the County Attorney's office via email to 2-
obtain prior legal review/approval prior to submission to the Purchasing Office.Competitive
Solicitation specifications should be written broadly enough to encourage a broad range of CL
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responses. Competitive solicitation specifications should not be written to steer prospective C.
responders toward the competitive solicitation or"rig"the competitive solicitation for any
one particular vendor. All responders shall submit a minimum of one (1) digitally signed
original for retention by the Purchasing Department.If the Requesting Department requires
additional originals or copies,or other items specific to the competitive solicitation,please
specify in the Memorandum of Request for Competitive Solicitations and within the
competitive solicitation itself. �
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It is the responsibility of the Requesting Department to electronically obtain the approved
competitive solicitation from the reviewing attorney and to ensure that all applicable required
County Forms are included and made a part of their competitive solicitation pursuant to the oo
current Monroe County Purchasing Policy and Procedures Manual.
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The Purchasing Office is responsible for the submission of approved competitive CL
solicitations, Notice(s) of Request for Competitive Solicitations and related Addenda,
supplemental supplier's lists, or other medium related to competitive solicitations to U)
DemandStar for posting and electronic distribution.
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2. Legal Review and Approval: The County Attorney's Office must review all competitive
solicitations for legal sufficiency prior to assignment of an opening date by Purchasing,
as
unless otherwise agreed to by both Purchasing and the County Attorney's office. It is the
responsibility of the Requesting Department to forward their proposed competitive
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solicitation electronically to the County Attorney's Office for legal review/approval attaching
a Memorandum of Request for Competitive Solicitations
The assigned reviewing attorney will coordinate directly with the contact person named in
the Memorandum during their review. If corrections/revisions are needed, the reviewing
attorney will,at their option,either coordinate directly with the contact person to accomplish
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C.23.b
the necessary changes or return the competitive solicitation and Memorandum to the
Requesting Department to make the necessary revisions and re- submit to the reviewing
attorney for final review and approval.
Once the reviewing attorney has approved the competitive solicitation, the reviewing
attorney will sign and date the Memorandum received with the competitive solicitation to
document approval and to initiate publication of the Notice of Request for Competitive
Solicitation. The County Attorney's Office will notify the Requesting Department of
approval of the competitive solicitation by the reviewing attorney electronically. It is the u
responsibility of the Requesting Department to obtain the approved competitive solicitation
from the reviewing attorney. C,
3. Advertisement: Following legal approval by the reviewing attorney, the County
Attorney's Office will obtain an assigned opening date from Purchasing. The County .2
Attorney's Office will prepare and transmit the Notice inviting competitive solicitation for CL
publication one time in the Key West Citizen, as the local newspaper qualifying under
Florida Statutes Chapter 50.031, and, per BOCC direction one time in the Lower Keys
(News Barometer), Middle Keys and Upper Keys (Keys Weekly) area newspapers. The
Notice of competitive solicitation shall also be posted to the County's website. Sample 2-
Notice of Request for Competitive Solicitation is attached as flttachment B.a. and B.b. CL
,.
Following transmittal of the Notice to the newspapers by the County Attorney's Office CL
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. Q
The executed Memorandum and its attachments must be received in the Purchasing Office
allowing adequate time for Purchasing to upload the competitive solicitation and Notice oo
onto Demandstar for viewing upon first publication of the Notice in the newspapers. cis
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The notice shall also be publicly posted by the Purchasing Office in a consistent public CL
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 U)
competitive solicitation documents are uploaded to DemandStar for distribution.
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The competitive solicitation notices shall comply with any applicable statutes and the CL
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
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C.23.b
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
newspaper of general circulation in the County,on a date that is no later than
45 days(excluding the publication date)before the date established for the
for the competitive solicitation opening.
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In addition,Notice shall also be publicly posted by the Purchasing Office in a
consistent public location for the same time periods shown above.
4. Scope of Notice: The public notice required herein shall include a general description of 0
the articles to be purchased or sold, shall state where competitive solicitation instructions CL
and specifications may be secured, and the time and place for opening competitive
solicitations. Sample Notice of Request for Competitive Solicitation is attached as U)
Attachment B.
All competitive solicitations received must remain valid for a minimum period of ninety
(90)days from the competitive solicitation opening.
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All competitive solicitation openings are generally held on Tuesday,Wednesday or Thursday
at 3:00 p.m. The Purchasing office,in conjunction with the County Attorney's Office,will
set opening and advertising dates.No responses will be accepted after the specified date and
time of opening.
5. Bid Security Deposit:
Construction Proiects. CN
Each bid to a competitive solicitation for a construction project estimated to be$200,000.00 CN
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 oo
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 2
of a check or draft, it shall be made payable to Monroe County BOCC. The County 0
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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. U)
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Water Svstem or Sewer Improvements.
Each bid to a competitive solicitation for construction of water system improvements or CL
sewer improvements shall comply with sections 153.10(3)and(4),Florida Statutes and as
amended.
Bid Securitv 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
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C.23.b
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).
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Bidders may withdraw their bid and request,in writing,an earlier return of their bid security C,
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. 0
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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 U)
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 CL
Approval to Issue Addendum Form(See Attachment B.1.)must be originally C
executed by the reviewing attorney and the Department Director of the
Requesting Department. The executed Approval to Issue Addendum Form
must be attached to the Addenda upon receipt by Purchasing for execution
by the Purchasing Director or designee. The executed original Approval to
Issue Addendum Form must be retained with the related competitive
solicitation in Purchasing.The addendum shall clearly point out any addition c14
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or change to the specifications.
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Addenda must be posted and available for viewing on Demandstar no later T-
than five(5)business days prior to the advertised opening(not counting the ova
day of the opening) and/or in compliance with any other applicable
requirements unique to each competitive solicitation. '2
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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. Specifications and addenda in the possession of the Purchasing Office
are controlling.
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c) Each responder shall examine all competitive solicitation documents and
shall judge all matters relating to the adequacy and accuracy of such
documents. Any inquiries, suggestions, or requests concerning E
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.
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C.23.b
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.The Purchasing Office will tabulate results,and provide the results
to the Requesting Department along with all responses received to the competitive
solicitation.
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3. All competitive solicitations shall remain valid for a minimum period of 90 days.
4. The Purchasing Office is the designated authority for retention andshall receive in electronic 2
format all published competitive solicitations,notices,addenda,Notice of Intended Decision, 0
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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 U)
pursuant to the Florida Department of State General Records Schedule GS I-SL for State
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and Local Government Agencies,applicable local and statutory regulations and any other
regulations that may apply.
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5. All Respondents submitting responses for construction,improvement,remodeling orrepair
of public buildings, will furnish evidence that they hold the required and/or appropriate
current certificate or registration per Ch.489.131 F.S.unless exempt under Ch.489.103 F.S.
6. 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. �
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7. 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
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certify whether or not any of the respondents that have submitted a response appears on the >%
State of Florida Convicted or Suspended Vendor list. 2
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8. The Requesting Department shall review the information submitted pursuant to MCC CL
Section 2-347(h) in determining a responsible responder. The Department
Director/Requesting Department may consult with the County Attorney or other U)
departments to assist with the evaluation or investigation of this information.
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a) The Requesting Department may use a selection committee appointed by the
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Department Director to review, analyze, evaluate and rank/rate the applicable
solicitation responses received and report their findings to the BOCC for
consideration and approval. In the event a selection committee is to be used, the
solicitation shall so specify.
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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
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C.23.b
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.
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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 0
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2) Individual score sheets for each committee member
3) Ranking sheet that documents all of the scores for each Respondent, by
committee member
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c) A copy of the Notice of Intended Decision(Samples are attached as Exhibit A)or
similar document must be sent to the Purchasing Department to be posted on CL
DemandStar. CL
9. 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.
10. 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 Q
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. 00
it. The County Administrator and/or appropriate Department Director will be responsible for 2
presenting recommendations to the BOCC. 0
12. 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 U)
approved and issuing a P.O.for the full contract purchase amount.
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13. When the BOCC directs staff to provide for oral presentations to be made on a competitive
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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.23.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
as
1. The BOCC shall have the authority to reject any and all responses to a competitive
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solicitation request.
2. If the lowest,responsible response exceeds the budgeted amount and the BOCC does not 2
appropriate additional funds,the requesting authority may solicit approval from the BOCC 0
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 U)
for the remaining work when,and if,funding becomes available.
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3. If no response is received, the BOCC may be requested to authorize the County .,
Administrator to undertake a different level of competitive selection, including but not C,
limited to a request for letters of interest,and,upon receipt of any response to get approval
from the BOCC to proceed with a second mechanism,which may include direct negotiations
to purchase the item/service.The BOCC would then consider the results of said negotiations
and determine whether acquisition of these goods or services at the negotiated price would
be in the County's best interest,and if so,authorize the requisition.
4. Late responses.Any and all responses received after the time and date of acceptance will �
not be accepted. �
E. Waiver oflrregularities
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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. 2
0
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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 CL
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. E
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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.23.b
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
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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 2
Board of County Commissioners Administrative Procedures, the 0
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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 beingcalled
in order to preserve their opportunity to be heard on this matter.An individual has three(3) U)
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
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, C,
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.
CHAPTER 4. PURCHASE OF PROFESSIONAL SERVICES
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A. Definition c14
A professional service shall be defined as assistance obtained in support of County operations from c14
an independent contractor in one or more of the following professional fields:
our
I. Appraisal Services-real and personal property appraisers(as per Chapter 125.355,F.S.).
2. Architecture,professional engineering,landscape architecture,or registered landsurveying CL
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.
E
6. Legal Services-attorneys and legal professionals authorized by the Office of the County
Attorney,including expert witnesses,conflict counsel,Division of Administrative Hearings
(DOAH) services, lobbying services, investigative services, interpreter services, court
reporting services or advertising services and any other services required by the Office of
the County Attorney.
7. Medical Services-medicine,psychiatry,dental,hospital,and other health professionals.
Page 19 of 106
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C.23.b
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:
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1. Competitive Selection and Negotiation-per Chapter 287.055,(4)&(5)F.S.Consultants
Competitive Negotiations Act("CCNA"). c;
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2. Request for Qualifications(RFQ). CL
a) Responding firms are ranked based upon criteria set forth in the RFQ. If
presentations are requested by the County,they will be held in compliance with
F.S.286.0113. 2-
b) The County will negotiate a contract with the firm selected by the BOCC as the CL
-
highest ranked firm/individual. C,
c) The negotiated contract will be reviewed and placed before the BOCC for approval.
Requests for outside legal services will be referred to the County Administrator and the County
Attorney for review and comment as to whether said services are necessary and/or appropriate.
Requests for outside legal services may be exempted from formal competition by the BOCC at the c14
request of the County Administrator or County Attorney. CN
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C. Continuing Contracts
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Definition: c>s
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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 U)
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, 2
or for a study activity if the fee for professional services for each individual study under the contract
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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
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one another. c
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C.23.b
Competitive Selection of contractors for continuing contracts:
Continuing contracts shall be chosen by the competitive selection process. During the selection
process,a selection committee shall rank the professional service contractors.The Board of County
Commissioners shall approve the award of each contract for a general continuing contract. The
number of contractors to be chosen shall be at the discretion of the Board of County Commissioners.
Award of individual contracts to contractors:
I. Separate contracts or task orders for each individual project shall be awarded among the
contractors who have been awarded a general continuing contract. CL
2. Separate contracts or task orders for each individual project shall be approved by the Board
of County Commissioners when required under the purchasing policy.
3. The separate contracts or task orders for each individual project shall be awarded on a 0
rotating basis beginning with the top ranked professional service contractor and continuing CL
to the next contractor in ranked order.
4. When the County has identified an appropriate project,County staff shall consult with the
next ranked contractor in rotation and shall negotiate the terms of a contract for the specific
individual project. If the County and the next ranked contractor in rotation are unable to 2-
come to agreement as to the terms of a contract, the contractor shall be placed back in
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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. C,
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 theCounty
for an upcoming project, the contract may be awarded to the next contractor in
rotation who is available;or c14
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b) If a project requires a particular skill set or expertise which,in the discretion of the Q
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
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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 rotationwho
is not currently engaged or working on other County projects. L
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 CL
possesses the requisite expertise.
6. It is the intent of the Board of County Commissioners that the contracts be ranked and q�s
rotated in order of ranking so that the award of contracts are distributed among the E
contractors and no particular contractor shall be given a contract out of order except forthe cs
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.23.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
is:
(1) Certified under Chapter 489.119, F.S., to engage in contracting through a 2
certified or registered building contractor as the qualifying agent:and; 0
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(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 U)
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 a public construction project. C
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 Q
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project, including, but not limited to, the legal description of the site, survey
information concerning the site interior space requirements, material quality
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standards, schematic layouts and conceptual design criteria of the project, cost or >%
budget estimates,design and construction schedules,site development requirements, 2
provisions for utilities, storm water retention and disposal, and parking
requirements,as may be applicable to the project. L
d) A "design criteria professional" means a firm that holds a current certificate of U)
registration under Chapter 481 F.S.to practice architecture or landscape architecture
or a firm who holds a current certificate as a registered engineer under Section 471
F.S.to practice engineering and provide professional architect services,landscape CL
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.23.b
solicitations for professional services to prepare a design criteria package(s)shall inform
the recipient firms of the following information:
a) A description of the project;
b) The work to be performed;
c) Written notification that the design criteria professional who has been selected to
prepare the design criteria package shall not be eligible to render services under a
design-build contract executed pursuant to the design criteria package.
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4. Upon completion of the Design Criteria Package,procurements of Design/Build services
shall be processed in a manner consistent with Chapter 3 Competitive Solicitation Process.
5. The BOCC may appoint,direct and empower a technically qualified screening committee 0
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to review,analyze,evaluate and rank/rate the applicable Design/Build proposals andreport
their findings and recommendations back to the BOCC for consideration and contract
award.
6. The BOCC may declare a public emergency,where appropriate and authorize the using
Department to negotiate an agreement for BOCC approval with the best-qualified design- CL
build firm available at that time. .,
C,
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 CN
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(1) The technical proposal must include all the information requested in
response to the scope of services described in the design criteria package.
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(2) The price proposal must include one lump sum cost for all costs of the
project as defined by the scope of services of the design criteria package. 0
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CHAPTER 6-CONTRACTS/AGREEMENTS U)
A. Contract Review 2
1. All contracts,leases and/or agreements of$50,000.00 or more shall be reviewed by Risk CL
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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C.23.b
B. Requirements
1. 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 a public entity,may not .2c�
be awarded or perform work as a contractor,supplier,subcontractor,or consultant under a CL
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, Florida Statute, for
CATEGORY TWO for a period of 36 months from the date of being placed on the convicted
vendor list." cs
3. Ethics Clause(Attachment D.9):Each contract/agreement entered into by the County shall CL
contain in accordance with Section 5 (b) Monroe County Ordinance No. 010-1990 the C,
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 c14
the full amount of any fee,commission,percentage,gift,or consideration paid to the former Q
County officer or employee." c14
4. Non-Collusion Statement (Attachment D.10): Each bid shall contain the appropriately oo
worded non-collusion certification. >%
2
5. Drug Free Workplace(Attachment D.11): Each bid shall contain an executed"Drug Free CL
Workplace"form.
U)
6. Vendor Certification Regarding Scrutinized Companies List(Attachment D.12): Each bid
shall contain this certification. 2
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 utilizing another process in the
finance system as indicated below:
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C.23.b
a) Employee expenses such as conference expenses,hotel expenses,mileage and other
reimbursable expenses in performance of day-to-day duties. These are submitted
using the Expense Report in the finance system.
b) Interdepartmental charges,which are submitted on a Supplier Invoice Request
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
C,
Instruction#5511.
b) All telephone systems,lines,services,equipment and audit costs for same.Monroe 2
County Administrative Instruction#4401. 0
CL
c) All computers and or data communications hardware, software, product and
services. Monroe County Administrative Instruction#4401.
c�
d) All travel shall be approved and/or regulated by the Monroe County Administrative Deleted:<#>Business cards are subject to M� �
Instruction#4716. county Administrative Instruction 448
0
0
¶ CL
e) All purchase of vehicles,rolling equipment or emergency generators(excluding fire C
trucks and ambulances)shall conform to Monroe County Administrative Instruction
#6402.
E. Preference to Florida businesses(F.S.287.084)
When required to make purchases of personal property through competitive solicitation and the �
lowest responsible and responsive response is a vendor whose principal place of business is in the c14
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 oo
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) 0
CL
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.
CL
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.
2. The County Administrator has the final approval and authority for execution of a Change
Page 25 of 106
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C.23.b
Order provided the Change Order for a given projector 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 2-58 (. Deleted:
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.
CL
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. 2
0
5. Any Change Order which exceeds the amount approvable by the County Administrator as CL
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. U)
c�
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:
L T'ht ['atrt hd�,naro�6)ffrc t nrAaxstl nan ail c��s���v�iax�V�Vk��r�cia�� tl for ,a�ch con��n��oc[nfiy ,�wnc�or Moved(insertion)[1] �
l � agSA Administrator,dlil Sole Source purchases are subject to ( Deleted:A � � � c�
approval by either the BOCC,County mi
nistrator,Assistant County Administrators or CN
Purchasing Director in accordance with purchasing level authority.®The Purchasing Director Moved up[11:The Purchasing office must in zC14s
shall be authorized,after initial sole source certification,to make additional purchases from evaluate the request for such commodity,service
a sole source vendor for not more than one year or until such time as contrary evidence is ----source.The
presented regarding sole source eligibility,whichever period is less.
0
2. There must be a documented determination from the Requesting Department or person that CL
there is no other source readily available prior to the initiation of the sole source
procurement. U)
M
a) The Requesting Department shall document the search conducted to ascertain that 2
there is no other source available.The search shall include phone calls,e-mails,and
IL
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.
Page 26 of 106
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C.23.b
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.
0 F h4,': �)(A) flIiew "01 sub➢OIIIt 1 Is...dDc480114,wafiog agd nxjjj fi)r sole
1 1�Ylf pn 1 r r ce . -9v d by�6 D417C�"4' d D�'I,�.�4'lf 6D �74' ��lllf�"�`X,dtltilll�E ��4„,1 Ydtl1f180114'pXl �dDlf 1fP�',S 4'"w. 4 kI �� I,fi 4°
➢'M-d]d!Sil],g agd 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.
'L3
CL
B. Emergency Purchases
The term"emergency"is as defined in Section 2-347(k)(1)of the Monroe County Code. .2
2
Purchase of commodities and services in the event of a public emergency may be obtained under CL
the following conditions:
1. The public emergency for the requirements will not permit a delay resulting from
competitive solicitation.
cs
2. With respect to an emergency as defined in Section 2-347(k)(1)a.-c.of the Monroe CL
County Code: CL
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 c14
not available then the Mayor Pro Tem,or if the Mayor and the Mayor Pro c14
Tern are not available then County Commissioners in order of priority based c14
on longest consecutive tenure on the Board of County Commission,but the
purchase must be ratified after-the-fact by the Board of County oo
Commissioners at the next practicable meeting of the BOCC.
cs
3. With respect to an emergency as defined in Section 2-347(k)(1)d. of the Monroe CL
County Code,the purchase may be approved up to the spending levels outlined in
Chapter 2 of this Manual, including the requirement to obtain competitive price
quotes,where necessary.
4. Where the purchase of goods or services requires a contract where the cumulative
total value per fiscal year is$50,000.00 or more,the contract must be ratified after- CL
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.
Page 27 of 106
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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. C.
8. All emergency purchases are subject to approval by either the BOCC, County
Administrator, Assistant County Administrator or Director of Purchasing at the 0
authorized level of authority.Any waiver of competition in a specific instance shall CL
not serve to waive competition of future purchases of a similar or exact nature.
U)
Emergency purchases are to be used only when unforeseen circumstances occur.
Poor planning does not constitute an emergency. 2-
CL
C. Cooperative Purchasing C,
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
to determine if the goods or services sought are available at a lower price than the price(s) c14
of the existing contract. If the goods or services are available from another vendor at a price Q
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 oo
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 0
information or documentation. If the purchase is below the competitive bidding threshold CL
of$50,000.00,price quotes are not required by the Requesting Department unless directed
by the Purchasing Director of County Administrator.
2. Other Public Procurement Units. Requesting Departments are authorized to purchase
goods and services from cooperative purchasing ventures run by other units of governments
when the best interests of the County are served.All purchases made through this section CL
shall be from contracts awarded through full and open competition, equivalent with the
methods set forth in this policy,and shall be exempt from further competitive procurement
process set forth in this policy.The Purchasing Department is also authorized to enter into E
joint ventures with other local governments in order to create purchasing cooperatives and
promote efficient purchases.
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C.23.b
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 C
approve the project or concept at the next practicable BOCC meeting.
2
E. Piggybacking 0
The County has the option to "piggyback" on another governmental entities' or not for profit CL
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 or when permission is 2-
not attainable,that there is no known objection or prohibition to piggyback. CL
2. Piggyback purchases equal to $50,000.00 or more are not subject to the competitive C
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
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 Q
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
oo
and verify the Requesting Department's information or documentation. >%
2
3. Conversely,Monroe County will allow other governmental entities to piggyback on Monroe 0
County's quotes when requested. CL
4. Please note the term "piggyback" only applies when the items(s) or services(s) being
purchased are similar or substantially similar as the original award.
c�
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 E
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
Page 29 of 106
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C.23.b
BPO.BPOs cannot be issued without a maximum dollar amount.A BPO shall be authorized
by the Department Director or their designee through the approval workflow for the
Requisition in the finance system.
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. CL
2. Name of an individual employed or retained who will administer the firm's subcontracting
U)
program.
3. Description of efforts to be made to ensure such firms have an equitable opportunity to
compete for subcontracts. CL
CL
4. Assurance that federally funded contracts comply with the provisions contained therein.
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 �
commodity and regulated the same,except as set forth below. Q
The purchase of builder's risk insurance for County projects may be exempt from competitive T_
bidding procedures pursuant to Section 2-347(e)(5)(g.)For the purchase of builder's risk insurance ova
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 .2
builder's risk insurance expected to cost more than $50,000, the County Administrator should CL
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. 2
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
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 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.
C,
CHAPTER 12. SURPLUS ITEMS �?
0
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
County.The rules also apply to constitutional officers,contracting parties,and third-party entities 2-
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"). �
Q
2. Classification of Surplus Property: c14
a) Property may be designated as surplus by the using agency for any of the following
reasons: oo
(1) It becomes inoperable and cannot be repaired; 2
0
(2) It is more economical to replace the asset than to repair it; CL
(3) Property becomes obsolete;
U)
(4) The department or office no longer has need of the item;or
(5) It is scheduled for replacement as a matter of policy.
CL
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#);
d
(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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C.23.b
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 property: The Property Custodian within the CL
using agency is responsible for preparing and submitting an Inventory
Deletion Request Form (See Attachment B.2.), executed by the c'
Property Custodian and the Department Director of the using agency, 0
to the Property Inventory Clerk. For computer related equipment CL
valued over $1,000, the Property Custodian in the using agency is
responsible for preparing and submitting the required Computer
Related Equipment Inventory Deletion Request Form (See
Attachment B.3).The Information Technology Department will send
the completed form to the Property Inventory Clerk and coordinate CL
directly with the Property Inventory Clerk and the using agency for
the competitive solicitation/public auction and/or transfer,donation or C
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 CN
Computer Related Equipment Inventory Deletion Request Form,the Q
c14
Property Inventory Clerk or using agency,will place an item on the
BOCC agenda for approval of competitive solicitation/public auction
oo
for the sale of the surplus items. >%
2
(c) Scheduling and Coordination of Competitive Solicitation/Public 0
Auction: Following BOCC approval, the Property Inventory Clerk CL
initiates and coordinates the competitive solicitation process for the
sale of surplus property at intervals throughout the year as needed, U)
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 CL
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�
(d) Notice:At the request of the Property Inventory Clerk or using agency
the County Attorney's Office prepares a Notice of Request for
Competitive Solicitation (see Attachment B,. using the surplus
property inventory data provided by the Property Inventory Clerk or
using agency. The County Attorney's Office transmits the notice
requesting publication one time in the Key West Citizen(as the local
Page 32 of 106
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C.23.b
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 d�
Custodian within the using agency places an item on the BOCC
agenda, requesting approval to award/sell specific item(s) to the C,
highest responsible responder and authorizing the County
Administrator to sign the Bill of Sale, Absolute prepared by the
Property Inventory Clerk. 0
(f) After payment is received,the Property Inventory Clerk is responsible
for preparing and transmitting a Bill of Sale,Absolute to the County U)
Attorney's Office for each individual surplus item being sold. The
County Attorney's Office transmits the Bill of Sale, Absolute to the
County Administrator for execution.Upon execution the Bill ofSale,
Absolute shall be forwarded to the Clerk for recording of the document
in BOCC records.The Clerk then transmits the fully executed original C
Bill of Sale, Absolute (s) to the Property Inventory Clerk to transfer
title and possession of the item(s) to the successful bidder,
coordinating with the using agency as needed. If the item(s)are sold
via public auction by an outside vendor retained by the County,the
Property Inventory Clerk will coordinate title transfer and preparation
of documents with the vendor and may do so prior to payment to the �
County and/or in accordance with the public auction vendor's �
contract.
oo
(2)Assets with a fair market value equal to or greater than$5,000 for which no bid was >%
received shall again be offered for sale by competitive solicitation.If no acceptable bids are 2
received after a second attempt to sell by competitive solicitation,then the property may be 0
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 U)
public auction services.
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(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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C.23.b
(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 CL
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 0
means as determined by the BOCC pursuant to F.S.274.06. CL
All assets under a lease agreement will be disposed of in accordance with the terms of the U)
agreement.
cs
(6)If it is determined that the trade-in value is more beneficial to the County,a vehicle or
CL
piece of equipment may be used as a trade-in for the purchase of replacement equipment.
C,
(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: c14
c14
a) Fleet Management is responsible for the disposition of vehicles and other heavy
equipment, excluding Emergency Services, Airports and Social Services
Department vehicles. Those Departments are responsible for disposition of their oo
vehicles and are required to follow the surplus property as set forth above. cis
0
b) Property Custodians are responsible for the disposition of fixed assets of any value, CL
other than vehicles, computers, computer-related, and telecommunication
equipment. U)
c) Information Technology is responsible for the disposition of computers,computer- 2
related,and telecommunication equipment.
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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 E
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-
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in-law,brother-in-law,sister-in-law,stepfather,stepmother,stepson,stepdaughter,
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.
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CHAPTER 13. PURCHASING CARDS(P-CARDS)
The Monroe County Purchasing Card Policy & Procedures establishes detailed procedures and 2
policies which control the use of Purchase Cards.The Purchasing Card Policy&Procedure is to be 0
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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
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]
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A. Procurement Standards(2 CF.R.§§200.318-200.326) cN
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1. General Rules
These standards apply to procurement of goods or services using federal funds and program oo
income. >%
2
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The procurement must comply with Non-Federal Entity/Monroe County's procurement CL
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.
The Requesting Department,via the designated contract manager,must maintain oversight
to ensure that contracts perform in accordance with the terms,conditions,and specifications 2
of their contracts or purchase orders.(2 CFR§200.318(b))
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2. Procurement Documentation:
as
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 comply with the grant
procurement requirements or 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 Requisition. If
Disaster related,use Disaster Request for Purchase Form(Attachment E.4). The E4,E 1 or
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E2 and supporting documents must be submitted to the Budget and Finance Office for
approval before submitting to the BOCC for the contract award.In addition,if Attachment
E.3 (Debarred, Suspended or Ineligible Entity Checklist) and/or the Minority Owned
Business Declaration are required, include them with the E4 submission to Budget and
Finance. 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 GSI-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 CL
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 contracts. .2
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3. Conflict of Interest:
The Monroe County Personnel Policies and Procedures Manual setting forth written standards
U)
of conduct,including conflict of interest,and governing the actions of County employees shall
be followed at all times along with the Monroe County Administrative Instruction 4301.10, 2-
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, CL
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award, or administration of a contract supported by a Federal award if he or she has a real or C.
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 CN
accordance with the Personal Policies and Procedures,a gift of$25.00 or less is considered a Q
non-substantial financial interest or an unsolicited item of nominal value.County Employees,
officers or agents that violate the County standards of conduct will be subject for disciplinary
actions as set forth in more detail in the Personnel Policies and Procedures Manual. (2 CFR§ oo
200.318(c)(1),200.318(c)(2))
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4. Avoidance of unnecessary or duplicative items: CL
The Budget and Finance Department must review expenditures to avoid the acquisition of
unnecessary or duplicative items;consider consolidating or breaking out procurements to obtain U)
a more economical purchase;and where appropriate analyze lease versus purchase alternatives
or other analysis to determine the most economical approach. The Budget and Finance 2
Department should foster greater economy and efficiency and promote cost-effective use ofCL
shared services with the Federal Government and state and local government entities through
interlocal agreements or other inter-entity agreements, including use of Federal excess and
surplus property in lieu of purchasing new equipment and property. (2 CFR §§200.318(d),
200.318(e),200.318(f)).
5. Contracts may only be awarded to responsible vendor/contractors:
The County must award contracts only to responsible contractors possessing the ability to
perform successfully under the terms and conditions of a proposed procurement.Consideration
will be given to such matters as contractor integrity,compliance with public policy,including
County laws and policies,record of past performance, and financial and technical resources.
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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.
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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); .2
specifying only a"brand name"product instead of allowing"an equal"product;and any arbitrary CL
action in the procurement process. 2 C.F.R.§319(a)
U)
2. Prohibition on Bidding:The contractor that is bidding on the contract cannot be involved with
developing or drafting the specifications,requirements, statement of work,invitation for bids 2-
or request for proposals(2 CFR§200.319(a)).
3. No State or Local Preference*:No preference shall be included in the competitive solicitation C.
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 descriptionof the
technical requirements for the material, product, or service to be procured, including
requirements that must be fulfilled by offerors/vendors and the evaluation factors/criteria, �
e.g. Identify if price or quality is most important in the solicitation. If the County uses Q
prequalified persons or firms,the contract for services or list must be current and include at least
3 prequalified persons or firms and not preclude any potential bidders from qualifying during
the solicitation period.2 C.F.R.§§319(c)-319(d). oo
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C. Method of Procurement Requirements CL
As per 2 CFR§200.320,one of the following methods must be used when procuring goods or
services with any federal funds: U)
1. Formal Procurement-Over S50.000.00(2 C.F.R.$200.320(c))
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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
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is the most important evaluation factor for the County.]Contract award under the sealed bidding
method of procurement is made to the bidder submitting the lowest priced, responsive and
responsible bid.
i Responsive and Responsible Defined:"Responsive"refers to whether the bidder meets
all the material requirement of the Request for Bids(RFB)/invitation forbid(IFB),while
"Responsibility" refers to contractors possessing the ability to perform successfully
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under the terms and conditions of a proposed procurement.Consideration will be given
to such matters as contractor integrity, compliance with public policy,records of past
performance,and financial and technical resources. [See 2 C.F.R.§200.318(h)]
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)]
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iii. Requirements for Sealed Bids:If sealed bids are used,the following requirements apply:
1) The County must solicit bids from an adequate number of known supplies (via
DemandStar and if applicable to a list of suppliers to be provided to OMB from the .2
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
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 CL
bidder; C,
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
contract modification) exceeds $50,000.00 the County must perform a cost or price
analysis. �
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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. oo
2
Price&Cost Analysis Description: 0
a) 'Trice Analysis" is the process of examining and evaluating proposed price without CL
evaluating its separate cost elements and proposed profit.Techniques include comparison
of amounts from responses received,comparison of proposed prices to historical prices paid, U)
comparison with published price lists, comparison to your independent estimate. Price
Analysis is the preferred method to be used by the Requesting Department. 2
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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
cost of the contract should be. The Requesting Department must negotiate profit as a
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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)).
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b. Procurement by competitive proposals:The technique of competitive proposals is normally
conducted with more than one source submitting a response/offer,and either a fixed price cs
or cost-reimbursement type contract is awarded. It is generally used when conditions are 0
not appropriate for the use of sealed bids. (2 C.F.R.§200.320(d) CL
i. Requirements for Competitive Proposals:If Procurement by competitive proposals is used, e)
the following requirements apply:
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1)The Request for Proposals(RFP)must be publicized,i.e.as per Chapter 3,Paragraph
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A.2.
2)identify all evaluation factors and their relative importance,i.e. evaluation/selection C,
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
selecting recipients as outlined in Chapter 3,Paragraph B should be followed and when �
appropriate should be outlined in the RFP; Q
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.
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[Federal Noteregarding architectural/engineering(A/E)professional services:the County may use 2
competitive proposal procedures, i.e. Request for Qualifications (RFQs) and the Consultants 0
Competitive Negotiation Act(CCNA),for qualifications-based procurement of A/E professional CL
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
the proposed effort.2 C.F.R.§200.320(d)(5)]
Informal Procurement-Over S10.000.00 up to S49.999.99 Small purchases procedures:Small purchase q�p
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.
c5
$50,000.00), or(2) whatever amount State (if applicable F.S. Statute requirement) or Monroe County's
competitive procurement rules(i.e. $49,999.99 or less).Price and rate quotations must be obtained from an
adequate number of qualified sources.The Requesting Department should to the maximum extent possible
obtain 3 or more price quotes and give consideration to the amount of the purchase when obtaining rate and
price quotes.When purchasing complex supplies or services,please document and include justification for
the number of price quotes obtained.(NOTE:FEMA has determined that for simplified purchase procedures,
an adequate number of qualified sources are considered to be three(3)).The Requesting Department should
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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))
2. 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 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)
2
3. Noncompetitive proposals: [2 C.F.R. $200.320(f11 [Note: this does not apply to Micro- 0
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purchases; RESTORE ACT/Department of Treasury has sole source section that provides more
detail and should be referred to when using RESTORE ACT funds]
U)
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: CL
1) the item is available from a single source;(substantial duplication of services to reach
other sources is justification for proceeding with sole source, but this must be sufficiently
documented by the Requesting Department and provided to Purchasing¢ ffice as direct ed in t'fiap len;. �
l',xcitl`ions A4 Sole` otllft"o [Deleted:Director..
2) the public exigency or emergency for the requirement will not permit a delay
resulting from competitive solicitation[Federal Note: Exigency"is generally detmed as something
that is necessary in a particular situation that requires or demands immediate aid or action. By c14
comparison,the term"emergency"means an unexpected and usually dangerous situation that calls C14
from immediate action. Emergency will typically involve a threat to the public or private property c14
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 oo
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 .2
[Before utilizing this exception,the Requesting Department should review the solicitation and the CL
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 2
justification for the noncompetitive procurement and provide to OMB/Purchasing Director].
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D. Contracting with Small and Minority Business, Women's Business Enterprises,and Labor
Surplus Area Firms
E
As per 2 CFR 200.321,the County must take the affirmative steps below and in accordance with
Chapter 9-Minority Business Enterprise(MBE),Small business& disadvantaged
Business of this Policy to assure minority businesses,women's business enterprises, and
labor surplus area firms are used when possible:
While some of the steps below may be duplicative with those set forth in Chapter 9 of this
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Policy,the Requesting Department in conjunction with the County's Budget and Finance
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.
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a. Divide total requirements, when economically feasible, into smaller tasks or
quantities to permit maximum participation by small and minority businesses,and 2
women's business enterprises. 0
b. Establish delivery schedules, where the requirement permits, which encourage L
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 2-
Department of Commerce.
d. Require the prime contractor,if subcontractors are to be let,to take the affirmative
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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
and document the six identified affirmative steps.]
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E. Contractual Considerations Q
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 oo
II for details:
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• Davis-Bacon Act,as amended(40 U.S.C.§§3141-3148)and Copeland"Anti-Kickback Act 0
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(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
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Program, Nonprofit Security Grant Program, Tribal Homeland Security Grant Program,
Port Security Grant Program and Transit Security Grant Program;This is not applicable to 2
the Federal Emergency Management Agency (FEMA) Public Assistance (PA) Program CL
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
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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 .2
grant and cooperative agreement programs].A"covered transaction"includes contractsfor CL
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 U)
subcontract is also a covered transaction if it is awarded by the contractor of a recipient or
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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 C
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)
• 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 CN
40 C.F.R.Part 247 that contain the highest percentage of recovered materials practicable, Q
consistent with maintaining a satisfactory level of competition,where the purchase priceof
the items exceed$10,000 or the value of the quantity acquired by the preceding fiscal year oo
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 .2
recovered materials identified in the EPA guidelines.(See 2 C.F.R.Part 200,Appendix II(J); CL
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 awarded U)
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 CL
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
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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 0
as set forth in 2 C.F.R. §200.216 CL
• Domestic preference for procurements as set forth in 2 C.F.R. §200.322
• Other Federal Contract Requirements: U)
• Mandatory standards and policies relating to energy efficiency which are contained in the
state energy conservation plan issued in compliance with the Energy Policy and
Conservation Act(42 U.S.C. §6201). CL
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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 C14
determination that no other contract is suitable and if the contract includes a ceiling price,i.e. c14
lump sum/not to exceed amount that the contractor exceeds at its own risk.
our
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 2
wages, general and administrative expenses, and profit. (Please refer to time and material CL
provisions as set forth in more detail in 2 C.F.R. §200.3180)(2 C.F.R. §200.318(g)
If the contract is for construction,is must include the Equal Opportunity Clause.
For construction contracts exceeding$2,000 awarded under a Federal grant,it must include a
Davis-Bacon Act Clause and Copeland Anti-Kickback Act clause addressing prevailing wage CL
rates. [Note that FEMA Public Assistance and Hazard Mitigation Grant Program contracts do
NOT require these clauses.]
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If the contract amount exceeds $100,000.00 and involves the employment of mechanics or
laborers,it must include a Contract Work Hours and Safety Standards Clause.
Bonding requirements for construction or facility improvement contracts exceeding
$200,000.00:
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The Requesting Department shall require the procurement to include
1.A bid guarantee from such bidder equivalent to five percent(5%)of the bid price.The"bid
guarantee" must consist of a firm commitment such as a bid bond 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 CL
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 0
law of all persons supplying labor and material in the execution of the work provided for in the CL
contract.
The payment and performance bonds shall be in accordance with F.S.255.05,as applicable and U)
unless waived under the provisions of F.S.255.05(1)(d)
cs
G. Capital Expenditure CL
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
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
property and equipment acquired or improved with Federal funds as provided to property
owned by the County.(2 CFR 200.310) c14
2. Real Property: C14
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 oo
to County.
b. Use: Except as otherwise provided by Federal Statutes or by the Federal awarding 2
agency,real property will be used for the originally authorized purpose as long as 0
CL
needed for that purpose, during which time the County must not dispose of or
encumber its title or other interests.
c. Disposition: When real property is no longer needed for the originally authorized
purpose,the County must obtain disposition instructions from the Federalawarding
agency or pass-through entity.The instruction must provide for one of the following
alternatives: 1)Retain title after compensating the Federal awarding agenda 2)Sell CL
the property and compensate the Federal awarding agency 3)Transfer title to the
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 thecounty
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 44 of 106
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C.23.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 CL
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) 0
c. Management Requirements: Procedures for managing equipment (including CL
replacement equipment), whether acquired in whole or in part under a Federal
award, until disposition takes place will, as a minimum meet with following U)
requirements: 1)Property records must be maintained that include a description of
the property,a serial number or other identification number,the source of funding 2-
for the property (including FAIN),who hold title,the acquisition date,and cost of
CL
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 C,
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 �
loss, damage or theft must be investigated. 4)The Requesting Department should Q
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
oo
and below to ensure the highest possible return. >%
i. The Requesting Department shall coordinate with the Property Inventory 2
Clerk to provide information as needed for their records and to maintain 0
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 CL
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 q�s
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 45 of 106
Packet Pg. 1228
C.23.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 percentageof
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 CL
agency may direct the County to take disposition actions.
2
CHAPTER 15—ACCEPTANCE OF PAYMENT CARDS 0
CL
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 e)
are to be followed and is attached hereto as C.1.
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Page 46 of 106
Packet Pg. 1229
C.23.b
ATTACHMENT A.
MEMORANDUM
To: Purchasing Department VIA: County Attorney's Office(for prior legal review/approval)
From: Date:
Subject: Request for Competitive Solicitations
(D
CL
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, 0
(in Word format)for: CL
(Name as appears on the cover page of the Competitive Solicitation) U)
I. BOCC Approval Date: or
Asst.County Administrator or County Admin.Approval: Date: CL
(if emergency Asst.County Administrator or County Administrator must approve as per chapter 7 D.
Previously Approved Projects)and CL
Department Director Approval: Date:
2. Date Received for Legal Review/Approval:
Legal Approval Date: Reviewing Attorney
Opening Date Assigned by Purchasing: Date assigned: 04
Date Notice Transmitted to Papers by Legal/Memo Returned to Department: 04
N
3. Require vendors to email a signed original of their bid(minimum required)or as specified below.
4. Contact person/phone#for questions regarding specifications: oo
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. CL
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 U)
8. In addition to the local newspapers,please place notice in the following advertising �
newspapers. CL
Must have Department Director approval for additional advertising.
CD
Enclosures:One(1)copy of approved competitive solicitation and notice emailed to omb- E
purchasing@monroecounty-fl.gov and if applicable,Supplemental Suppliers Excel Spreadsheet
Revised BOCC 10/212020
Page 47 of 106
Packet Pg. 1230
C.23.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:
KEY LARGO II ROADWAY AND DRAINAGE
IMPROVEMENT PROJECT 2
MONROE COUNTY,FLORIDA 0
CL
Pursuant to F.S. 50.0211(3)(a), all published competitive solicitation notices can be viewed at
www.florid apublicnotices.com, a searchable statewide repository for all published legal notices.
Requirements for submission and the selection criteria may be requested from DemandStar at ( Deleted:by Onvia c�
www.demandstar.com OR www.monroecoLinty-fl.f4ov/bids.The Public Record is available at the
Monroe County Purchasing Office located at The Gato Building, 1100 Simonton Street,Room 2-
213,Key West,Florida.All Responses must be sealed and must be submitted to the Monroe County C,
Purchasing Office.
Publication dates c"I
Citizen Mon.,03/26/18&04/02/18 C"I
News Barometer c"I
Keys Weekly T-
(please note that as per F.S.336.44 publication at least once each week for 2 consecutive weeks ova
is required for road projects. Consult with the reviewing county attorney for specific
advertising requirements. .2
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U)
CL
Page 48 of 106
Packet Pg. 1231
C.23.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:
Ist STREET and BERTHA STREET ROADWAY IMPROVEMENTS PROJECT C'
MONROE COUNTY,FLORIDA
2
Pursuant to F.S. § 50.0211(3)(a), all published competitive solicitation notices can be viewed at: 0
www.floridaL2ublicnotices.com, a searchable Statewide repository for all published legal notices.
Requirements for submission and the selection criteria may be requested from DemandStar, - ( Deleted:by
www.d mandstar.com OR www.monroecounty-fl.nov/bids—The Public Record is available upon request. - ( Deleted:onvia at
Monroe County Purchasing Department receives bids electronically. Please do not mail or 2-
attempt to deliver in person any sealed bids.Mailed/physically delivered bids/proposals/responses
WILL NOT be accepted. 0-
CL
The Monroe County Purchasing Department hereby directs that bids be submitted via email to:
OMB-BTDSnmona sec aunty-t7. ov, no later than 3:OOP.M.,on 11/18/2020.Please submit your
confidential financial information in a SEPARATE EMAIL from your bid and required
documents. Your subject line on both emails must read as follows:
a.+
1st Street and Bertha Street Roadway Improvement Project 11/18/2020
CN
Files that do not contain this subject line WILL BE REJECTED.Please note that the maximum N
file size that will be accepted by email is 25MB.Please plan accordingly to ensure that your bid is
not rejected due to the file size.Should your bid documents exceed 25MB,in advance of the bid
oo
opening,please email:�mb-nuachasina�)momoecounty-fl.rov so accommodations foa delivery of
sou bid can be made nrioe to the bid onenine. Please be advised that it is the bidder's sole
responsibility to ensure delivery of their bid and waiting until the bid opening to address or 0
confirm your bid submission delivery will result in your bid being rejected.
L39
The bid opening for this 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
httos://mcbocc.zoom.us/i/4509326156
Meeting ID: 4509326156
One tap mobile: 4i
+16465189805„4509326156#ITS(New York) qp
+16699006833„4509326156#ITS(San Jose)
Dial by your location:
+1 646 518 9805 ITS(New York)
+1 669 900 6833 ITS(San Jose)
Publication Dates
Citizen&Miami Herald:Sat.,10/03/2020
Keys Weekly: Thur.,10/08/2020
News Barometer: Fri.,10/09/2020
Page 49 of 106
Packet Pg. 1232
C.23.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 C,
reviewed and approved by legal prior to submission to Purchasing.
2
All addenda must be accompanied by this Approval to Issue Addendum form which must be 0
executed by the reviewing County Attorney or Assistant County Attorney and the Requesting CL
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 Department
Director.
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County Attorney or Assistant County Attorney Date
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Department Director(or designee) Date Q
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Purchasing Director(or designee) Date
0
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U)
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Re:
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(Name as appears on the cover page of the Competitive Solicitation)
a.+
Page 50 of 106
Packet Pg. 1233
C.23.b
ATTACHMENT B.2.
MONROE COUNTY
INVENTORY DELETION REQUEST
TO: Property Clerk FROM:
Finance Dept.,Stop 8
DATE:
CL
M.C. Serial Asset Date Original&Est.
I.D.Number Number Description Purchased Present Value
0
CL
�9
U)
U
CHECK ONE(1)APPROPRIATE LINE BELOW:
C14
APPROVAL TO ADVERTISE FOR BIDS. C14
APPROVAL TO DISPOSE OF IT. N
APPROVAL TO REMOVE FROM INVENTORY AND DONATE TO:
REASON FOR REQUEST: 00
U
0
PREPARED 0
BY: DATE: A=
Signature
U
DEPARTMENT DIRECTOR CL
APPROVAL:
Signature
E
U
Page 51 of 106
Packet Pg. 1234
C.23.b
MONROE COUNTY
COMPUTER RELATED EQUIPMENT
INVENTORY DELETION REQUEST
(ATTACHMENT B.3.)
TO: Property Clerk FROM:
Finance Dept.,Stop 8
DATE:
M.C. Serial Date Original&Est. CL
I.D.Number Number Asset Descri tion Purchased Present Value
U
0
CL
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U)
CHECK ONE(1)APPROPRIATE LINE BELOW:
U
APPROVAL TO ADVERTISE FOR BIDS. CL
APPROVAL TO REMOVE FROM INVENTORY AND DISPOSE OF IT.
APPROVAL TO REMOVE FROM INVENTORY AND DONATE TO: CL
REASON FOR REQUEST:
PREPARED BY: c14
c14
c14
DATE:
Signature oo
U
0
Printed Name L35
U)
DEPARTMENT DIRECTOR APPROVAL
Signature
Printed Name
as
E
INFORMATION TECFTNOLORY
es
APPROVAL: Signature
Printed Name
Rev.BOCC 7/15/2015(S-3)
Page 52 of 106
Packet Pg. 1235
C.23.b
MONROE COUNTY
FIXED ASSET TRANSFER FORM
(ATTACHMENT B.4.)
TO: Property Manager FROM:
FINACE DEPT,Stop#8
as
ASSET I.D. NUMBER&DESCRIPTION SERIAL NUMBER
CL
2
0
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LOCATION LOCATION
FROM: TO:
Cost Center Number: Cost Center Number:
Cost Center Naive: Cost Center Naive:
a.+
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Location of Asset: N
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OWNERSHIP CHANGE: YES NO 0
DATE:
U)
SURRENDERING
DEPARTMENT:
Print name:
RECEIVING DEPARTMENT:
Print name:
U
Page 53 of 106
Packet Pg. 1236
C.23.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 BOCCresolution
for purchasing non-restricted commodities and services on behalf of the BOCC. These C,
procedures are intended to accomplish the following:
2
1. To ensure that the procurement with Purchasing Cards is accomplished in 0
accordance with the policy and procedure established within this and other sections L
of this manual.
2. To enhance productivity, significantly reduce paperwork, improve controls, and
overall cost associated with purchases.
c�
3. To ensure appropriate internal controls are established within each department
procuring with Purchasing Cards so that they are used only for authorized purposes. CL
4. To have timely and meaningful management reports which detail and summarize C,
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. c14
7. Ensure prompt payment to vendors. Q
8. Provide hard data on purchase activity with vendors in order to achieve savings by c14
negotiated discounts based upon the volume of business with the vendor.
9. Specific advantages within the Purchasing Card Program itself include the various oo
ways that limits, and restrictions can be established that allow the tailoring of cis
individual cards to fit the needs of the user. This will extend purchasing 0
responsibility to more individuals than in the current purchasing environment, CL
while maintaining or even increasing accountability.
U)
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 CL
successful.
Finally, it is intended that the procedures established herein are viewed as minimum E
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
Page 54 of 106
Packet Pg. 1237
C.23.b
Purchasing card is issued,to whom,and the dollar limitations will be as requested by the
Department Director and approved by the Budget and Finance 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 atraditional 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: 2
0
1. Spending amount per day,billing cycle, and month. The Cardholder can only
incur transactions totaling a predetermined dollar amount within any defined
period.
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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.
4. Merchant Category Codes (MCC). The MCC are assigned by VISA to a
merchant which identifies the primary type of goods or service they provide. The
MCC are designed to offer every combination possible and restrictions are imposed �
at the point of sale if the blocked merchant requests authorization for the Q
transaction. c-
BENEFITS: There are many benefits to using the Purchasing Card including: 00
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1. Board of Count-*,Commissioners Benefits:
a. Simplifies the purchasing process for the large number of low dollar
purchases,freeing up time for large dollar purchases.
b. Significantly reduces the overall transaction processing cost per purchase.
C. Increased accountability.
d. Provides management information electronically which is currently 2-
unavailable.
2. Cardholder Benefits:
as
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.
Page 55 of 106
Packet Pg. 1238
C.23.b
C. Lowers risk of nonpayment.
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 CL
Training Manual will assist you in making this program a success.
2
1. CARDHOLDER SPENDING LIMITS 0
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 U)
amount of
$4,999.99 at the Director Level and $2,499.99 for the small non-stocked 2-
products and services or for travel and training.Each time a Cardholder makes
a purchase with his/her Purchasing Card, this limit will be checked, and the CL
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 c14
purchase. c14
c14
1.3 Purchasing Card Program Administrator or Backup Purchasing Card
Administrator may establish different limits for each employee with oo
the recommendation of the employee's Department Director and
approval by the County Administrator or Assistant County .2
Administrator. Assistant County Administrators or Purchasing CL
Director may delegate authority when and where such action is deemed
necessary.
2. USE OF PURCHASING CARD
CL
2.1. THE PURCHASING CARD IS TO BE USED FOR BOCC
PURCHASES ONLY. CASH ADVANCES THROUGH BANK E
E
TELLERS OR AUTOMATED TELLER MACHINES ARE
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STRICTLY 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 or used for expenses of any other person.
22.1. Every Cardholder is responsible for the security of their Purchasing Card.
Page 56 of 106
Packet Pg. 1239
C.23.b
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.
as
2.4. When using the Purchasing Card,Cardholders should:
24.1. Ensure that the goods or services to be purchased are allowable. C,
242. Determine if the intended purchase is within Cardholder's Purchasing >%
Card limits. 2
243. Advise the supplier/merchant that the purchase will be made using the 0
CL
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.
c�
245. 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 approved prior to making the C,
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.
c14
25.1. If you place a telephone or internet order and sales tax was charged, Q
contact the merchant and request that a credit be processed for the
amount of the tax charged.
our
252. Purchases made in Florida and for use in Florida are exempt from �?
Florida sales and use taxes. 0
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253. As with all BCOC purchases, the Cardholder must be diligent when
dealing with the merchant regarding taxes.
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25.4. Make sure the merchant understands that charges are not to be
billed until the item(s)are received by the Cardholder. CL
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 E
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.
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
Page 57 of 106
Packet Pg. 1240
C.23.b
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. Returns and credits for Merchandise Purchased with the Card—Cardholder is
responsible for managing any returns/exchanges and ensuring that proper credit
is received for returned merchandise, cancelled registrations, and postponed
travel arrangements.
26.1. Contact the vendor and obtain instructions for return. C,
262. The Purchasing Card Administrator will review the next card statement >%
to ensure that your account is properly credited for the return. 2
263. A pattern of returns and exchanges that indicate improper or inaccurate 0
CL
initial product selection shall be reviewed and may result in loss of
privileges for the card holder.
U)
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:
CL
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."
2.73. Hotel intemet charges necessary to conduct OFFICIAL COUNTY
BUSINESS while on County travel is allowed.Traveler must certify on �
the daily transaction log and official Florida State Travel Voucher that Q
the expense was required to conduct County business. c14
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 00
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.) 0-
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 2
Local Clerks).
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 ct
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.
2.7.12 Fuel for County vehicles used to conduct business outside of the County.
Page 58 of 106
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C.23.b
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 by the Clerk of the Court
for payment.
2
3.3. Payment and Invoice Procedures—Purchases made by employees will be paid 0
by the Clerk's Office once the Cardholder has verified the transaction in the CL
finance system and the approving official's verification has been completed and
the cost center and spend category has been assigned for each transaction. U)
33.1. Receipts: The Purchasing Card receipt or vendor's sales receipt for
purchases must be supplied. When purchases are conducted by CL
telephone,you must fill out the Telephone Order Forms and request the CL
vendor to forward the receipt to you.These receipts,and any Telephone
Order Forms,are to be attached at the time of the P-Card Verification in
the finance system. Failure to keep adequate receipts will lead to the
loss of Purchasing Card privileges.
332. The Purchasing Card issuer,Iberia Bank/First Horizon 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 C14
billing statement at any time. This statement will have a listing of all
items processed with the billing cycle. In addition to the monthly billing oo
statement,the Purchase Card Administrator or designee will periodically
review the Cardholder's statement using Iberia Bank/ First Horizon 2
Commercial Card on-line services. CL
333. Immediately following a purchase, the Cardholder must submit the U)
charge slip to his/her department's director, via their immediate
supervisor. The charge slip must be included as an attachment when 2
verifying the P-Card transaction in the finance system. P-CardCL
transactions must be verified within three (3) business days. Non-
compliance may mean denial of future use,or other disciplinary action.
33.4. The department's director reviews the P-Card transaction received from
the Cardholder and where applicable, a "Statement of Dispute", is
attached to the transaction in the finance system. Once review is
completed,the department's director will approve the transaction within
three(3)days after receipt of notification in the finance system.
335. Travel: The Purchasing Card Issuer will issue the "Statement" on a
scheduled basis each month. It will be the responsibility of the
Page 59 of 106
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C.23.b
Cardholder to provide his/her delegated representative with the receipts
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 delegated representative will include the travel receipts
as an attachment when verifying the P-Card transactions in the finance
system.
33.6. The Purchasing Card Administrator will be responsible for reviewing
each P-Card transaction verification event in the finance system.
Review will include checking for accuracy of uploaded attachments,
verifying approval of purchases, and resolving any questions on
purchases. CL
4. TRANSACTION APPROVAL 2
0
CL
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 CL
to be purchased in accordance with the instructions provided. CL
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 cN
Credit Voucher proving the item(s)had been returned for credit. CN
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4.2. The County Administrator will be responsible for resolving abuses by T-
each Cardholder. Appropriate disciplinary action will be taken against ova
any Cardholder who misuses their privileges of up to and including
dismissal.
CL
421. Should it be evident that an unauthorized purchase was knowingly made,
the County Administrator will determine what action will be taken based U)
on the facts presented by the Purchasing Card Program Administrator.
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5. DISPUTES/UNAUTHORIZED CHARGES
CL
5.1. If a suspicious charge appears for verification in the finance system,the
Cardholder should first attempt to verify the charge with records of
purchase.If the Cardholder does not agree with the charge posted in the
finance system, the Cardholder must notify the Purchasing Card
Administrator in writing,using the"Cardholder Dispute Form".A copy
of the "Cardholder Dispute Form" will be attached to the P-Card
Verification Event in the finance system.The P-Card Administrator will
work with the bank to research the disputed charge and make the
necessary adjustments.
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C.23.b
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 Iberia Bank/First Horizon
statement as a"credited"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
'L3
item(s) to the merchant for replacement or to receive a credit on the C,
purchase.(Returns that require shipping will be coordinated through the
Purchasing Department.) CASH REFUNDS WILL NOT BE 2
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.
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 2-
completed by the Cardholder with appropriate documentation attached,
ifnecessary.This form will be forwarded with the statement through the
end-of-month processing cycle for the statement. C,
55. 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. c14
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5.6. Fraudulent or improper items may be covered by the Liability Waiver.
However,disputed items are not considered fraudulent.
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6. REQUEST FOR INITIAL,ADDITIONAL OR CHANGES TO 2
PURCHASING CARD 0
CL
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.
CL
6.2. All requests for Purchasing Cards must be approved by the Purchasing
Card Program Administrator and/or the Budget and Finance Director.
6.3. The Purchasing Card Program Administrator's name must be provided
to Clerk's Accounts Payable/Receivable Department and kept current.
6.4. When Purchasing Card Program Administrator receives the Purchasing
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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C.23.b
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 0
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 U)
prior notification.
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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
Purchasing Card is issued to the Cardholder. �
Q
9.2. To report a lost/stolen card: c14
The Cardholder must call Iberia Bank/First Horizon Customer Service,at
800-290-4782 immediately upon discovering that the card has been lost or °o
stolen. Help is available 24 hours a day. Also call the BOCC Purchasing 2
Card Administrator as early as possible on the first available business day
during normal business hours at(305)292-4467. L
9.3. Failure to promptly notify the issuing bank of the theft, loss, or U)
misplacement of the Purchasing Card could make the BOCC and/or the
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Cardholder responsible for any fraudulent use of the card and result in loss
of privileges and/or disciplinary action for the Cardholder.
10. EMPLOYEE TERMINATION/TRANSFER
E
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.
Page 62 of 106
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C.23.b
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
New Card/Change From,thereby eliminating the need for issuing a new
Purchase Card.
102. Transfer of an employee to another BOCC Department-If a Cardholder
CL
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 2
Purchasing Card should be kept by the Cardholder,the master file will CL
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.
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103. Purchasing cards cancelled for any reason,shall be destroyed by cutting
it down the center of the magnetic strip and returning both parts to the CL
-
Purchasing Card Program Administrator for recording and destruction.
11. RENEWAL CARD
11.1. The Cardholder will be notified by the Procurement Card Administrator when
the renewal card arrives.The Cardholder may authorize the Department Reconciler
to pick up the Procurement Card by notifying Procurement Card cN
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Administrator.
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12. AUDITS/REVIEWS
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12.1. The Card Program Administrator may randomly review Card activity usage 2
and receipt retention for compliance. 0
CL
12.2. The Clerk's office may conduct random audits on card activity usage,
receipt retention,reconciliations,and compliance,etc. U)
13. FEEDBACK
CL
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. E
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C.23.b
14. ACCOUNTING/PURCHASING PROCEDURES AND ACCOUNTING/
TRAVEL,AND TRAINING PROCEDURES
These procedures must be in compliance with Monroe County's Purchasing Policy
and Procedures and must be incorporated with the State of Florida Purchasing Card
Guidelines,where applicable.
15. 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 2
already equipped to accept BOCC Purchasing Cards. A merchant who is not 0
currently accepting VISA credit cards should contact their own financial institution
or other merchant service provider.
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C.23.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
CL
accelerated product receipt.
• Improved vendor relations by eliminating the potential for late payments:;
the vendor is paid within 48 hours.
0
CL
3. Who may have a Purchasing Card,and how do you obtain one?
• Any Commissioner and/or employee responsible for making purchases that
U)
is recommended by their Department Director and is approved by the
Purchasing Card Program Administrator. 2-
4. What is the responsibility of the Cardholder?
• Upon acceptance of the Purchasing Card, employee must sign a C
"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. Q
• Cardholder must obtain their Department Director's approval on the Daily
Purchase Card Purchase Report. oo
• Initiate and handle disputed charges.
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5. What is the Department Director's responsibility? 0
CL
• Identify and recommend employees who should be issued a Purchasing
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. CL
• 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 Iberia Bank/First Horizon
Card Management's on-line services.
Page 65 of 106
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7. How are purchases made?
• Cardholder calls or visits vendor and places order.
• Cardholder provides the vendor with the Purchasing Card number and
delivery instructions.
8. Does the Purchasing Card have a spending limit?
• Individual transactions limited up to a pre-approved amount for small non-
stocked products and services, for travel and training, or as otherwise
approved by the Purchasing Card Program Administrator under the
direction of the Budget and Finance Director and the County Administrator.
CL
9. What happens if the bank statement is incorrect or an item needs to be returned?
• Cardholder notifies the Purchasing Card Administrator if incorrect charge
is identified on the bank statement.
• Cardholder works with the vendor to arrange for returns and credit. CL
• Purchasing Card Administrator verifies that credit appears on next bank
statement.
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10. What types of purchases are allowable?
• The Purchasing Card is to be used for purchases of small dollar
expenditures. These items can be purchased and picked up directly at the
vendor or can be ordered by telephone or internet and delivered to the C
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. Q
• Entertainment expenses
• Meals—The County has an ordinance in effect with respect to meals,please oo
see Ordinance No. 009-2015. Restaurant commodity codes will be >%
excluded,and meals are prohibited. 2
• Personal use. 0
CL
• Cash advances or refunds,money order,or wire transfers.
• Fuel(except for County-owned or rental vehicles while on County Business)
• Vehicle Repairs(excluding Fleet Management or in the event of an
emergency while the vehicle is out of the County).
• Alcoholic beverages.
• Tobacco products. CL
• Non-work or personal use items and services.
• Services such as consultants or construction.
• Telephone Credit Card.
• Usage of card for expenses of any other person 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.
Page 66 of 106
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C.23.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 first business day of each month
and ends the last business day of each month with a 15-day grace period before payment is
due.
Cardholder—The BOCC employee to whom a written Delegation of Authority has been CL
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 0
Cardholder,sets default accounting codes and provides restrictions or spending limitations CL
in the Purchasing Card system.
Cash Advance—Prohibited on the Purchasing Card as well as personal purchases. U)
Charge Slip/Documentation—Itemized list of individual purchases on receipt.
Contractor/Issuer—Iberia Bank/First Horizon. 2-
Credit—Charged amount removed from total owed by the BOCC.
Cycle Limit—A maximum dollar value of charges and/or number of transactions that may
be applied to a Cardholder's purchasing authority for the billing cycle.
Daily Limit-A maximum dollar value of charges and/or number of transactions that may
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). Q
Designated Representative— Department Director is to review Cardholder's monthly
statement's receipts and transactions to ensure the appropriateness of activity and timely
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processing of charges and/or credits applied to that department. >%
Dispute—For items purchased and found defective or faulty,the Cardholder can return the 2
item to the merchant who will initiate a credit that will appear on the next month's statement 0
of account. 0-
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. U)
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 qs
Finance Department,ensuring that adequate or appropriate accounting codes are assigned. E
Purchasing Card—A credit card that is used as an alternative payment method. cs
Purchasing Card Programs Administrator—The individual who is responsible for the
Board of County Commissioners'(BOCC)Purchasing Card Program.
Reconciler—The individual who reconciles Cardholder receipts.
Reconciliation—Balancing charge slips with bank statement.
Services—Non-personal temporary work.
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C.23.b
Single Purchase Limit—Each Cardholder will be limited to a preset maximum amounton
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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CL
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Page 68 of 106
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C.23.b
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
REQUEST FOR PURCHASING CARD
To: Purchasing Card Program Administrator
From:
DEPARTMENT NAME
Subject: REQUEST FOR PURCHASING CARD
CL
Request the following employee be authorized a BOCC Purchasing Card:
2
0
CL
Full Name: (Type or Print)
Sample Signature:
Title: Employee Number:
CL
Florida Driver's License#
Immediate Supervisor:
Restrictions: Single limitation: $
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Monthly limitation: $ Q
Types of products to be authorized:
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2
0
U)
COUNTYADMINISTRATOR/ PURCHASING CARD ADMINISTRATOR
ASSISTANT COUNTY ADMINISTRATOR (TYPE OR PRINT)
(TYPE OR PRINT) CL
a.+
SIGNATURE OF COUNTY ADMINISTRATOR/ SIGNATURE OF PURCHASING CARD ADMINISTRATOR
ASSISTANT COUNTY ADMINISTRATOR
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cc:Authorized Employee
Page 69 of 106
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C.23.b
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
TRAINING ACKNOWLEGEMENT
CARDHOLDER AGREEMENT
I acknowledge having received Purchasing Card Training and agree to use the Purchasing
CL
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 U)
addition,I agree that I must reimburse the BOCC for any such prohibited charges.
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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 C,
Card after privileges are withdrawn is prohibited.
If the card is lost or stolen,I will immediately notify the Purchasing Card Administrator by
email at OMBPCard�)monroec -fl. ov or by phone at 305-292-4467. In addition,I
will notify the issuing bank(Iberia/First Horizon)by telephone at 1-800-290-4782. I will
confirm the telephone notification by email to the issuing bank and with a copy to my c14
Department Director and the Purchasing Card Administrator.I understand that failure to C14
promptly notify the issuing bank of the theft,lost,or misplaced Purchasing Card could c14
make me responsible for any fraudulent use of the card.
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2
Cardholder: 0
TYPE OR PRINT NAME
L59
Signature:
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Date: 2
5..
Department: CL
Phone Number:
cc: Cardholder
Revised BOCC 1/21/2022
Page 70 of 106
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C.23.b
Iberia Bank/First Horizon
CARDHOLDER STATEMENT OF DISPUTED ITEM
Company Name:
Cardholder Name: a
Cardholder Account Number: CL
Statement Transaction Merchant Name/Description >%
Date Date 2
0
Amount Posting Date Reference Number L35
U)
Select the description most appropriate to your Dispute.Submit completed form to the Purchasing Card Administrator 2-
and contact with any questions at 305-292-4467.
lL
Select an option below .,
CL
1. I have been billed twice for the same purchase.
2. I have been billed for an incorrect amount.
3. I was informed by the merchant that I would receive a credit,which has not yet posted to my account.
CN
4. I paid for this purchase by other means. N
CN
5. I have canceled the service related to this transaction.
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6. I did not receive the merchandise/service ordered.
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7. I have returned the merchandise and requested a credit from the merchant. 0
8. Merchandise that was shipped to me arrived damaged,defective,or different from what I ordered.
9. Other-The reason for my dispute is not described in the options above.
U
10. I have no knowledge of this transaction and did not conduct or permit someone else to conduct this
transaction using my card. CL
E
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Revised BOCC 1/21/2022 *A
Page 71 of 106
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C.23.b
PURCHASING CARD TELEPHONE AND
INTERNET ORDERS
(For Internal Use Only,Retain with Receipts)
Reminder:Board of County Commissioners is exempt from Florida Sales Tax.Give vendor the tax exemption
number when placing order.
It is the Cardholder's responsibility to obtain receipts from telephone and intemet purchases. This form,along
with receipts should be attached during the P-Card Verification in the finance system.
9
Supplier Name
Phone Number 2
0
Date Order Placed
0
Order called in by =
Cardholder's Name t)
Order Called to(name of
supplier's re resentative) yU,
Item# Detailed description of items/services U/I Quantity Cost per U/I Extended Cost: CL
ordered(size,etc.) CL
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TOTAL PURCHASE: $
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Revised BOCC 1/21/2022
Page 72 of 106
Packet Pg. 1255
C.23.b
Monroe County Purchasing Policy and Procedures
ATTACHMENT CA
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
POLICY&PROCEDURES FOR ACCEPTANCE OF PAYMENT CARDS
CL
L BACKGROUND
Acceptance of credit and debit cards(herein referred to as payment cards)as a payment method has 2
become universal within both the private and public sectors.Many governments now accept cards for 0
taxes,fines,user charges and fees.For a fee,a payment card processing service provider works with L35
a government entity to accept and process payment card payments.
Benefits to accepting payment cards include:
• Enhanced customer service and convenience.
• Increased certainty of collection. CL
• Accelerated payments and the availability of funds.
• Improved audit trail.
• Reduced cashiering costs.
• Improved overall cash flow and forecasting.
• Lessened delinquencies.
• Reduced return check processing costs. N
• Reduced collection costs. N
Q
N
The Payment Card Industry,also known as PCI,is made up of the major credit card companies(e.g.,
VISA, Master Card, Discover and other major card issuers). PCI has established for merchants oo
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- 2
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. L35
IL PURPOSE e)
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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 qp
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.
Page 73 of 106
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C.23.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.
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.
'L3
CL
III. DEFINITIONS
2
Cardholder:The customer to whom a payment card has been issued or the individual authorized to 0
use the card.
L39
Cardholder Data: All personally identifiable data about the cardholder (i.e., account number,
expiration date,cardholder name.)
U
Cashiering Services:Monroe County department that approves all third-party service providers and
coordinates the policies and procedures for accepting payment cards. CL
CL
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 N
goods and/or services provided by Monroe County. N
N
Merchant Department Responsible Person(MDRP):A designated employee within each Monroe
County Merchant Department who has primary authority and responsibility for payment card and oo
eCommerce transaction processing within that department.
Payment Card: Any payment card/device that bears the logo of Discover Financial Services, 0
CL
MasterCard Worldwide,or VISA,Inc. or other major credit card issuer. L35
Payment Card Account Change:Any change in the payment account including,but not limited to: U)
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the use of existing payment card accounts for new purposes;
the alternation of business processes that involve payment card processing activities; CL
the addition or alteration of payment systems; ,i
the addition or alternation of relationships with third-party payment card service providers, q�p
and
the addition or alternation of payment card processing technologies or channel
Payment Card Industry(P(,'I)-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.
Page 74 of 106
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C.23.b
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 0
cardholder information in physical or electronic format. 0-
L39
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.
U
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 ACTIVITIES
Monroe County prohibits certain credit card activities that include,but are not limited to:
N
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
fees as allowed by F.S.215.322 and as set forth in more detail below oo
Using a paper imprinting machine unless specifically authorized by County management.
No Monroe County employee, contractor or agent who obtains access to payment card or other 0
CL
personal payment information in the course of conducting business on behalf of the County may sell, L35
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 U)
reason of a card transaction to any third party other than to the County's depository bank, Visa,
c5
MasterCard or other credit card company,or pursuant to a government request.
CL
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.
Page 75 of 106
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Monroe County Purchasing Policy and Procedures
VIIL REFUNDS
When a good or service is purchased using a payment card and arefund 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 forrefunds.
IX. CHARGEBACKS C,
Occasionally a customer will dispute a payment card transaction,ultimately leading to a chargeback. ��j
In the case of a chargeback, the County department initiating the transaction is responsible for 0
notifying the Monroe County Clerk's Finance Department and for providing appropriate supporting CL
documentation.
U)
X. MAINTAINING SECURITY
c5
County departments and administrative areas accepting payment cards on behalf of the County
CL
are subj ect to the PCI-DS S.
CL
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.
N
The County restricts access to cardholder data to those with a business"need to know." N
N
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 oo
otherwise in full compliance with PCI DSS.
For paper media, cardholder data shall not be stored unless approved for legitimate business 0
purposes. L35
XI. RESPONSIBILITIES e)
c5
Merchant Department Responsible Persons(MDRPs)are responsible for:
Executing on behalf of the relevant County Department, Payment Card Account Acquisition
or Change Procedures. q�p
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
Page 76 of 106
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C.23.b
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;
CIS
• Email should not be used to transmit credit card or personal payment information. Ifit should
be necessary to transmit credit card information via email only the last four digits of the credit C.
card number can be displayed;
2
• Credit card or personal information is never downloaded onto any portable devices or media 0
such as USB flash drives,compact disks,laptop computers or personal digital assistants;
L39
• Fax transmissions (both sending and receiving) of credit card and electronic payment U)
information occurs using only fax machines which are attended by those individuals who must
have contact with payment card data to do their jobs; 2-
• The processing and storage of personally identifiable credit card or payment information on (L
County computers and servers is prohibited; C,
• 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;
N
CN
• The full contents of any track data from the magnetic stripe are never stored in any form; CN
• The personal identification number (PIN) or encrypted PIN block are never stored in any oo
form; >%
2
• The primary account number(PAN)is rendered unreadable anywhere it is stored; 0
• All but the last four digits of any credit card account number are masked when it is necessary
to display credit card data; U)
• 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 CL
• Notifying the Monroe County Information Technology Department in the event of suspected
as
or confirmed loss of cardholder data.Details of any suspected or confirmed breach should not
be disclosed in any email correspondence.
C'
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.
Page 77 of 106
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C.23.b
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 C.
payment cards in compliance with this policy;
U
Work with external vendors and coordinate payment card policies, standards, and 0
procedures; CL
L39
Serve as liaison between the bank and the merchant services'provider for Payment Card account U)
acquisition or change procedures;and
U
Review and modify the Application for Payment Card Account Acquisition or Change as
necessary. CL
CL
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); N
N
Do not switch off the compromised machine.Instead,isolate the compromised system(s)from N
the network by unplugging the network connection cable;
oo
Preserve logs and electronic evidence;
Contact the County's Information Technology Department and the Clerk's Finance Department 0
CL
immediately for further direction;and L35
Log all actions taken. U)
U
XIII. APPROVAL FOR PAYMENT CARD PROCESSING OR CHANGE PROCEDURES
To receive authorization to accept payment cards or change a payment card processing,the MDRP ,i
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
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.
Page 78 of 106
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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
hire,and at least annually thereafter,security awareness training focused on cardholder data security. C.
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. CL
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CL
CL
N
N
N
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0
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U)
U
E
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Page 79 of 106
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Monroe County Purchasing Policy and Procedures
ATTACHMENT D.
FORMS:
1. Monroe County Purchasing Authorization Form
2. Monroe County Request to Purchase Form—THIS FORM IS NO LONGER USED
3. Monroe County BOCC Audit Slip—THIS FORM IS NO LONGER USED
4. Vendor File Request Form—THIS FORM IS NO LONGER USED
5. Contract Summary Form for Contracts Less Than$50,000.00 2
6. Contract Renewal Form for Contracts Less Than$50,000.00 0-
7. Change Order Form 0
7.a Change Order Attachment S
8. Public Entity Crime Statement
9. Sworn Statement Under Ordinance No.010-1990 Monroe County,Florida 2-
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)
c14
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02
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Page 80 of 106
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Monroe County Purchasing Policy and Procedures
MONROE COUNTY PURCHASING AUTHORIZATION FORM-(D.1)
Employee: Title:
Name First Last
Department:
LEVEL OF PURCHASE AUTHORITY
PLACE"X"IN THE BOX TO INDICATE LEVEL/TYPE OF AUTHORITY CL
PURCHASING LEVELS PURCHASING AUTHORITY "X"
FOR TOTAL DOLLAR AMOUNT (WHO APPROVES/PAYS) AUTHORITY LEVEL
O
$.Of-$1,000.00 Department Director or their designees. CL
Purchase Order not required.
$1,000.01-$5,000.00 Department Director or their designees.
Requires the Requesting Department to submit a '
Requisition in the finance system to Piuchasing.Price M
reasonableness documentation is required to be a
maintained by the Requesting Department
$5,000.01-$9,999.99 Department Director or their designees.Requires the
Requesting Department to submit a CL
Requisition in the finance system to Piuchasing,along
with documentation of price reasonableness justification C
which can include two(2)or more price quotes,written
documentation of telephone calls,emails to suppliers or
internet research.
$10,000.00-$19,999.99 Department Director only for purchases of$10,000.00
and above.(Designee allowed for purchases up to
$9,999.99 only).Requires the Requesting Department to
submit a Requisition in the finance system to Piuchasing C14
along with three(3)or more price quotes. N
$20,000.00-$49,999.99 11el lilac,The 1leequc"Tina f hpartuicnt to q. County Administrator, Q
ulrrnit a CJ
!!Ljrltlrrecrw r �inuicc,r ntcr❑to jlmclra ine afoil' Assistant Comity Administrator
I c< i it�on iii The
mTh
.P ti o�pP rP o c r qcc e uotc y y or Purchasin Director onlyDeleted:Reqice uest
Requesting eDepartment a will so
q ng with tbr, °r"° �r
$SQ,000.00 AND OVER Competitive Bid process
BOCC quotes.
gf oo
BOCC prior approval re cored.Governed b
Comity ordinance,as supplemented by the
Pircbasing Policies aid Procedures Marmal.
O
Authorization is for all current and future cost centers budgeted for this department unless otherwise designated below. CL
LSY
n�
U
Employee Signature Initials CL
a.+
Approved By: Approved By:
Department Director County Administrator
Assistant County Administrator
Pircbasing Director
<S
PURCHASING USE ONLY: G�
Data received&sent to Finance
( ) Purchasing Section
Initials Date
Revised BOCC 6/15/2022
Page 81 of 106
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C.23.b
Monroe County Purchasing Policy and Procedures
MONROE COUNTY BUDGET&FINANCE
PURCHASING DEPARTMENT
PH:305-292-4453 EAX:305-292-4515
REQUEST TO PURCHASE (D.2)
To: asin De artment Date:
CL
From(Dept.): Purchasing Approval:
Name: By:
CL
Phone/Ext: Account:
Shi Code to Location: nt/Proiect
Qty. Unit Prod.# Description Wit Total Cost Acct.#
s CL
a
04
04
oo
04
CL
Total _
Items needed by: 0
Vendor Name:
CL
Remarks/Recommendations:
Administrative Instructions: (D
Reviewed ( ) By: Date:
Purchasing Office use only:
Reviewed ( ) By: Date:
Revised BOCC 3/15/17
Page 82 of 106
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C.23.b
Monroe County Purchasing Policy and Procedures
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
AUDIT SLIP (D.3)
Vendor Name Vendor Number
Invoice# qs
Invoice Date CL
�s
In c�rnt S
CL
Fund/ �� (Optional) (Optional)
Cost Ctr cc it# Project# Project Acct Amount
U)
U
Description(Opt) CL
:.
Description(Opt) Y
l
Description(Opt)
04
04
CD
Description(Opt) 04
xvoo
� oo
Description(Opt)
cs
0
Review Signature Date CL
Approve to$1,000.00 Signature Date U)
$1,000.01 to$5,000.00 Signature Date
U
$5,000.01 to$10,000.00 Signature Date CL
$10,000.01 to$19,999.99 Signature Date
$20,000.00 to$49,999.99 Signature Date
U
$50,000.00&greater BOCC Approval
Notes: Only one invoice per audit slip,please!!
BOCC Depts.complete all areas.
Invoice#must be the invoice number from the vendor's invoice.
Description is a 25-position field for additional information.
Page 83 of 106
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C.23.b
Monroe County Purchasing Policy and Procedures
ATTACHMENT DA
IFOR FINANCE OF'HCE USE MY
MONROE COUNTY
VFNIDOR#!
yBOARD
+ OF COUNTY COMMISSIONERS pOST�BY:
V VENDOR REQUEST FORM DATE;
T�'
CL
VENDOR REQUEST FORM MUST BE ACCOMPANI ED BYW-9 FORM COMPLETED&SIGNED BYTWE VENDORFuror W-9:httpz:dJwvuaw'.Frs..gm/pub rs pditM9.pD :For must be campleaed fpr foreign cwFroratkans-https:dd'�wwyw.irs,xpydrsuks.lirs-radfdlwR.gdPN
a
r OCharAge Vendor Information CL
Vendor Name; Icy
lr
1-0 U)
Search Name/Abbrev...
Street Address;
P,p,f3ax; CL
City/States/Zip:
Phone: Ernail:,, V :3
Vendor Remittance Name and Address Qlfolrffererrt * t) 2
fr
Vendor Name:
Street Address: P.O.Box:
CityJState/Zip:
Contact Name:. Contact Phone: CD
1099 Required?
Tax ID Number or SSW Yes No oo
FAX Number: kf Vas,pleAse Cheek RMType:
Ernali: 0 A ,hMI,1eys
Med ual/ryealfiha are f�aymenis
Purpose of New Vendor: IM
CL
N Non-FmploVeeCompensarien
d7 (Mher lncome
a
N Rentals
R�,eq........uested By: f1ept• Date:
51gnature of Requieston, CL
Please Return the Completed Form&W-9 to the Clerk's Office
via AP(amonroe-clerk.com or via Courier STOP 8 CD
ME:fr I ni ii6l4,L.Piwl I,t IY.l n'.:l,IP L N)
Revised BOCC 3/18/2020
Page 84 of 106
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C.23.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:
C,
2
0
CL
Contract is Original Agreement Contract Amendment/Extension Renewal
Contract Manager:
(Name) (Ext.) (Department/Stop#)
CONTRACT COSTS CL
-
C,
Total Dollar Value of Contract: $ Current Year Portion:$
(must be less than$50,000) (If multiyear agreement then
requires BOCC approval,unless the
tealw uulati� M110111 11is1 ,,,,Ilion '
Budgeted?Yes❑ No❑
Grant: $ County Match: $ c14
Fund/Cost Center/Spend Category: �
t14
ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For: ova
(Not included in dollar value above) (e.g.maintenance,utilities,janitorial,salaries,etc.) >%
Insurance Required: YES El No❑ .2U
IL
CONTRACT REVIEW
Changes U)
Date In Needed Reviewer Date In
Department Head Yes❑No❑ 2
County Attorney Yes❑No❑
Risk Management Yes❑No❑
E
Purchasing Yes❑No_❑_ (Deleted:O.M.B./
a: MB YcSF-1Nei ❑
Comments:
Deleted:I �II
Revised
( Deleted:21 .J
Page 85 of 106
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C.23.b
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:
'L3
Expiration Date: C.
Contract Renewal Notes:
2
0
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.
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$50,000.00
The following Contract Manager has verified that the above conditions have been met.
Contract Manager: c14
(Name) (Ext.) (Department/Stop#) Q
c14
Revised BOCC 7/17/19
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0
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Page 86 of 106
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Monroe County Purchasing Policy and Procedures
ATTACHMENT D.7
MONROE COUNTYIENGINEERINGI PROJECT MANAGEMENT
CONTRACT CHANGE ORDER
PROJECT TITLE: CHANGE ORDER NO: #
INITIATION DATE:(date requested) l
CONTRACT DATE:(date executed)
TO CONTRACTOR:
U
0
CIL
The Contract is changed as follows: (use underlining only—no highlighting or deletion)
U)
The original Contract Sum Guaranteed Maximum Price
Net change by previously authorized Change Orders...................................................$
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 CIL
Change Order.............$
The new(Contract Sum)(Guaranteed Maximum Price)including this Change Order is.......$ CL
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.
C°J
Change order is 0%of original contract price N
C°J
Not valid until sianed by Owner.Architect(if aoolicablel.and Contractor I-
T-
oo
0
ARCHITECT: CIL
Sign&Print Name Date 0
U)
CONTRACTOR:
Sign&Print Name Date
CIL
DEPARTMENT DIRECTOR:
Sign&Print Name Date
E
COUNTY/ASSISTANT ADMINISTRATOR:
Sign&Print Name Date
Revised BOCC 3/18/2020
Page 87 of 106
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C.23.b
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❑ tL
U
If Yes,explanation: 0
�9
• Change Order was included in the original specifications. Yes ❑No❑ u)
U
If Yes,explanation of increase in price:
CIL
tL
• 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:
CN
• Project architect approves the change order. Yes ❑No❑
N
C°J
If no,explanation of why:
oo
• Change Order is correcting an error or omission in design document. Yes❑No❑ 0
�9
Should a claim under the applicable professional liability policy be made? Yes ❑No❑
U)
Explain:
U
E
Revised BOCC 3/18/2020
Page 88 of 106
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C.23.b
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,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 a public
entity,may not be awarded or perform work as a CONTRACTOR,supplier,subcontractor,or consultant CL
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, Florida Statute,for CATEGORY TWO for a period of
36 months from the date of being placed on the convicted vendor list."
0
1 have read the above and state that neither (Respondent's name)nor any CIL
Affiliate has been placed on the convicted vendor list within the last 36 months.
c5
(Signature) CIL
CL
Date:
STATE OF:
COUNTY OF: N
Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or ❑ online c14
notarization, on (date) by 00
(name of affiant). He/She is personally known to me or
c5
has produced (type of identification)as identification. 0
NOTARY PUBLIC
c5
My Commission Expires:
CIL
Revised BOCC 6/15/2022
Page 89 of 106
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C.23.b
Monroe County Purchasing Policy and Procedures
ATTACHMENT D.9
SWORN STATEMENT UNDER ORDINANCE NO.010-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
CL
(Company) 2
O
"...warrants that he/it has not employed, retained or otherwise had act on his/her behalf any former CL
County officer or employee in violation of Section 2 of Ordinance No.010-1990 or any County officeror 0
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, cy
commission,percentage,gift,or consideration paid to the former County officer oremployee."
CL
CL
(Signature)
Date:
STATE OF:
c14
COUNTY OF: C14
c14
Subscribed and sworn to(or affirmed)before me, by means of❑physical presence or❑online
oo
notarization, on
c5
(date)by (name of affiant). He/She is personally 0
CL
known to me or has produced (type of identification)as
identification.
c5
CL
NOTARY PUBLIC
My Commission Expires:
Page 90 of 106
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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
the bidder making the CL
Proposal for the project described in the Request for Proposals for
and that I executed the said proposal c5
with full authority to do so;
b. the prices in this bid have been arrived at independently without collusion, consultation, CL
C9
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; �y
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
CL
d. no attempt has been made or will be made by the bidder to induce any other person, CL
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.
c14
c14
(Signature)
c14
Date:
oo
STATE OF:
c5
COUNTY OF: 0
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 CL
produced (type of identification)as
identification.
c5
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 S„o„r„skj„o„r,,,�287.087 hereby certifies that:
(Name of Business)
1. Publish a statement notifying employees that the unlawful manufacture,distribution, dispensing, CL
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.
c5
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 0
assistance programs, and the penalties that may be imposed upon employees for drug abuse �y
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
contendere to,any violation of Chapter 893(Florida Statutes)or of any controlled substance law CL
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. c14
c14
As the person authorized to sign the statement, I certify that this firm complies fully with the above c14
requirements.
oo
(Signature) 2
0
Date: CL
STATE OF:
U)
COUNTY OF:
Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or ❑ online CL
notarization, on (date) by
(name of affiant). He/She is personally known to me or
has produced (type of identification)as identification.
c5
Notary Public
My Commission Expires:
Revised BOCC 3/18/2020
Page 92 of 106
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C.23.b
Monroe County Purchasing Policy and Procedures
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: U
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Phone Number:
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Email Address:
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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 try
is on the Scrutinized Companies that Boycott Israel List,created pursuant to Section 215.4725,Florida Statutes,
or is engaged in a Boycott of Israel.Section 287.135,Florida Statutes,also prohibits a company from bidding on,
submitting aproposal for,or entering into or renewing a contract for goods or services of$1,000,000 or more,that CL
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 CJ
Sector List,or engaged in business operations in Cuba or Syria. CJ
I understand that pursuant to Section 287.135,Florida Statutes,the submission of a false certification may subject N
company to civil penalties,attorney's fees,and/or costs.I further understand that any contract with the County
may be terminated,at the option of the County,if the company is found to have submitted a false certification or
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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 <J
Iran Petroleum Energy Sector List or been engaged in business operations in Cuba or Syria. 0
Certified By: who is authorized to sign CL
on behalf of the above referenced company.
Authorized Signature:
Print Name:
Title:
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Note: The List are available at the following Department of Management Services Site:
http.//www...dns..myflordacon/bus.ness.._operations/state purchasing/vendor_information/convicted_sus ep nded CL
discriminatory complaints vendor lists ,i
E
U
Revised BOCC 3/18/2020 *"
Page 93 of 106
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C.23.b
Monroe County Purchasing Policy and Procedures
FEDERAL FORMS TO BE USED WHEN FEDERAL FUNDS ARE UTILIZED OR
EXPECTED TO BE UTILIZED AS SET FORTH IN CHAPTER 14
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Page 94 of 106
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C.23.b
Monroe County Purchasing Policy and Procedures
ATTACHMENT EA
Monroe County Procurement Form
(For all Purchasing$10,000.00 or more)
Reauirement(good/services to be procured):
CL
If brand name or equal salient characteristics are: 2
0
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Market Research:
Research Method: CL
❑Internet( )
El Prior procurement files( )
El Personal Knowledge of Local Trade Area( )
❑Other( )
Potential Sources:
N
N
N
Estimated Purchase Price:$ oo
Additional Considerations: Considered Notes: 2
Federal Surplus Property ❑
L39
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, tame and material has restrictions
See 200.318 T
Page 95 of 106
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C.23.b
Monroe County Purchasing Policy and Procedures
ATTACHMENT E.1
Monroe County Procurement Form
(For all Purchasing$10,000.00 or more)
Procurement Method:
CL
❑Small Purchase Procedure($10,000.00 Up to ❑Sole Source$10,000.00 or more
$49,999.99) ❑Written Solicitation of Price Noncompetitive-proposals Justification(refer to 2
Quotes(Please include) Chapter 14/2 CFR 200.320(f): 0
❑Oral Solicitation of Price Quotes L35
(attach documentation noting oral price quotes)
Vendor contact information/Price quoted U)
CL
CL
Notification/Publication Plan: NIA ifMicro-Purchase;Must beformally publicized if"estimated
Purchase Price"is in excess of$50,000. N
CN
CN
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CL
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CL
E
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RevisedBOCC 1/22/2022
Page 96 of 106
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C.23.b
Monroe County Purchasing Policy and Procedures
ATTACHMENT E.2
Monroe County Procurement Form
(For all Federal Competitive Solicitations of$50,000.00 or more)
Solicitation Issue Date:
'L3
CL
Requirement(goods/services to be procured):
U
0
CL
Responses/Bids/Offerors Received:
Name Date Received/Bid opening Date Checked in
SAM/DMS/etc.as t)
per Entity Checklist
(Attachment E.3)
CL
CL
Selected Firm/Person/Entity/Company: N
Q
N
Selection Rationale:The bid/Proposal was most advantageous to the County,price and other factors considered
because
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Price Reasonableness Assessment:
L39
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El Bonding Requirements are included:5%of the bid price and Performance Bond of 100%of 2
the contract price and Payment bond of 100%of contract price.
*Rationale should be Consistent with RFPs stated evaluation factors CL
*Rational should be consistent with Witten Evaluation Plan �
E
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C.23.b
Monroe County Purchasing Policy and Procedures
ATTACHMENT E.3
Debarred,Suspended or Ineligible Entity Checklist
Entity Name:
Federal/State Funding Agency: Federal/State
Funding Program: CL
Federal Excluded Parties List System(EPLS): Yes 2
SAM.gov No CL
State Convicted/Suspended/Discriminatory/Complaints Vendor Lists: Yes
dms.myflorida.com No U)
US DHHS List of Excluded Individuals and Entities(LEIE): Yes 2-
Exclusions/oig.hhs.gov No
CL
Verified By:
Signature
CN
Printed Name N
N
Title,Department oo
U
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U
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Revised BOCC 1/21/2022
Page 98 of 106
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C.23.b
Monroe County Purchasing Policy and Procedures
Disaster Request for Purchase ATTACHMENT E.4
Date of Request: Requester Name:
Requester Phone: Requester Email:
Requesting Department: Vendor Name/Vendor Number: CL
Incident Name: C5
Request: O
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Reason for Request--how was this caused by the incident?
c5
Type of purchase:
Replenish Stock New Items/Materials Insurance Claim Claim# CL
C
Repair Work Replacement due to damage (Include copy of all claim-related documents) CL
Where are the items/materials/goods/services being used?
What is the location of the repair or replacement work?
If repair or replacement,is this temporary or Priority: Low Routine Urgent N
permanent?
t'1!
Temporary _Permanent
Order Details: oo
Qty Item Description Cost per Unit Total Expense .2
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U
CL
Total Cost:
Please attach the required three quotes on purchases$10,000 or greater. This request for purchase must be
approved before submitting to BOCC for contract approval.Use this coding for the Agenda Item and
Transactions: Fund/Cost Center Ledger Account Spend Category Worktag/Grant Worktag/Project
Revised BOCC 1/21/2022 FDEM Approval Needed? Yes No
Page 99 of 106
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C.23.b
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
DISASTER AUDIT SLIP ATTACHMENT E.5
Vendor Vendor Number
Invoice# Invoice Date Invoice Amount$ 'G
Requester Name Requester Department Incident Name CL
How was this caused by the ?
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CL
Type of purchase: Replenish Stock New s/ t Is—Repair Work Replacement due to damage
What is the location(Address and Facility Name)of th c r r lacement work or where the items/materials
will be used? If this is relating to a vehicle,include the Coun iic D and VIN.
tb
CL
If repair or replacement,is this temporary or permanent? Temporary cm
Has an insurance claim been filed?If yes,what is the claim number? C
Priority:_Low_Routine _Urgent Disaster Tracking Number
Fund/ l 1 6�
Cost Ctr Account# Proiect# Proiect Acct# Amount (�//� �
Description(Opt) N
CD
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Description(Opt)
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CL
Description(Opt)
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Review Signature Date
Approve to$1,000.00 Signature Date CL
$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 E
$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.23.b
Minoritv Owned Business Declaration
a sub-contractor engaged by Monroe County during the
completion of work associated with the below indicated project C,
(Check one)
is a minority business enterprise,as defined in Section 288.703,Florida
Statutes
0
or CL
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
below)which is organized to engage in commercial transactions,which is domiciled in Florida,and which is at least
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
whose management and daily operations are controlled by such persons.A minority business enterprise may CL
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 million N
or any firm based in this state which has a Small Business Administration 8(a)certification.As applicable to sole Q
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.
Contractor Sub-Recipient: Monroe County oo
Signature Signature CL
Print Name: Printed Name:
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Title: Title/OMB Department:
Verified via: 2
https://osd.dsns.myflorida.com/directories
CL
Address: DEM Contract:
City/State/Zip
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Date: FEMA ProiectNumber:
Page 101 of 106
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C.23.b
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 C,
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 0
contract,the malting of any Federal grant,the malting of any Federal loan,the entering into 0-
of any cooperative agreement, and the extension, continuation,renewal, amendment, or
modification of any Federal contract,grant,loan,or cooperative agreement.
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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
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 C,
cooperative agreement,the undersigned shall complete and submit Standard Form-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 c14
subrecipients shall certify and disclose accordingly.This certification is a material Q
representation of fact upon which reliance was placed when this transaction was made or c14
entered into. Submission of this certification is a prerequisite for malting or entering into
this transaction imposed by section 1352,title 31,U.S.Code.Any person who fails to file ova
the required certification shall be subject to a civil penalty of not less than$10,000 and
not more than$100,000 for each such failure. 0
The Contractor, certifies or affirms the truthfulness and
accuracy of each statement of its certification and disclosure,if any.In addition,
the Contractor understands and agrees that the provisions of 31 U.S.C.Chap.38,
Administrative Remedies for False Claims and Statements,apply to this certification and 2
disclosure,if any.
Signature of Contractor's Authorized Official
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Name and Title of Contractor's Authorized Official Date
Page 102 of 106
Packet Pg. 1285
DISCLOSURE OF LOBBYING ACTIVITIES
CDIT(' 177-7HIS F0FUd MDIV-'L07-I0BBXT;SA"rLI=, 31,US C,10,52
L Type offeder.,d ALctiou�; 2. Stitua offederal-fcfiom: 3, Report I ype:
coElracr. N.Iktafferapp icsaan =a mrninl
p7ml b �Htmlawmd b crocEnal change,
c. coopeialne agreemEm r,. posi-am'jz'd
d 'I o'm For Material Change Otob':
e. Loan paramee year— "I"Laner
f lourinsloame dat-oflartlepan
,1. Name and Address of Repartuag Entity S. If RepoTtimg Etilatv in No.4 n 5abawardet,
Enter Name and Address ofPrLme:: CL
E-1prune FISubxwardpe
Tier ifl-no1vu
0
District,Z Lnown Camgressianal District,if known CL
0
6. Federal DepartmembAgency: '7. Federal PrDgram Nime)DesiTipbau: a
M
C'FDA NunabeF,ffapp�cabLe
S,, Federal,Artion Number,iftno7wil: 9. Avard Amount,if known:
CL
CL
19. a. Name and Address ofLDbby Entity Is. IndhictualsPerfornang Sfrvrcm Imc�miing
1'fhuhrvjd,,jaI,I on name,firammme,Mri aidress ifLffeTenitont No.lon
Cla.--A name,first,name,ml M
(anadl Co[2inuntica Sheegr'Jf mecesmry)
11. Amount afRiymestf�ImL all thah apply"I 13. Type,of Payment(check all ffixtap 1� C14
p C14
plarimed ❑ a remimr Q
F F C14
F-I b.ose-umef-e
12. Fo(rup of Psymem(chim�k all%of apply): H um'm-'jon
F-I a, :ash d. c==Enffee oo
F-] b 'E-hlfo`d:r TKDfy:na=e a defiraad >%
va�ue f other,Epecify, .2' "'
14. BriefDe-xrofinn of Sendcen Perfa(rened or to bi,peTfonnedand Dai*fi)ofSenrke,indtidimg 0
offucer{,$),employee(s),orr member()caufarted,for Payment Imelmntedin Item 11: CL
UItljdl Colitmilabou saeat(l):If necessary) M
15. Continuadam Ihpvt(s)attached: Yes El No LI 2
Md.
Tid K U,C.',wdca DI T2n dlaht ug I":ip3=e:
mLimcA 1=p6asO by tca tar zbn,,awh4n hiatrunnjcn
Print Name:: 9=
pua_nnnnnu.ma 11 U'S C 1 312 may mf='ation mdll U 0)
,wp-wd bP --.11 -d i.2 f., E
Telephome lqo.:: Dan:
Ailhcmai for LIM2 Iflaroduchm
rederil Use cpndy 51mjard Form-LLL
2-6c PART 2COUNTY
Page 103 of 106
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C.23.b
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 a.a
Budget for additional information.
l
1. Identify the type ofcovered Federal action for which lobbying activity is and/orhas been secured to influence,the outcome
of a covered Federal action. y
2. Identify the statics of the coveredFederal action.
3. Identify the appropriate classification of this report.If this is a follow-up report caused by a material charge to the ,0
information previously reported,enter the year and quarter in which the change occurred.Enter the date of the last, CL
previously submitted report by this reporting entity for this covered Federal action. Z$y
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 U)
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 mid contiactawards rndergrants. (y
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,if known.
6. Enter the name of the Federal agency making the award or loan commitment. Include at least one organization level below
agencyname,l'known.For example,Department of Transportation,United States Coast Guard. CL
7. Enter the Federal program name or description for the covered Federal action(item 1). If known,enter the full Catalog of
Federal Domestic Assistance(CFDA)number for grants,cooperativeagreements,Loans and Loan commitments. �
8. Enter the most appropriate Federal identifying number available for the Federal action identification in item 1(e.g., Request for
Proposal(RFP)number,Invitation for Bid(IFB)number,grant announcement number,the contract grant.or loan award number,
the application/proposal control number assigned by the Federal agency).Include prefixes,e.g.,"RFP-DE-90-001."
a.a
9. For a covered Federal action where there has been an award or loan commitment by the Federal agency,enter the Federal amount
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 N
influenced the coveredFederal action. Q
(b)Enter the full names ofthe individual(s)performing services and include full address if different from 10(a).Enter Last N
Name,First Name and Middle Initial(ML).
11. Enter the amount of compensation paid or reasonably expected to be paid by the reporting entity(item 4)to the lobbying entity oo
(item 10).Indicate whether the payment has been made(actual)or will be made(planned).Check all boxes that apply.If this
is a material change report,enter the cumulative amount ofpayment made or planned to be made. �y
12. Check the appropriate box. Check all boxes that apply. If payment is made through an in-kind contribution,specify the nature 0
and value of the in-kind payment CL
13. Check the appropriate box.Check all boxes that apply.Ifother,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
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 Members)of Congress that G�
were contacted.
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15. Check whether or not a continuation sheets)is attached.
16. The certifying official shall sign mid date the form,print his/her name title mid telephone number. CL
Public reporting burden for this collection of information is estimated to average 30 minutes per response,including time for reviewing '*"A
instruction,searching existing data sources,gathering and maintaining the data needed,and completing and reviewing the collection of qp
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
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(0348-0046),Washington,D.C.20503. SF-LLL-Instructions Re%.06-04
90«ENDIF»
2-6d PART 2/COUNTY
Page 104 of 106
Packet Pg. 1287
C.23.b
Exhibit A
Sample 1--Notice of Intended Decision for Construction Bids
February 14,2013
CL
To:All Bidders
Re:Notice of Intent to Award a Contract CL
Watson Bridge Repair Project
U)
To Whom it May Concern: 2-
This letter will serve as notice of Monroe County's intent to award a contract to CL
-
the lowest responsible bidder for the Watson Bridge Repair Project at C,
the 2014 Board of County Commissioner's Meeting.
Construction bids for the Project were received by the Monroe County
Purchasing Department on 2014.
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Sincerely, c14
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Judith S.Clarke,P.E. >%
Director of Engineering Services 2
0
CL
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CL
Page 105 of 106
Packet Pg. 1288
C.23.b
Exhibit A
Sample 2--Notice of Intended Decision for RFPs&RFQs
To:All Respondents
Re:Notice of Intent to Negotiate a Contract C,
Request for Competitive Solicitations for the Asphalt Pavement Evaluation and Management
Services(RFP)
0
Or CL
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) 2-
CL
To Whom it May Concern: C
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.
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Proposal responses for the Engineering Design and Permitting Services for the Card Sound Q
Bridge Project were received by the Monroe County Purchasing Department on March 1,2013.
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Sincerely, 2
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CL
Judith S.Clarke,P.E.
Director of Engineering Services e)
CL
Revised 10212020
Page 106 of 106
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